Administrative and HR Coordinator

Description

Position Summary:

The Administrative and HR Coordinator will perform administrative functions to support the Chief Executive Officer, Chief Financial Officer, Chief Development Officer and work with the HR Manager to perform and lead various HR functions.  

Essential Functions: 

CEO Support: 

• Provide administrative assistance for the CEO including coordinating and scheduling meetings and providing other calendar support, assisting with special projects, producing/editing/filing reports and documents, collecting/preparing information for meetings with staff and outside parties and following up on action items, and other duties as needed
• Assist with credit card and mileage reports 
• Provide assistance related to the OFS Board of Directors, including communication with the board; preparation of board candidate folders, onboarding materials, and meeting materials; provide board meeting follow-up as needed
• Assist with email inbox, including responding to select messages and/or re-directing emails, requests, etc. to other appropriate staff members and follow up for completion

CFO Support:

• Act as backup for payroll processing
• Serve as backup for front desk 
• Scan various paperwork into OFS systems
• Manage office supply inventory and communicate ordering needs to Front Office Administrator
• Process daily vehicle log 
• Count program cash monthly

CDO Support:

• Serve as backup for thank you letter process including printing, signatures, mailings, etc.
• Help coordinate tax credit application tracking and submission
• Serve as backup for donation and Weblink processing
• Schedule meetings
• Assist with credit card and mileage reports
• Provide special events support

HR Support:

• Employee Life Cycle Management:
• Coordinate orientation and IT set up
• Ensure all tasks and verifications are completed for all employees
• Assist with the onboarding and offboarding process
• HRIS Administration
• Maintain required documentation in the HR system as well as in OneDrive
• Employee Engagement:
• Work with the social committee to plan functions and celebrations
• Coordinate tasks related to awards, recognition, and bereavement
• Benefit Administration:
• Ensure benefits are updated with each vendor
• Reconcile benefit invoices
• Other Duties:
• Coordinate internal and external meeting set up

Requirements

Education and/or Experience:

• 1 or more years of HR experience in benefits, payroll and talent acquisition and retention preferred
• 2-3 years of administrative experience required

Knowledge, Skills and Abilities:

• Ability to work efficiently under tight deadlines and effectively manage multiple projects
• Relationship building skills
• Excellent interpersonal skills and ability to demonstrate personal flexibility
• High professional standards regarding integrity and confidentiality
• Excellent verbal and written communication skills
• Exceptional attention to detail
• Possession of a strong work ethic, a passion for the OFS mission, and a high level of cooperative spirit to work as a member of a team
• Proficiency in using Microsoft Suite including Outlook, Excel, Word and PowerPoint

Special Requirements:

• Occasional travel required for meetings, events, and conferences
• Flexibility in working hours for occasional special events after-hours or weekend activities
• Willingness to volunteer for other OFS duties that don’t fall under regular job duties

Working Conditions and Physical Demands:

• Sedentary inside office work with limited exposure to weather conditions