Department: Administration

Reports To: Executive Director

Position Type: FTE 1.0, exempt

Bilingual candidates are eligible for an additional $1.50 Bilingual Differential

Eligible for Full-time benefits.

Application Instructions: All applicants must submit a complete Job Application, Supplemental Questions and Resume via the Job Portal to be considered.

Summary

The HIV Alliance seeks an HR & Operations Manager to lead and support our HR and Administrative departments. The ideal candidate will be detail-oriented, a problem solver, team-player, and strategic thinker. The HR & Operations Manager will be able to direct, cooperate and provide a collaborative work environment for their team and for all employees. The ideal candidate is a strategic partner to the Executive team, supports program managers with all HR functions and address employee concerns in a timely and professional manner. This position will administer the HRIS and provide expertise and hands-on support in all areas of the employee life cycle: recruiting and onboarding, performance management, compensation, training and development and implementing policies and processes. This position has primary responsibility for all human resources functions including recruiting and retainment, onboarding, benefit administration and oversight of payroll functions. This position provides a unique opportunity to promote diversity, equity, and inclusion in our agency. The ideal candidate will support diversity and inclusion in every aspect and responsibility associated with the job.

Essential Functions and Responsibilities

Operations 25%

Ensure all support activities are carried out efficiently and effectively to allow other operations to function properly.

Supervise Office Manager, Receptionists, IT Coordinator, HR Assistant, Facilities Coordinator and other admin staff and volunteers

Ensure customer service duties are completed courteously and promptly and with compassion, and non-judgment

Plan and coordinate administrative activities, procedures and systems

Identify strategies to streamline processes

Monitor costs and expenses ensuring alignment with budget

Oversee improvements of IT systems, policies and procedures

Human Resources 75%

Ensuring that the overall administration, coordination, and evaluation of human resources plans and programs are realized; contributing to the development of HR goals, objectives and systems

Works closely with Executive Director to improve work relationships, build morale and increase productivity & retention.

Promptly responds to inquiries; works diligently to resolve issues when they arise.

Communicates pertinent information to staff and management in a clear, concise and professional manner, while adhering to standards of confidentiality.

Maintain benefit vendor relationships to facilitate good customer service

Monitors and facilitates ongoing human resources processes with benefits, employee records, reports and HR workflow ensuring:

Compliance under all state and federal laws

Timely and accurate completion of all human resources work.

Coordinate with Finance Department to ensure accuracy of payroll

Preparation of benefits reports for Finance Department

Proper benefit deductions

Reconciliation of benefits statements

Actively seeks to create an inclusive and welcoming workplace

Annual review of policies to ensure staff have equitable access to benefits.

Support the Equity Leadership Committee.

Identify annual HR goals for improving equity and inclusion in the workplace.

Ensure that our HR practices, including recruitment and hiring, support agency diversity, equity, and inclusion goals.

Train hiring managers to identify and address bias in hiring and supervision.

Assists with the development and administration of programs, procedures, and guidelines to help align the workforce with the strategic goals of the company and best practices in HR.

Creating and revising job descriptions

Work with ED to conduct annual salary surveys

Support leadership in developing, analyzing and updating the company’s evaluation program

Coordinate recruitment efforts, screen applicants and assist hiring managers in completing successful hiring

Ensure adequate orientation new employees, including onboarding and development of orientation checklists

Maintain and update exit procedures and checklist for employees

Make recommendations related to EEOC reporting

Conducts annual Paid Family Leave and Affordable Care Act reporting and audits

Maintaining department records and reports

Prepares employment verification, malpractice insurance, health insurance and custom employment letters

Provides direct support staff regarding payroll and benefits issues

Maintaining and recommending revisions in regards to personnel policies, approaches and procedures; maintaining the company’s handbook on policies and procedures

Assists the ED in implementing and explaining policy

Manage HRIS system and modules including payroll, ATS, performance management and open enrollment.

Attends professional HR trainings to remain abreast of personnel laws, regulations, and best practices.

Required Qualifications

Bachelor's Degree in Human Resources Management, Business or a related field or

Professional HR Certification plus 2 years of human resources experience

Experience supervising staff and leading teams

Requires verifiable, progressive responsibility in administration

Knowledge of state and federal labor laws/practices.

Strong verbal and written communication skills.

Proficiency in Microsoft Office applications and experience using HR Information Systems

Solid math and analytical skills

Detail-oriented and accurate

Familiarity with financial and facilities management principles

Understanding of office management procedures and departmental and legal policies

Flexible to respond to unanticipated needs of Executive Director and staff

Ability to plan, reason, prioritize and re-prioritize work tasks as necessary

Excellent interpersonal communication

Negotiation, analytical, problem-solving

Capable of respecting and maintaining confidentiality in all appropriate agency business

Ability to develop and maintain professional working relationships with co-workers, volunteers and board members, funders, regulatory agencies, and other business partners

Ability to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time

Team player who is self-motivated, high-energy, enthusiastic

Valid Oregon driver’s license, driving record sufficient to be covered by agency auto insurance policy, ability to transport self and others to job-related events, meetings and locations

TB test (provided by agency)

COVID-19 Vaccine: HIV Alliance is a healthcare facility and requires all employees to be fully vaccinated for COVID-19 series.

Ability to pass agency criminal background check

Physical Demands

While performing the duties of this job, the employee is required

Repetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties, such as typing and writing.

Frequent use of arms such as pushing and pulling to open and close drawers and cabinets

Ability to sit or stand for extended periods of time at an assigned station

Ability to bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds

Continuous clarity of vision at 20 inches or less for processing of paperwork

The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Working conditions, Travel and Environment

The duties of this job require individuals be able to work in office-based settings

The duties of this job require regular attendance

Ability to work flexible hours, including early mornings, evenings, and weekends

Ability to work 5 days per week for a minimum of 40 hours per week

Travel to other locations as necessary to complete essential job functions

Ability to transport self to job-related events and locations, including offices in other counties

HIV Alliance is an equal employment opportunity employer committed to cultural diversity and compliance with the ADA. HIV Alliance encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status.

HIV Alliance prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information, HIV antibody status or any other factor protected by law or association with any of these classes, in its services, employment, or use of volunteers.

HIV Alliance is a community united to stop the spread of the HIV epidemic. We strive to create an environment where everyone is empowered to reach their full potential. We value the diverse perspectives that each of us brings to this work, understanding the influences of culture, race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information and HIV status in shaping our life experiences. We pledge to listen and ask questions before making judgments, and to continue to educate ourselves and each other. We recognize that we will only be successful against the HIV epidemic in a culture where oppression is not tolerated.