Human Resources Operations Coordinator

Department:              Human Resources

SUMMARY

The Human Resources (HR) Operations Coordinator is an integral member of the team, providing essential administrative support that ensures smooth and efficient day-to-day HR operations with a focus on accuracy and compliance. This position provides punctual, accurate, and thorough responses to administrative-related questions or concerns, supports meetings, and serves as key administrative liaison with other departments. Reporting to the HR Manager, this position is often the first point of contact for those seeking HR assistance, necessitating a welcoming demeanor that encourages confidence in HR operations. Both internally and externally, the HR Operations Coordinator exhibits professionalism in their meticulous attention to detail, consistent demonstration of accuracy, and timely responsiveness in all areas of the job. The HR Operations Coordinator is required to maintain strict confidentiality and handle sensitive information with discretion, as well as proactively identify and address operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operational Support

• Primary owner of the HR inbox including monitoring messages and responding directly or delegating to the appropriate team member.
• Oversees ongoing safe-keeping and maintenance of organizational data.
• Is knowledge about and able to uphold the Church’s guidelines and policies.
• Coordinates and processes vendor invoice payment requests including the tracking of POs and balances for the Human Resources department.
• Acts as Benefits & Payroll liaison, ensuring the timely processing and maintenance of HR-related transactions including Personnel Action Form changes.
• Anticipates needs of the HR departments; assumes additional responsibilities, as requested.
• Plans and coordinates office meetings for staff, managers, and department events.
• Identifies opportunities for and supports implementation of operational improvements.
• Serves as a point of contact to receive general questions and responds directly or consults with appropriate HR team members.
• Manages internal HR distribution list.
• Assists HR Manager with any scheduling or administrative needs.
• Helps with meeting coordination and meeting room scheduling.
• Maintains the employee directory.
• Updates and maintains the HR website.
• Conducts annual criminal background check process for employees and volunteers in designated positions. Confers with Assistant HR Manager to address any adverse background check results.
• Manages HR team’s corporate credit card statements including review, classification, and monthly submission.
• Updates required compliance notices and posters.
• Receives, sorts, and distributes mail. Prepares outgoing mail.
• Orders supplies as needed.
• Coordinates and administers HR department projects as assigned, which can include the annual compensation planning cycle.

Records Management

• Acts as a steward to safeguard the privacy and security of active employee files, both physical and electronic, by maintaining strict access controls and using secure storage and transmission methods. Regularly reviews and audits our data management practices to ensure compliance with all relevant laws and regulations.
• Responds promptly and professionally to research questions related to employee files, while respecting the confidentiality of sensitive information.
• Manages employee and manager requests for access to files.
• Verifies employment (active and separated) in accordance with TMC’s policy, and prepares employment verification letters for employees.
• Creates employee work histories as needed, including the accurate calculation of past service credit toward vacation and benefits.
• Schedules and performs archiving of previous years of separated employees in accordance with our retention policies and legal requirements. Ensures that all archived files are stored securely and can be retrieved as needed for audit or legal purposes.
• Serves as Office of Records Management (ORM) Coordinator.

New Employee Onboarding

• Oversees employee onboarding, both in-person and remotely, by collaborating with hiring managers and service teams to ensure employees experience a smooth and seamless transition when joining the organization.
• Identifies and recommends ongoing improvements to the onboarding process and new hire experience.
• Collects necessary paperwork and prepares department files for new hires.
• Helps ensure the processes and tools validate optimal acclimation of new employees.

Employee Appreciation

• Partners with Assistant HR Manager to coordinate inclusive and engaging Quarterly Service Awards gatherings recognizing employees’ dedicated service.
• Works closely with managers of employees receiving a Service Award to prepare their brief description of the employee’s qualities and contributions.
• Processes requests from departments for the use of team building-allocated funds.
• Supports funding requests for employee farewell appreciation-related events.
• Places orders for employee-support flowers as requested.

Mission-related Benefits

• Administers the Christian Science Teacher (CSB) policy by processing reimbursements for Class instruction and Association in a timely and accurate manner.
• Administers parsonage benefits for the Readers of The Mother Church.
• Manages notification and processing of benefits available to separating employees eligible for CSB, Practitioner, or Nurse Transition pay.

Annual Review Support

• Supports the annual Performance Review process by assisting in organizing review schedules, creating department folders, and collecting feedback.
• Serves as point of contact for managers and employees with questions related to manager folders and job descriptions.
• Provides administrative assistance in compiling performance data and preparing reports for management review.
• Offers support to managers and employees regarding performance review-related inquiries and issues, facilitating resolution when necessary.

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships

Supervisor: Lead HR Generalist; Manager: HR Manager

Supervises: None

Regular Contacts

Has primary contact with HR staff, employees, department managers, and Treasurer's Office (FP&A and Benefits & Payroll).

JOB REQUIREMENTS

Education/Experience

• Bachelor’s Degree or an equivalent combination of education and experience.
• Minimum of 3 years of progressively responsible experience in operations and administration, preferably in a fast-paced, professional human resources environment.
• Experience or a deep understanding of the nonprofit sector or mission-driven organizations.

Knowledge/Skills

• Demonstrates prayerful alertness, initiative, sound judgment, discretion, tact and a commitment to treating employees and colleagues in a manner consistent with the Golden Rule and Christian Science practice.
• Strong organization skills including time management, planning, prioritization, and follow-through skills with the ability to manage multiple and often fluctuating priorities with grace and dominion.
• Clear, effective verbal and written communication skills including active listening, tailoring messages to the recipient, and showing empathy when needed.
• Keen attention to detail, and commitment to compliance with organizational policies and employment practices. Familiarity with employment laws is a plus.
• Capable of synthesizing and presenting information in a clear, accessible, and meaningful way for a variety of audiences and delivery formats.
• Strong customer service-oriented work ethic, with focus on responsiveness and delivering relevant solutions.
• Must have interest in, as well as demonstrated success in, a process and detail-oriented professional service business environment.
• Maintains a high degree of confidentiality and professionalism in all interactions.
• Team-oriented, flexible, collaborative, and committed to supporting a harmonious and caring work atmosphere that reflects the values of The Mother Church.

Technology Skills

Intermediate level proficiency with Microsoft Office (Word, Excel, Powerpoint) and Google apps required. Intermediate user level in database and web-based programs preferred; experience with an HRIS preferred; comfort with (or willingness to learn) other tools such as Trello and Slack required.

Work Environment

This position regularly works a hybrid work schedule in the Boston headquarters. 

Christian Science Information

Membership in The Mother Church preferred.

Pay range: $33.90 - $44.07 hourly  

The pay ranges disclosed in our job postings are the compensation ranges the Church reasonably and in good faith expects to pay for a given position at the time of posting.

The offered salary will be determined by factors such as the applicant’s relevant education, experience, knowledge, skills, abilities; and benchmarking, work location, and internal equity.

PLEASE NOTE:

This position is required to complete a background check to be hired and annual background checks thereafter.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.