Responsibilities:
- Monitor and manage all employee-related risk-management/conflict issues, engaging COO, Chief Executive Officer and pro bono legal counsel as required.
- Identify issues of potential risk and address with the appropriate support systems (legal counsel, liability insurance carrier, etc.).
- Manage background clearance process and issues for new and current staff.
- Investigate harassment, discrimination, and whistleblower complaints.
- Coach managers in the handling of their departmental grievances as requested.
- Advise and coach employees with questions or concerns related to their employment with HMI.
- Mediate conflict amongst staff members towards mutually agreeable resolution.
- Manage employee corrective and disciplinary processes.
- Coach managers on handling performance or behavioral issues amongst their staff.
- Review of/ advisement around content of written warnings and corrective action memos before they are shared with employees.
- In collaboration with the Executive Team (ET), ensure HMI’s compliance with federal, state and local employment law, as well as HMI’s Personnel Policies & Procedures.
- Continuous review, and creation/updating as needed, of HMI’s Personnel Policies & Procedures, keeping abreast of recent legal developments, legislative changes and best practice.
- Manage compliance around EEO, AAP, and other mandatory Federal reporting as required by applicable laws.
- Vet all independent contractor proposals and agreements before signature to assure compliance with applicable laws.
- Review all new job descriptions for content, clarity, and compliance with employment law including appropriate FLSA classification.
- Consult with managers around major employee activities (hire, promotion, disciplinary action, termination) to ensure compliance with agency policy and employment law.
- Manage HMI’s fringe benefits selection and administration, including 401(k) plan.
- In conjunction with Chief Financial Officer (CFO), manage annual Benefits Renewal/selection and Open Enrollment processes.
- Oversee benefits enrollments, terminations, and day-to-day administration of the plans, ensuring compliance with applicable existing and emegering laws and regulations.
- Create and send correspondence and documents for employees that explain the plans, particularly as related to plan changes, deadlines, etc.
- Address plan issues in conjunction with brokers.
- With support of CFO, manage 401(k) reporting processes.
- Plan and oversee delivery of onsite wellness activities for staff (health fairs, onsite health assessments, etc.)
- Audit benefit invoices to ensure that enrollments and terminations are processed.
- Manage COBRA enrollment via vendor.
- Oversee 1094-1095-C reporting processes.
- HR Budget
- Monitor and annually propose HR departmental budget.
- Manage annual employee Performance Appraisal Process.
- Train managers in appraisal process
- Review of/ advisement around appraisal content with managers in advance of delivery to employees, for content, clarity, and compliance with employment law.
- Oversee HMI’s new employee onboarding processes and employee separation processes.
- Oversee maintenance of HMI’s recruitment and applicant database.
- Ensure steps of HMI’s hiring process are complied with (e.g., appropriate forms submitted; background clearance received before employment commences, etc.)
- Oversee maintenance of personnel files in good order, ensuring that agency- and legally required documents are included (e.g., I-9; W-4; application for employment; resume; credentials; etc.)
- Design and deliver HR-related New Employee Orientation with regard to policies and benefits, updated as changes require.
- Ensure proposed involuntary separations are vetted for legal issues before action is taken; attend all involuntary separation meetings as HR representative.
- Offer and conduct exit interviews with voluntarily separating employees.
- Ensure closeout of terminated employees in payroll and on HMI benefit plans; ensure staff (particularly IT and Facilities) are informed of separations so that their appropriate steps may be taken.
- In conjunction with COO, CEO, and legal counsel, manage post-termination issues including but not limited to contested terminations, legal action undertaken by a separated employee, and severance requests.
- Participate in HR-related aspects of semimonthly ADP Workforce Now payroll processing
- Create records for new employees and update as needed, as related to employment or personal changes (e.g., raises/promotion, change of address, termination, etc.)
- Ensure that events affecting the payroll such as new hires, separations, salary increases, and vacation accruals are reported to Finance timely for payroll processing.
- Update payroll benefits set-up and HR-related validation tables as needed.
- Create and run reports in payroll for internal and external purposes.
- Manage all-staff activities for professional development and team-building/morale.
- Identify agency-wide training and development needs; make suggestions to ET and identify training sources within agency budget.
- Plan and oversee delivery of all-staff training activities.
- Manage New Employee Orientation regarding personnel policies and procedures and benefits enrollment; oversee employee participation in orientation modules managed by other departments.
- Oversee planning of annual Pride and Holiday staff parties and other recreational/social staff activities, such as goodbye parties for separating staff, for employees throughout the year.
- Oversee Volunteer & Alumni Services department.
- Supervise Director, Volunteer & Alumni Services.
- Monitor all risk management issues of the Volunteer Program; oversee ongoing creation and management of Volunteer Policies and Procedures.
- Other duties as assigned by supervisor.
- Masters degree in human resources management, business, public administration, labor relations or related field; HRCI and/or SHRM certification strongly preferred.
- Five years’ Human Resources Management experience in a generalist role, preferably in a not-for-profit environment.
- Strong knowledge of employment law, including but not limited to Affirmative Action Plans; FMLA; PFL; ADA; and federal, state and local EEO laws.
- Knowledge of lesbian, gay, bisexual and transgender communities and issues, as well as multicultural competence.
- System design and evaluation experience.
- Strong oral and written communication skills.
- Excellent organizational skills.
- Excellent interpersonal communication skills.
- Ability to exercise independent judgment when appropriate; strong decision-making skills
- Computer Skills: Strong with proficiency in all programs of the current Microsoft Office suite.
Interim Senior Director, Human Resources Hetrick-Martin Institute (HMI) New York, NY
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