Office Manager/HR Associate

ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

SUMMARY

The Office Manager/HR Associate is responsible for organizing and coordinating office administration and procedures, to ensure organizational effectiveness, efficiency and safety.

They will work closely with the Human Resources Director, HR Generalists and other HR Team members to support the administrative processes in the following areas: recruitment, onboarding/offboarding, data management and special projects, as needed to ensure organizational efficiency.

The ideal candidate is an energetic professional who doesn’t mind wearing multiple hats, is experienced in handling a wide range of human resources and administrative tasks, able to work independently with little or no supervision.

ESSENTIAL RESPONSIBILITIES

Office Services

Manage the daily administrative operations of the front office and common areas including the kitchen, storage and work rooms, and meeting rooms.

Serve as primary contact for mailing, shipping, and supplies.

Oversee supply inventory, prepare supply orders, and submit order requests.

Review associated invoices for office services; create and submit vendor contracts for office services and HR

Maintain a working relationship with service providers as needed such as supply providers, janitorial staff, vendor contacts, services, furniture vendors, building management, and the engineering team.

In collaboration with the IT team, coordinate equipment returns for departing staff members, assist with connection issues prior to and during in-house meetings.

Assist procurement in evaluating current service providers, leased equipment terms, etc and assist with researching or identifying new vendor solutions as needed.

Manage and assist with off-site document storage digitization efforts.

Manage and oversee office temporary staff.

Provide administrative support for Full Staff Meetings and coordinate staff appreciation events

Safety and Security

Create, update, and oversee office evacuation and emergency response plans.

Maintain a safe and secure office environment free of clutter to avoid accidents and ensure fire code and other regulatory standards are met.

Create and respond to all facilities-related service requests by contacting the building manager.

Maintain office and building access for staff via the KASTLE portal.

Assign and manage security FOBs for office entry.

Create and submit quarterly KASTLE reports to IT.

Events Assistance

Assist teams with orientation to the office layout, building amenities, etc as requested when teams hold in-office team meetings and retreats.

Coordinate with team liaison for building/office access prior to the meeting, provide FOBs to visiting staff members, assist with meeting room AV access, and supplies access.

Aid in and give information to team liaison for building event facility reservations for catering services, vendor requirements, and access to conference room facilities as needed.

Introduce team liaison to building event staff.

Assist with organizational functions and events (in person or virtual).

HR Administration

Monitor, action, and track inquiries submitted to the HR ticketing system.

Conduct research on various HR-related topics

Create department PowerPoint presentations

Manage all ZERO TO THREE acknowledgements including holiday, milestone, wellness, etc.

Recruitment

Receive, review and maintain recruitment paperwork and filing

Process recruitment requisitions and create job announcements

Manage users and provide candidate and hiring manager support in the applicant tracking system

Facilitate communications with candidates throughout the recruitment process (document requests, status updates, rejection letters, etc.)

Serve as the first point of contact for temporary staffing

Onboarding/Offboarding

Conduct onboarding process to include background and reference screening, administering new hire onboarding modules, New Hire Orientation Schedules, new hire notifications, equipment requests, and ensures all deliverables of the new hire checklist are executed

Collect, process and key new hires paperwork, employee changes, and other employee data in Human Resources systems

Send new hire and separation notices and communications

Create employee offboarding packets

Process status changes for terminated employee in HRIS

Data Management

Pull and prepare compliance, audit and other reports and documentation (OFCCP, EEO, VETS, etc.)

Maintain and update official organizational charts as needed

Administer staff changes and other employee data in HRIS and change notices

Serve as the owner of the electronic filing systems; ensuring that personnel, benefits and miscellaneous files are complete and in compliance

Perform other duties as assigned for the purpose of ensuring the efficient and effective functioning of the project.

ESSENTIAL SKILLS & EXPERIENCE

Minimum of 5 years proven office management experience

1-3 years of experience in Human Resources

Ability to maintain regular onsite attendance in the Washington, DC office during standard business hours

Working knowledge of Human Resources Information Systems (HRIS) and Applicant Tracking Systems (ATS)

Proficient in MS Office including Word, Excel, PowerPoint, and SharePoint

Excellent time and stress management skills; ability to multi-task and prioritize work

Attention to detail with high level of accuracy

Very effective organizational, planning and problem-solving skills

Excellent written, verbal and listening communications skills

Knowledge of human resources and office management practices and procedures

Excellent interpersonal skills

Ability to maintain confidentiality in all aspects of the job

Must possess cultural awareness and sensitivity

EDUCATION

Bachelor’s degree in business or related field, or equivalent experience.

COMPENSATION & BENEFITS

This position's salary is estimated to be high $50,000s to high $60,000s depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.

ESSENTIAL QUALITIES

Encourages and practices critical thinking

Is self-reflective and empathic

Recognizes the influence of workplace relationships on outcomes and results

Maintains a respectful and accepting approach to others

Awareness of the influence of the larger context on individual behavior

Collaboratively and creatively supp