HR Operations Senior Administrator

Mellon Foundation
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Sep 11

Position description

The Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. It makes grants in four core program areas (Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place). The Foundation seeks a Human Resources Operations Senior Administrator.

Position Summary

The HR Operations Senior Administrator reports directly to the Director, Human Resources Operations, and maintains a dotted line reporting relationship to the Chief Human Resources Officer. The HR Operations Senior Administrator assists all members of the human resources team in the recruitment and onboarding process of a new hire and coordination of various human resources activities pertaining to administration of the department.

Position Description

  • Support all administrative side of recruitment efforts including but not limited to posting positions both internally and externally, creating requisitions in HRIS systems, scheduling interviews, and coordinate reference checks for hiring manager.
  • Responsible for drafting offer letters in addition to ensuring all background checks are completed.
  • Responsible for onboarding of full-time employees, temporary staff, and consultants and manage their training schedules.
  • Facilitate off-boarding process and ensure timely terminations in the HRIS system.
  • Ensure accurate and timely entry of all status changes and department transfers in the HRIS system.
  • Collaborate with the Facilities team to maintain and update seating plans, accommodating any changes in team composition accordingly.
  • Respond to ad hoc requests for data or reports from HRIS
  • Collaborate with the Finance department in the monitoring and approving of all invoices for the HR department.
  • Assist in the development of HR department budget forecasts and annual financial planning, ensuring accuracy and completeness.
  • Liase with Finance team to track HR budget against actual expenses, identifying variances and deviations for review, explanation, or adjustment.
  • Liase with the Legal team to process vendor contracts via the contract management system. Ensure proper storage and organization of executed contracts in a secure and accessible electronic repository.
  • Maintain staff planning/hiring management data.
  • Maintain organization hierarchy charts, ensuring changes are recorded accurately and timely.
  • Leverage technology to drive operational efficiency. Administer steps in alignment with approved process flows to ensure streamlined effectiveness.
  • Review and respond to inquiries from the HR inbox.
  • Assist with the administration of the foundation’s remuneration polices and programs
  • Complete other tasks and projects, as assigned.

The successful candidates will have the following qualifications and competencies:

  • A Bachelor’s degree and 5+ years of HR administrative support experience or experienced-based equivalent is preferred.
  • Knowledge of human resource functions, policies, procedures, and employment law is preferred.
  • Possess a strong sense of urgency.
  • A self-starter, who can be self-directed, manages well through ambiguity, yet consults appropriately.
  • A creative and calm problem solver.
  • Strong tech skills with a willingness to learn new software as needed.
  • Familiarity with an HRIS system such as PeopleSoft, SAP, Vantage or preferably ADP.
  • Proficiency in Microsoft Excel and Power BI.
  • Superior interpersonal, written, and verbal communications skills.
  • Is a thinker, dot-connector, person who is concerned with understanding (not just ticking a box), and communicator to other team members. 
  • Ability to maintain a high level of confidentiality, integrity, and diplomacy.
  • Flexible and friendly approach to applicants, fellow employees, and managers.

The Mellon Foundation maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated salary range for this role is $90,000 to $120,000. The amount of pay offered will be determined by a number of factors, including but not limited to qualifications, unique skills, credentials or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework. Mellon is an equal opportunity employer and offers a generous total reward package that provides base salary as well as a comprehensive benefits program, and an excellent working environment.

Application instructions

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