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Manager of Human Resources & Office Administration

ORGANIZATION OVERVIEW

With more than $1.3 billion in assets, the San Francisco Foundation is one of the largest community foundations in the country. The foundation is committed to expanding opportunity and ensuring a more equitable future for all in the Bay Area, and working with its donors, it distributed nearly $100 million a year to nonprofit organizations last year. The San Francisco Foundation serves San Francisco, Alameda, Contra Costa, Marin, and San Mateo Counties.

REPORTS TO: Director of Human Resources  

POSITION SUMMARY 

The Manager of Human Resources and Office Administration (HROM) will have two distinct roles. He/She is responsible for managing and administering key departmental functions, specifically benefits (including local/state/federal leave compliance and ACA), recruitment and retention efforts, HR Related Programs (HRIS implementation, annual total compensation statements, employee handbook revisions) and employee communications. The HROM serves as a strategic partner to the Director of Human Resources and other organizational leaders, in the implementation and execution of initiatives and programs that support the Foundation’s staff, business plan and strategic direction. 

In addition the HROM will oversee and maintain the Foundations physical assets including leased property, building systems, equipment and furnishing. He/She manages the front desk staff including Senior Administrative Assistant, Receptionist and Support Services Associate. He/She will have oversight of annual budget, vendor management, facilities project management and will be the point of contact for landlord/tenant issues.  

POSITION SCOPE & RESPONSIBILITIES

Strategy development

·         Contribute to the execution and evaluation of HR strategy and performance in partnership with the Director of Human Resources. Liaise with talent leaders to understand their individual and team needs, and to ensure they are fully informed of HR objectives and initiatives.  

Human Resources Processes

·         In partnership with the Director of Human Resources, coordinate staff recruitment and selection process in order to ensure a timely, organized and comprehensive procedure that attracts a diverse group of top talent for positions across the Foundation. Develop appropriate recruitment strategies and initiate internal and external recruitment process for various levels of staff. Assist with review, evaluation, and organization of all incoming employment applications; arrange and conduct interviews; coordinate necessary skill testing; conduct background and reference checks; make recommendations to hiring manager and prepare offer letters. Ensure appropriate orientation schedules/meetings for all new employees.

·         Evaluate benefit plans with Director of Human Resources during annual benefits renewal periods and administer open enrollment and education processes.

·         Apply fair, consistent and legally sound employee relations strategies across the Foundation to provide counsel to staff and managers with responsive and effective advice on the various issues that arise out of an employment relationship. Keep Director of Human Resources apprised of any significant issues.

·         Provide consistent, informative communication to staff regarding HR programs, policies, and events. Serve as liaison with marketing and communications team and IT team for internal/external communication efforts and overall HR staff support.

·         Provide consistent, meaningful training and guidance to Foundation staff.

·         Partner with the Human Resources Staff to ensure programs are evaluated and executed at the highest standard.  

Programs

·         In an effort to enhance morale and productivity, develop and implement additional programs that promote continuous learning, safety, wellness and camaraderie organization-wide, helping to staff committees where appropriate.

·         In collaboration with the Director of Human Resources and Foundation leadership, implement, manage and continually evaluate an ongoing learning platform that engages new employees, challenges and develops current employees and serves as a recruitment and retention tool overall.

·         Take the lead on the foundation’s wellness initiatives (required and supplemental) to ensure that the organization continues its progress toward a healthier employee population 

Policy and Legal Compliance

·         Work with Director of Human Resources to communicate and maintain legally sound policies and procedures that serve as a resource to staff. Advise managers on organizational policy matters. Coordinate related training, as necessary.

·         Proactively keep current on employer and benefit related legislation and industry trends to ensure the organization’s legal compliance as well as apply up-to-date professional and technical knowledge.

·         Prepare individual independent contractor agreements with consideration for legal compliance and minimizing of financial risk to foundation. 

Compensation/Payroll

·         Act as a back-up for semi-monthly payroll processing

·         In partnership with the Director of Human Resources and COO, assist with the budgeting and forecasting of the annual budget, make recommendations to Director of Human Resources about current and future expenses. Collaborate with the Director of Human Resources on compensation benchmarking and annual benefits plan negotiations. Produce annual total compensation statements for all staff.

Office Administration

·         Manage contract/lease services, e.g., security system, HVAC system, office equipment (copier/fax/scan devices, postage machines, shredding machines, binding units), appliances, lighting, carpet cleaning, and first aid stations. The incumbent will also partner with the IT Department around technological needs including use of the conferences rooms.

·         Manage and oversee maintenance services, e.g., electrical, carpentry, plumbing, cleaning, office furniture and furnishings, recycling, staff communication walls, and signage.

·         Serve as liaison with building management with oversight of landlord provided services, e.g., HVAC units, water, power, heat, cleaning service, restrooms, passenger elevators, and common areas.

·         Assist lead representative on matters pertaining to building lease in order to ensure consistent, fair and equitable treatment as a tenant.

·         Manage the procurement of office supplies, office equipment, appliances, furniture, and furnishings keeping in mind efficiency, quality and cost in order to provide staff with a comfortable workplace setting.

·         Supervise receptionist services, including scheduling, training, expenses authorization, invoice reconciliation and troubleshooting to ensure that the first point of contact with the public is consistently well represented.

·         Manage construction/renovation projects and staff moves/relocations.

·         Prioritize and attend to daily staff requests to ensure the needs of staff are met.

·         Collaborate with team members to allow a seamless provision of office services. 

Safety and security

·         Manage and oversee safety and security of staff, e.g., the facility’s security system, evacuation drill(s), staff safety/security presentations, and staff training.  

Vendors/ Vendor relationships

·         Initiate, build and maintain effective working relationships with vendors in order to procure the highest quality of customer service.

·         Analyze and negotiate vendor contracts to ensure best possible pricing and service terms. 

Additional responsibilities

·         Support the reconciliation and approval of invoicing for contracts/services/leases/purchasing to ensure that the foundation is being fairly charged for services rendered and products purchased.

·         In collaboration with team members, prepare and monitor the Administration budget to ensure expenses remain within forecasted budget.

·         Coordinate administration of the organization’s business continuity plan and serve as liaison with the recovery services provider in order to support the organization’s preparedness efforts and recovery preparations.

·         Communicate policies, procedures, and operational information, notifications, and updates to staff in order to maintain productivity and efficiency throughout the organization.

·         Provide orientation and onboarding on Administrative Services procedures, which outline a broad range of base services available to staff.  

Supervision

·         Provide leadership and supervision the Senior Administrative Assistant, Receptionist and Support Services Associate.

·         Perform hiring/training and annual performance evaluations of all direct reports.

·         Conduct staff meetings with Team as needed.  

QUALIFICATIONS 

•       Bachelor’s degree in a related field or equivalent combination of education and work experience. PHR/SPHR certification preferred but not required.

•       5 or more years of progressively responsible experience in the field of Human Resources, Office Administration and/or Facilities support.

•       Intermediate to advance knowledge of significant human resources laws and regulations, including those around employment, benefits, leaves of absence, reporting, and others.

•       Competences to organize, evaluate, and present information effectively, both verbally and in writing.

•       Proficiency to interact effectively with a diverse group of individuals at all levels, both internal and external to the foundation.

•       Ability to maintain the strictest level of confidence with regards to employee and other sensitive information concerning the foundation.

•       Desire to continually learn and share new topics in the field of human resources as well as the desire to stay current on issues and initiatives that are important to the foundation.

•       Ability to manage regular workload while simultaneously working on multiple projects, consistently meeting deadlines, and changing directions as necessary to accommodate unanticipated issues that may arise.

•       Capacity to take a proactive role in team efforts and promote cooperation and collaboration across the organization.

•       Proficiency in MS Suite; exceptional research skills; familiarly with benefit administrator portals and web-based payroll and reporting programs. Some knowledge of ADP a plus but not required. 

COMPENSATION: Commensurate with background and experience in addition to a very competitive benefits package. 

The San Francisco Foundation is an equal opportunity employer and encourages people of diverse backgrounds to apply.