Director, Human Resources and Administrative Services

Director, Human Resources and Administrative Services

FLSA Classification

Exempt

Salary Grade/Level/Family/Range

Administration

Reports To

Chief Operating Officer

Direct Reports

Office Manager

Summary/objective

The Director of Human Resources and Administrative Services will lead, oversee, and direct the routine functions and staff responsible for the Welcoming Center’s administrative, human resources, and information technology services. Human Resources responsibilities will include hiring and interviewing staff, administering pay, benefits, leave, and guiding company policies and practices. Administrative responsibilities will include supporting tasks administratively and financially that will ensure The Welcoming Center and its facilities have the staff and resources needed to operate smoothly and efficiently while overseeing the information technology department and its needs.

Essential Functions

Administrative Duties: 50%

• Collaborates with all management staff to identify and deliver the required administrative support operations for the Welcoming Center.

• Drafts and distributes statistical reports, analysis, and exhibits to company stakeholders and

when required, to regulatory and government agencies.

• Maintains the Welcoming Center’s administrative policies and procedures manual.

• Serves as a member of the Welcoming Center’s key administrative decision-making and planning body.

• Collaborates with other management staff to draft and implement an annual administrative budget.

• Oversees the acquisition, distribution, and storage of supplies and shared support services such as mailing, printing, and copying; security; and cleaning and maintenance.

• Prepares, negotiates, analyzes, and reviews contracts for equipment, supplies, materials, services, and products.

• Ensures that buildings, equipment, and supplies are maintained and serviced.

• Identifies opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate.

• Helps prepare documents for Board meetings and other meetings as requested.

Financial Duties: 25%

• Coordinates and works with the organization’s accountants and auditors to ensure all financial reports, including the annual audit, are prepared as prescribed and submitted by the dates required, keeping all financial information in a confidential and locked area.

• Makes bank deposits as well as maintains current signatures for bank accounts.

• Keeps track of and reviews credit card expenses, check signing, PayPal withdrawals, contract invoicing, and insurance audits.

Human Resource Duties: 25%

• Partners with the leadership team to understand and execute the Welcoming Center’s human

resource and talent strategy particularly as it relates to current and future talent needs,

recruiting, retention, and succession planning.

• Provides support and guidance to management and other staff when complex, specialized, and sensitive questions and issues arise; may be required to administer and execute routine tasks in delicate circumstances such as providing reasonable accommodations, investigating allegations of wrongdoing, and terminations.

• Plans, leads, develops, coordinates, and implements policies, processes, training, initiatives, and surveys to support the organization’s human resource compliance and strategy needs.

• Administers or oversees the administration of human resource programs including, but not limited to, compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.

• Conducts research and analysis of organizational trends, compensation, and benefits including review of reports and metrics from the organization’s human resource information system (HRIS) or talent management system to ensure the organization attracts and retains top talent.

• Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.

• Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.

• Handles new hire orientation, including introduction to office procedures assures requisite paperwork is completed, including securing office building ID and payroll enrollment, explains time-sheet procedure, transit checks procurement, and time-off requests.

• Responsible for executing 401(k) plan enrollment, bi-monthly contributions, and Form 5500 reporting requirements.

• Implements, manages, and maintains record keeping, confidential personnel files.

• Board liaison to the Human Capital Committee.

Competencies

• Excellent verbal and written communication skills.

• Excellent interpersonal, negotiation, and conflict resolution skills.

• Excellent organizational skills and attention to detail.

• Strong analytical and problem-solving skills.

• Strong leadership and supervisory skills.

• Ability to prioritize tasks and to delegate them when appropriate.

• Ability to act with integrity, professionalism, and confidentiality.

• Thorough knowledge of employment-related laws and regulations.

• Proficient with Microsoft Office Suite or related software.

• Proficiency with or the ability to quickly learn the organization’s HRIS and talent management systems.

• Thorough understanding of, or ability to quickly learn, the office equipment, recordkeeping systems, and related protocols used in the organization.

Supervisory Responsibilities

• Recruits, interviews, hires, and trains new staff in the administrative, human resources, and information technology departments.

• Oversees the daily workflow of the departments.

• Provides constructive and timely performance evaluations.

• Handles discipline and termination of employees in accordance with company policy.

Work Environment

• Operates in a professional office environment or remotely. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift 5-10 pounds at times.

Preferred Education and Experience

• Lived experience from immigrant and refugee communities and/or communities of color highly desired.

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.

• A minimum of three years of human resource management experience preferred.

• A minimum of three years of administration experience in a supervisory capacity preferred.

• SHRM-CP or SHRM-SCP highly desired.

• The Welcoming Center does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

• The Welcoming Center will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation

This is a full-time salaried position, with benefits (medical, paid time off).

Salary: $67,000 – $70,000, commensurate with experience.

To Apply:

Please send cover letter and resume to jobs@welcomingcenter.org with subject line: Director of Admin and HR.