Human Resources and Operations Coordinator (Hybrid, Boston-based)

About NBTS:

National Brain Tumor Society (NBTS) unrelentingly invests in, mobilizes, and unites our community to discover a cure, deliver effective treatments, and advocate for patients and their care partners. NBTS is a leading policy advocacy and research organization as well as a convener of brain tumor research leaders including industry, regulators, funders, clinicians, researchers, and patient advocates. We also provide resources and personalized support to patients and families, and we bring all members of the brain tumor community together each year through our walks, races, community events and Gray Nation Endurance programs. Our results include paradigm-shifting research discoveries, the development of new treatments, increased federal funding for brain tumor research, innovative new clinical trials, and opportunities for entrepreneurship and venture philanthropy to benefit brain tumor research and health care delivery.

While we have seen significant progress in terms of scientific understanding of brain tumor biology, we are unsatisfied with the status quo of today’s treatment options. NBTS is committed to investment in new ideas and research poised to incent the development and realization of treatments that dramatically increase survival and quality of life for patients.

Position Summary:

Join a collaborative and relentlessly results-driven Human Resources team as we carry out our mission of conquering and curing brain tumors — once and for all. Reporting to the Associate Director of HR and Operations, the HR and Office Coordinator will maintain office operations and assist with the delivery of organization-wide HR initiatives. This position will be responsible for transactional and administrative tasks across all HR functional areas, including talent acquisition and onboarding, employee engagement and retention, employee training and development, HR policies and compliance, organizational culture, technology management, and HR data management, in alignment with NBTS organizational values and strategic goals.

Essential Duties and Responsibilities:

Human Resources Administration: (75% - 30 hours per week)

• Support a high-touch talent acquisition process that prioritizes candidate engagement by coordinating job posts, reviewing incoming applications, scheduling interviews, and maintaining applicant records.
• Assist with new hire orientation and onboarding by creating onboarding agendas, scheduling onboarding meetings, ordering new hire equipment, and ensuring employee access to assigned IT platforms.
• Coordinate HR compliance processes such as staff conflict of interest disclosures, labor law poster updates, harassment and cybersecurity training, employee handbook reviews, and internal policy updates. Assist with impact assessments related to changes in the employment law landscape.
• Handle routine HR administration duties such as maintaining employee files, updating HRIS records, processing benefit enrollment changes, and serving as an initial point of contact for basic employee questions and requests.
• In collaboration with the Associate Director, ensure staff awareness of key HR information through timely, ongoing employee communications across relevant channels. Promote employee self-service by regularly reviewing and updating the HR content, documents, and resources available on the employee intranet site and related shared drives.
• Contribute to employee engagement and organizational culture efforts. Assist with programming such as the annual employee survey, DEIB workgroup, virtual and in-person staff retreats, and ongoing employee recognition programs.
• Support workforce and talent development initiatives related to employee training, professional development, retention, and career pathing. Assist with curating resources for staff, handling employee professional development requests, and coordinating events such as internal staff-led lunch and learns, information sessions featuring external speakers, and asynchronous training through external platforms.
• Contribute to other HR initiatives and projects as needed. May include tasks related to open enrollment, employee appraisals and goal-setting, IT equipment and platforms, and HR data analytics.

Operations/Office Coordination: (25% - 10 hours per week)

• Serve as a point of contact for employee requests related to office operations, such as office equipment and supplies, employee swag inventory, and in-office meeting coordination.
• Complete regular office supply orders and maintain the appearance and functionality of shared office spaces including the kitchenette, lobby, and conference room.
• Perform routine office administrative duties such as answering phone calls, completing expense reports, entering accounts payable/vendor invoices, mailing supplies or documents, sending and receiving packages, and liaising with external contacts.
• Work with the Chief Operating Officer (COO) on tasks related to office leases, insurance, technology, and other operations coordination projects.
• Other duties as assigned.

Education and Experience:

• Bachelor’s degree or equivalent prior experience required
• Prior administrative, office support, or related experience required
• 1-2 years of Human Resources experience strongly preferred, HR certification a plus
• Prior experience in health science, bio-pharma and/or non-profit settings preferred

Required Skills, Knowledge, and Abilities:

• Strong written and verbal communication, administrative, organizational, office technology, and interpersonal skills
• Strong computer competency, with a high degree of proficiency in typical remote-work platforms used for internal communication, virtual meetings, and file sharing. Includes Gmail, Zoom, Dropbox, MS Office programs (e.g. PowerPoint, Word, and Excel), or equivalent applications
• Proficient in or willing to learn other office technology platforms such as Salesforce, NetSuite, Asana, Slack, and Canva as needed
• Able to work independently and proactively on multiple projects simultaneously, while prioritizing tasks in alignment with level of urgency
• Able to work collaboratively with other NBTS staff members and external stakeholders, while maintaining confidentiality of records and information
• Able to consistently demonstrate good professional judgment, a proactive approach to problem-solving, strong attention to detail, and an interest in mission-driven work

Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Location: Hybrid. This is a hybrid, Boston-based position that routinely requires several days per month onsite. Only candidates local to the Boston area will be considered.
• Offsite/remote work will be performed virtually in a home office environment. Remote work must be performed in the state of Massachusetts.
• Hours: This is a full-time, exempt position. Normal hours for this role are 9 a.m. to 5 p.m. ET, Monday through Friday. Occasional attendance at NBTS events or meetings may be required on the weekend or outside of normal hours.
• Travel: Occasional travel to headquarters and meeting locations by car and/or plane may be required up to 10% of the time. Travel may be inclusive of day travel for meetings, overnight travel for events or a combination of both.
• This role is largely sedentary and requires sitting or standing in a stationary position for extended periods of time. This role frequently involves communicating on the phone and operating a computer for at least 70% of the work day.

NBTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, color, national origin, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.