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Human Resources Administrator

Posted by
AccessMatters
|
Philadelphia, PA
New
|
Published 4 days ago

Human Resources Administrator

About AccessMatters

AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they need to thrive. In service to that vision, AccessMatters’ mission is to protect, expand, and enhance equitable access to sexual and reproductive health care and information for all people. Our team strives to advance our mission in accordance with these guiding principles: (1) sexual health is an essential component of health and wellbeing across the life span; (2) access to quality, affordable health care – including sexual and reproductive health care – is a fundamental human right; (3) every person, family, and community deserves to be treated with dignity and respect; (4) programs and services should be evidence-based, prevention-focused, and person-centered; (5) organizational excellence is best achieved through a culture of inclusion, diversity, innovation, professionalism, and accountability; (6) clients, volunteers, staff, partners, and supporters should be treated with kindness, dignity, and respect in a trauma-informed and culturally responsible environment; and (7) everyone deserves a caring workplace environment that fosters trust, teamwork, creativity, and work-life balance where work is enjoyable and where staff are supported in their professional development and their pursuit of excellence.

Job Summary 

Reporting to the Vice President of Human Resources & Operations, the Human Resources Administrator provides accountable, high quality administrative and operational support and leadership in fulfillment of core Human Resources functions for the agency. The Human Resources Administrator serves as a trusted “right hand” support to the Vice President of Human Resources & Operations, with an emphasis on confidentiality, proactivity, administrative acumen, and attention to detail. In addition, acting as the Vice President’s surrogate, the HR Administrator must inspire and maintain confidence and trust by showing judgment, alignment, and discretion in all assigned projects and programs. The HR Administrator must navigate effectively and diplomatically, across varied organizational structures, roles, and relationships – both externally and internally.  

The Human Resources Administrator will provide daily tactical administration of core HR operations that require emotional intelligence, strong organization, precision, accuracy, timeliness, and reliability, including: supervision of ADP and other supportive service providers, consultants, and vendors; payroll & timekeeping; HRIS database & employee records management; hiring, onboarding, and separation processes; benefits administration; employee training and credentialing; performance management processes; compensation analysis & updates; employee teambuilding & recognition; and general department operational support, with onsite presence expected as needed to share and complete team workflows.

The HR Administrator has extensive operational, logistical, and document management duties around HR records, employee personnel files, policies and handbooks, employee forms and instructions, audits, reports, and fiscal matters. The HR Administrator also coordinates HR department workflows including team calendars, project plans, meeting agendas, travel itineraries, appointment scheduling, employee communications, fiscal matters, and general correspondence. The HR Administrator also takes responsibility for special initiatives and other responsibilities as assigned, such as DEI and staff development initiatives, policy development & drafting, data analysis, technology implementation, and others. This role also serves as a member of the agency’s interdepartmental operations and administrative services team, and takes responsibility for special initiatives and other duties as assigned. 

In this trusted role, the HR Administrator closely supports the VP of Human Resources & Operations and works with highly confidential and sensitive information and settings, including but not limited to personnel and labor matters, leadership meetings, program and team performance assessments, and PHI. The HR Administrator is expected to handle this information with integrity and professionalism, consistent with confidentiality and HIPAA standards. As an ambassador for the VP of Human Resources & Operations and the broader leadership team, the HR Administrator represents AccessMatters in a positive and professional manner when interacting with all staff, visitors, vendors, government representatives, partners, and the general community. As a member of the Human Resources team, the HR Administrator plays an important role in achieving the agency’s vision of organizational excellence through a culture of inclusion, diversity, innovation, professionalism, and accountability, where all people are treated with kindness, dignity, and respect in a trauma-informed, anti-racist, and culturally responsible environment. This position is full time and exempt.

Essential Functions:

Reporting to the Vice President, Human Resources & Operations, the HR Administrator will:

Provide Accountable Administration and Execution of Timekeeping, Payroll, Benefits, and Leave Processes

·        Ensure timely, accurate, and compliant (bi-weekly) payroll submissions, benefit enrollments and deductions, employee data, and invoice processing by supervising outsourced service providers (including ADP Comprehensive Services, FosterThomas payroll administration consultant, IDI Time Bank, Exude Benefits, and others), coordinating in-house workflows with the AccessMatters Finance team and other staff, and fulfilling all necessary HR actions and approvals.  

·        Manage and update the agency’s ADP Workforce Now timekeeping and HRIS systems and processes, providing training and support to employees and supervisors.

·        Supervise and coordinate day-to-day operation of benefit programs, enrollments (including COBRA), and billings, with additional hands-on support from our partners at ADP Comprehensive Benefits, Exude, and Discovery, to ensure timely and accurate benefit plan renewals and enrollments, analysis of cost and usage, plan design recommendations, ADP system set up, employee education, and broker relations.

·        Provide first-level benefit election support and referrals to staff, and ensure timely, accurate processing of all updates.

·        Coordinate all annual benefits reporting and testing.

·        Execute timely and accurate administration of claims for unemployment compensation and workers compensation.

·        Manage all leave of absence cases (e.g., FMLA, STD, others as needed) with additional hands-on support from our partners at ADP Total Absence Management.

Provide High Quality Operational Support for the Human Resources Department & Functions

·        Serve as a positive, administrative “ambassador” in all assigned duties to internal and external constituents.

·        Manage and maintain all components of our ADP HRIS and related HR records and data, including diligent and timely organization and maintenance of employee records (electronic and hard copy) in an accurate, confidential, legally compliant, and efficient manner, including department files, employee data, confidential shredding, and secure file storage (on and off site). 

·        Execute and improve plans, policies, tasks, resources, workflows, and vendor partnerships to provide efficient and high quality HR department operations in core administrative areas including HR technology, records retention, invoicing, equipment and supplies, communications, workplace safety and security. 

·        Maintain and respond to audits and inquiries for employee information such as organization charts, staff rosters, unemployment claims, employment/pay verifications, and other data and reports as needed. 

·        Assist the VP of Human Resources & Operations with preparation of presentations, data reports, meeting materials, training materials, and others as needed.

·        Coordinate building and suite access security card distribution and activation with building management and security system vendor/software.

·        Provide information and assistance needed for other corporate projects and deliverables, including fiscal audits, insurance renewals, budgets, funder visits, technology assessments, and risk management. 

·        Administer fiscal processes in support of the HR Department and VP of Human Resources & Operations, including timely and accurate submission of invoice payment vouchers and corporate AMEX reports, working closely with the Finance Team.

Support Employee Recruiting, Onboarding, Engagement, Training, and Transition

·        Coordinate and conduct the orientation of new employees, including developing 1-2 week acclimation agenda with supervisor, assigning required trainings in ADP Comprehensive Learning and other resources, ensuring timely completion of all new hire documentation, background checks, clearances, I-9 documents, benefits and payroll information, and other materials needed for complete HRIS and personnel records.

·        Support the organization’s recruitment process by assisting the VP of Human Resources and hiring managers with job postings, applicant tracking, interview scheduling, candidate evaluation, and recruitment communications.

·        Communicate with employees orally and in writing about personnel-related updates, while navigating first-level employee inquiries on payroll, benefits, employee procedures, and office operations.

·        Administer “on-demand” learning and onboarding resources for staff, and develop new trainings as needed, using presentation technology, learning management systems, and the ADP Comprehensive Learning module.

·        Implement the regular performance evaluation process for regular employees at designated milestones.

·        Provide timely and compassionate assistance and referrals to employees in professional or personal transition, including separation procedures and exit counseling.

·        Assist with coordination of All-Staff Meetings (monthly), employee recognition activities, and special events as assigned.

Advance the Mission of AccessMatters and Fulfill Organizational Duties and Special Initiatives as Assigned

·     Lead HR projects assigned by the VP of Human Resources, especially in areas of HRIS technology, data analysis, and process improvements.

·     Approach all responsibilities and tasks with enthusiastic alignment with the agency’s vision of achieving equity and organizational excellence through a culture of inclusion, diversity, innovation, professionalism, and accountability, where all people are treated with kindness, dignity, and respect in a trauma-informed, anti-racist, and culturally responsible environment. 

·     Consistently exercise discretion and sound judgment to analyze, interpret and act, evaluating possible courses of conduct and making decisions for the best outcomes for the client, team and the organization.

·     Maintain high ethical standards and conduct regarding confidentiality, integrity, and professional behavior overall, representing AccessMatters effectively and positively to all internal and external constituents.

·     Create and maintain an inclusive and equitable work environment that is respectful of all, embraces diversity and equity, and includes diverse perspectives and talents in problem-solving.

·     Exemplify our Core Values and dedication to a culture of excellent leadership, in which leaders foster an environment where staff feel valued and appreciated, where all staff hold themselves accountable in service to our community and stakeholders, and all staff eagerly pursue excellence.

·     Serve as agency “ambassador” and key administrative contact for external stakeholders, including prospective employees, vendors, consultants, funders, donors, and peer agencies.

·     Support organizational initiatives, assist with HR intern supervision, and perform other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES

·        Required: Knowledge and experience in foundational HR administration areas, including but not limited to: payroll and timekeeping; HRIS technology, database management & employee files; employee onboarding & separation; compensation & benefits administration; leave of absence coordination; legal and ethical obligations of HR professionals.

·        Required: Commitment to anti-racism, diversity, equity and inclusion, illustrated by knowledge and experience working with diverse communities and colleagues with cultural humility and responsibility, and the ability and desire to work in a multi-cultural and multi-disciplinary team environment, serving diverse populations and institutions across a broad spectrum of community and clinical providers within the fields of sexual and reproductive health and maternal and child health. 

·        Required: Strong emotional intelligence and interpersonal skills, illustrated by compassionate, courteous, cordial, cooperative, and trauma-informed, person-centered interactions.

·        Preferred: Knowledge and experience in other HR areas, including but not limited to: data/fiscal analysis; employee/labor relations; DEI and EEO practices and laws; FMLA and alternative work arrangements; training & development; experience in non-profit organizations and/or union settings a plus.

·        Significant experience working as a trusted partner in the “need to know” confidentiality circle handling highly sensitive information and assignments where sound professional judgment and discretion are required.

·        Proven ability to produce excellent written work promptly and independently, with minimal direction or correction required. 

·        Superior written and verbal communication skills, coupled with highly developed interpersonal skills and demonstrated ability to facilitate meetings.

·        Demonstrated ability to manage multiple details accurately, on time, and under pressure required.   

·        Ability to self-manage, independently prioritize, solve problems, and effectively handle multiple tasks and projects simultaneously, while taking direction as needed.

·        High degree of customer service skills and philosophy, to include professionalism, responsiveness, and follow through, to deliver high quality support services to external and internal clients. 

·        Demonstrated ability to use, manage, and rollout HR technology applications such as ADP and similar systems.

·        Strong proficiency with office and conference technology, user applications, and office equipment (for both remote and in person activities), including copiers, VoIP telephony, postage machines, projectors, and similar items.

·        Demonstrated proficiency in Microsoft Office Applications (Word, Outlook, Excel, and PowerPoint).

·        Ability to manage vendor relations, monitor budgets and expenditures, and follow fiscal procedures.

·        Demonstrated ability to lead and work in project teams and manage multiple projects with multiple deadlines and priorities.

·        Flexible and open to changing priorities and managing multiple tasks effectively within a compressed timeframe.

·        Excellent assessment, problem-solving, and negotiation skills.

·        Ability to work outside normal business hours, as needed (e.g., scheduled nights and weekends).

EDUCATION AND EXPERIENCE

·        Required: minimum three (3) years of Human Resources experience in a professional setting

·        Required: high proficiency with ADP Workforce Now, or similar enterprise-level HRIS systems

·        Required: Bachelor’s Degree in Human Resources or related field of study. Relevant industry specific experience may be considered in lieu of degree where possible.

·        PHR, SPHR, or other HR Certification (or substantial progress) is strongly desired.

·        Eligible for all city and state mandatory clearances, e.g., criminal and child abuse.

HOW TO APPLYSubmit both a cover letter and a resume to the Human Resources Administrator position posted at our online career site, by going to this link: https://bit.ly/343YwKD. Address cover letter to Elaine Petrossian, Vice President, Human Resources & Operations. Please include salary requirement and potential start date. **NOTE: While AccessMatters is currently operating remotely, candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. ** No calls, please. Applications will be reviewed in a rolling basis with priority to those received before October 4, 2021ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.

Human Resources Administrator

About AccessMatters

AccessMatters, a non-profit, public health organization located in Center City Philadelphia, envisions a future where every person has the health care and information they need to…

Details at a Glance

  • Time Commitment
    Full Time Schedule

Benefits

AccessMatters offers a comprehensive benefits package.

AccessMatters offers a comprehensive benefits package.

Location

Temporarily Remote
Work must be performed in or near Philadelphia, PA
Associated Location
1700 Market Street, Philadelphia, PA 19103-3904, United States
Floor 18

How to Apply

HOW TO APPLYSubmit both a cover letter and a resume to the Human Resources Administrator position posted at our online career site, by going to this link: https://bit.ly/343YwKD. Address cover letter to Elaine Petrossian, Vice President, Human Resources & Operations. Please include salary requirement and potential start date. **NOTE: While AccessMatters is currently operating remotely, candidates are expected to reside within commuting distance of our headquarters in Center City, Philadelphia. ** No calls, please. Applications will be reviewed in a rolling basis with priority to those received before October 4, 2021ACCESSMATTERS IS AN EQUAL OPPORTUNITY EMPLOYER.

HOW TO APPLYSubmit both a cover letter and a resume to the Human Resources Administrator position posted at our online career site, by going to this link: https://bit.ly/343YwKD…

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