HR & Operations Specialist

(Full-Time)

Confidential Position

Youth Represent is seeking a full-time HR & Operations Specialist with an immediate start date. We are a youth defense and advocacy non-profit organization looking for an individual to support our human resources, administration, and office operations. As an integral part of many projects and processes, this highly cross-functional role will handle day-to-day office administrative tasks, planning and coordinating operations systems, benefits administration, and new hire workflows, and supporting the execution of company policies and practices in consultation with the Chief Operating Officer and Executive Director.

The successful candidate will be someone who:

• Employs a youth-driven approach Is excited to support the operational functioning of an organization centering the lives, power, and voice of young people across New York City.
• Truly enjoys collaboration Which means working alongside many departments dedicated to advancing client-centered solutions and are excited about contributing to the HR and operational support.
• Has a demonstrated commitment to Diversity, Equity, and Inclusion (DEI) - Applies an introspective DEI lens when considering ones actions and biases when advocating and working with young Black, Latin, and other people of color, including clients, colleagues, and other stakeholders.
• Feels a real sense of ownership to get things done as a partner to the team This person sees it as their responsibility to meet the needs of our clients and organization with great responsiveness and flexibility.

Responsibilities

Human Resources

• Manage administrative end-to-end employee lifecycle management, from sourcing and hiring to offboarding.
• Responsible for administering and maintaining the HR systems for leave management, employee records, feedback cycles and performance reviews.
• Point of contact for human resources policies, systems and processes. This includes being primary liaison between staff and our PEO, responding to any queries from the team, and supporting the maintenance and buildout of systems to improve office functioning.
• Support the collective bargaining process by participating in negotiations, drafting projections, analyzing benefits packages, and researching industry standards and best practices, all with an aim to secure competitive and generous compensation and employee policies for organized staff.
• Support the facilitation of a collaborative relationship with unionized staff by taking minutes of labor-management meetings and negotiations, and documenting disciplinary processes where necessary.
• Document disciplinary processes
• Calendaring support for administrative HR activities, such as annual evaluations, all staff meetings, and our all-office calendar.
• Coordinate and implement staff retreat events.
• Manage confidential staff files.

Operations

• Track, collect, organize, and distribute documentation, including government funding compliance documents, vendor questionnaires, COIs, and upload documents to systems including program scopes of work and budgets, labor peace agreements, annual Board disclosures, JCOPE reporting, etc.
• Manage the procurement, monitoring, and maintenance of business policies and documents, including workers comp, professional liability insurance, etc.
• Track and coordinate needs that require external vendor and consultant engagements, and coordinate the administrative tasks for those engagements.
• Manage office operations, including supply maintenance and orders, special event supply ordering, mail coordination, vendor management, notice compliance, and liaising with our building.
• Support basic office technology needs, including unboxing and setup of new and replacement technology, tracking hardware inventory / software licenses, on-board and off-board staff technology needs, Dropbox file organization, and routine technology system updates
• Support operational finance functions, including issuing and tracking youth stipends and emergency fund payments.
• Support administrative Board and Jr. Board functions, including full Board, Board Committee, and Board Member calendaring requests, taking minutes at Board meetings, and collection and distribution of Board and Jr. Board documents.
• Supervise operations interns
• Other duties as needed and determined by the Chief Operating Officer or Executive Director.

Qualifications

• 3-6 years relevant experience
• Excellent organizational skills and keen attention to detail
• Experience with:
• Benefits packages and HR compliance preferred
• Union relations and negotiations a plus;
• HHS Accelerator, Passport, SmartSimple, and/or GrantsGateway a plus.
• Strong interpersonal and communication skills
• Professional discretion
• Ability to work both independently and in collaboration with others
• A personal approach that values and respects differences of race, ethnicity, age, gender, sexual orientation, gender identity, religion, ability, and socio-economic circumstance

Salary, Benefits, and Office Details

The salary for this position is $65,000 - $70,000 commensurate with years relevant experience.

We highly value the well-being of our employees, which is why we offer a comprehensive and extensive benefits package that goes above and beyond traditional offerings. This includes a comprehensive health benefits plan that covers the full premium for our medical plan, vision and dental coverage, short- and long-term disability, life insurance, flexible spending account options, commuter benefits, a 401(k) plan, and a generous parental leave policy. We offer four weeks of paid vacation and eleven holidays, eleven sick days, five personal days, and our office is closed the week between Christmas and New Years.

Our office operates on a hybrid schedule: 3 days in-person at our office in Downtown Manhattan and 2 days remote. All interviews will be conducted remotely.

How to Apply

Interested applicants should click on the link below for the online application portal. Please combine your cover letter AND rsum with the title (or file name) HR and Operations Specialist [your last name]" into one document in PDF format.

Applications will be considered on a rolling basis with a priority deadline of October 31, 2023. Applications without cover letters that directly address your fit with the key qualifications are not considered.

Youth Represent is an equal opportunity employer and is cultivating a truly equitable and anti oppressive workplace that embraces staff with a diversity of backgrounds, identities and experiences. We particularly encourage applicants from marginalized communities, including those who identify as Black, Indigenous, people of color, queer, transgender, gender non-conforming, disabled, and those directly impacted by the differing legal systems. We value lived as well as professional experience. We acknowledge the ways in which systemic oppression and injustice can undermine access to professional opportunities and are committed to conducting a hiring process that is equitable and accessible to all.