Senior Office Manager Human Resources

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Senior Office Manager, Human Resources
The candidate reporting to the Chief Human Resources Officer, responsible for performing administrative and operational support services for the office. This includes handling confidential information such as personnel, compensation, financial and contract documents and records as well as managing facility issues. Responsible for supporting a large office multi-tasking and meeting urgent deadlines with minimal supervision. Has full ownership of one or more department projects/functional responsibilities, which includes the planning, execution of the process, management of project staff and accountability for the outcome. The scope of one or more projects or responsibilities will reach beyond the department and impact the organization as a whole or on a larger scale. Manages the contracting and procurement activities of equipment, supplies, and services for the department. Provides confidential administrative and secretarial support to department executives. This will include managing calendars, scheduling appointments, organizing meetings, making travel arrangements; assuring documents, reports and correspondence are prepared in a timely manner; and preparing agendas, meeting notes, and minutes of meetings. Acts as Delegate for Sr. Executive on the approvals of time sheets, expenses and travel which requires full knowledge of the various policies and the responsibility to identify issues and resolve them or bringing a problem to the Executives’ attention. Processes expense reports for the executives as needed and ensures reconciliation to credit card accounts and reimbursements. Responsible for making recommendations for office improvements and managing resulting improvement work to facilities. Ensures all aspects of the facility are operational, clean and safe. Ensures all newly hired, promoted, transferred staff members for the department are properly introduced into the department, their paperwork is completed and processed, and they are scheduled for new employee orientation. Makes sure office space is ready with the appropriate telecommunication and computer needs prior to new hire arrival. Provides an administrative orientation on how to use phones systems, log on to the network, obtain office supplies, making copies, touring the facility. Arrange for security badges, corporate credit cards, telephone calling cards, training and other needs of new hires. Plans and manages all logistical aspects of all Hands meetings and other special department events. Oversees the lease or purchase of office equipment and furniture, and the installation and/or removal of furniture and equipment. Manages all office supply orders for the department and ensures the supplies are appropriate and available. May coordinate other administrative staff schedules to identify opportunities to support each other during breaks, vacation or sick days to ensure coverage during normal business hours. May consider development needs of other administrative staff and make recommendations to the department head. Leads or participates in special projects, as requested. Provides other related administrative support of sensitive and confidential nature.

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