Director Of Human Resources And Operations

Profile

Director of Human Resources and Operations
DUTIES: Maintain and continuously develop, recruitment platform. Design scorecards, interview assessments, email templates, etc. Provide 1:1 support and group trainings on recruitment system. Design and implement quality control mechanisms to ensure hiring managers adhere to policies and thoroughly and fairly vet candidates. Coordinate offer letters and employment document processing. Process or delegate background checks, I-9 verifications, and Predictive Index requests. Ensure each new employee is provided quality onboarding by Manager. Review benefits with each new eligible employee within 2 weeks of their start (preferably in person). Direct the efforts of Office Managers tasked with setting up accounts, equipment, space, etc. Establish and host open office hours at each site on a biweekly basis. Communicate changes in policies, staffing, and processes on a regular basis. Update Compensation Chart bimonthly. Develop Salary Scale and ensure salaries are competitive with the human services industry. Coordinate with accounting team to ensure timely processing of biweekly payroll. Address concerns and questions regarding timecards directly to managers. Oversee all changes and terminations, coordinating with finance team and 3rd party payroll and benefits provider. Maintain updated digital personnel files for all employees, I-9s for all employees, and job descriptions for all positions. Ensure ADP profiles are also kept updated. Manage the employee evaluation system, including monitoring 90-day and quarterly evaluations; improving the evaluation tools; training staff on evaluations; and ensuring that employee evaluations are placed in personnel files. Update the Employee Personnel Manual as requested and/or needed, coordinating updates with legal counsel to ensure that the manual is current with state and federal laws. Serve as the primary point of contact with the legal counsel, seeking guidance from counsel on employee relations and other matters. Prepare HR reports for Leadership and the Board of Directors as required. Serve as a resource for managers who request or require support with direct reports. Advise on appropriate action and consult legal counsel when appropriate. Meet with employees when necessary to hear about issues with supervisors, elevating any issue to the appropriate Director or Leadership Team member as appropriate Conduct exit interviews, manage severance arrangements, and handle any post-employment communication with past employees. Identify and explain any trends in exit interview data in reports to Leadership and the Board. Responsible for reviewing and explaining organization’s policies and procedures with all employees annually and ensuring policies are reviewed with new employees upon their hire. Ensure legal compliance, including ADA compliance, by monitoring and implementing applicable federal and state requirements, conducting investigations, maintaining records, and representing the IINE in hearings and other legal proceedings. Process Unemployment notices from the States of NH and MA in a timely fashion. Support the annual review of health, dental and other insurance options in conjunction with the CFO. Coordinate the annual open enrollment period, including communicating changes in benefits and the enrollment timeline to employees. Conduct an annual benefits survey to gauge staff satisfaction and understanding of benefits provided that plan year; deliver results of survey in person with CFO. Return to each site to present options for coming plan year once identified. Process any changes to an employee’s benefits with 3rd party payroll and benefits provider. Serve as the primary contact with the International Institute’s workers’ compensation insurance agent for filing employee workers’ compensation claims. Ensure standardization of network and individual site administrative processes including front office reception and management. Maintain the site drives, and assign user permissions based on employee role and responsibility.. Coordinate asset inventory records as well as on-and-off site storage. Identify and pursue opportunities to improve staff safety and experience; conduct an annual review of emergency processes and a safety survey of each site, update safety policies and procedures when needed and review with all staff on a bi-annual basis. Identify ways to streamline and improve operations, including new forms and processes. Visit field offices regularly to identify and address operational issues. Ensure appropriate maintenance of all technology. Anticipate future hardware, software, and technology system needs. Generate an annual procurement proposal that outlines recommended software and hardware purchases for the year, based on equipment age, and existing and anticipated positions. Support the Chief Financial Officer in selecting technology consultants and serve as the liaison to all technology support professionals. Support the filing of all administrative permits, certificates, and licenses with the IINE Public Contracts Coordinator. Coordinate administrative and capital purchases in consultation with the Chief Financial Officer (CFO). Coordinate the annual liability insurance process with insurance broker for CFO review. Coordinate office moves and space reorganizations. Track, monitor, and manage the progress of designated projects, action items, and strategies as directed by the President/CEO. Direct and assist the Office Managers to source and review vendors related to operations and facility management. Coordinate contract review, approval and signature process for operations, facility management, and consultants. Maintain all related filing systems. Attend and prepare minutes from Board committee meetings as required. Attend quarterly Board meetings and prepare minutes for distribution.

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