Overview
Reporting Summary:
The HR and Operations Coordinator provides a full range of administrative support to the Human Resources Senior Manager, CEO, leadership team and the Board of Directors and Board Committees.
Essential Job Functions:
1. Office Management: 40% (Office Management + Office Volunteer Management)
Manage office processes and systems, and ensure staff is equipped with all necessary resources to efficiently perform work responsibilities in the NYC office location.
Principal Accountabilities:
1. Manage NYC office guest list. Reserve conference rooms and arrange catering for NYC office meetings as requested by management.
2. Manage office phone system. Maintain current staff phone lists and directories. Route incoming calls to appropriate staff utilizing the Raiser’s Edge database and criteria in the phone manual. Manage outgoing phone messages to reflect current office status (i.e., holiday, early closing).
3. Ensure all office equipment (copiers, printers, phones, computers, postage machine) is in proper working order and serve as a liaison between such vendors and MAW. Submit requests for office repairs and maintenance as necessary via Angus Portal.
4. Maintain inventory and order supplies, including coffee, stationery, on a regular basis. Reconcile monthly invoices (Staples, WB Mason, UPS, AT Conference).
5. Organize mail room and straighten storage areas when needed.
6. Monitor general MAW e-mail accounts and route chapter specific e-mail as needed.
2. Human Resources Support: 40%
Provide support to human resources team, including internship program, recruitment, onboarding, and new hire orientation.
Principal Accountabilities:
1. Oversees internship program including, recruitment, screening, and onboarding and facilitates internship orientation, onboarding, and other activities throughout.
2. Coordinates new hire onboarding process with staff, including all departmental meetings and Insperity benefits meeting.
3. Creates new hire welcome packets and HR folders, sets up Make-A-Wish University (MAWU) account and courses selection, employee building badge, orders desk supplies, business cards and MAW name tags.
4. Creates job applications and forms needed on Formstack.
5. Manages the publishing and unpublishing of all external and internal job and intern postings, including the job boards, National website and local chapter website.
6. Tracks job posting dates and overall costs per recruitment
7. Additional special projects as assigned
3. Volunteer Compliance: 20%
Supervise the completion of all necessary paperwork to prepare volunteers for becoming active with the chapter.
Principal Accountabilities:
a. Ensure completion of the Application, Conflict of Interest and Ethics Assurance Statement, Volunteer Interview, and Background Check process.
b. Stay abreast of any changes to National Standards and resources for each form of paperwork.
c. Activation and troubleshooting of Make-A-Wish University accounts.
d. Maintaining volunteer records and statuses in Raiser’s Edge Database to ensure a compliant organization at all times.
e. Develop consistent compliance reporting to ensure management is aware of any potential risks to our families or the organization.
f. Manage processes for notifying volunteers and staff of non-compliant volunteers and wish transfers.
g. Work with Volunteer Manager and Data Services Team to identify and address volunteers who are inactive.
4. Executive Administrative Management: 20%
Provide administrative support to the CEO. Primary responsibilities include coordinating internal/external meetings and related logistics, and managing special projects as assigned.
Principal Accountabilities:
1. Manage CEO and Board calendar and schedule appointments and meetings.
2. Schedule internal/external staff and management meetings.
3. Monitor executive credit card purchases, manage receipts and reconcile monthly billing statement.
4. Draft and edit written correspondence (letters, emails, agendas, etc.) on behalf of executive leadership to staff and the general public.
5. Assist with other teams on additional projects as needed
Provide administrative support for the Board of Directors and Board Committees. Primary responsibilities include managing the logistical planning for Board, Advisory Board, and board committee and task force meetings and events.
Principal Accountabilities:
1. Creates, updates and distributes materials for Board members, Board meetings and Board committee meetings (quarterly and ad hoc), including agendas, presentations (PowerPoint), member rosters and bios, handouts, etc.
2. Creates correspondence and communications for Board and committee members and other key individuals such as letters, acknowledgments, recommendations, etc.
3. Responsible for all logistical planning of all Board related meetings and events. Includes scheduling meetings, securing space, communicating meeting information/agendas, confirming attendees, securing and presenting mission videos, securing equipment, ordering food and all other logistics.
4. Attends all Board meetings, taking minutes and distributing electronically.
5. Manages all Board leadership volunteer applications for incoming members and required ongoing member due diligence such as Background Check, Conflict of Interest Statement and Board Fiduciary Course.
Essential Skills and Abilities:
· Excellent written and verbal communication skills.
· Experience working with databases and working knowledge of Raiser’s Edge preferred.
· Ability to work independently and without supervision while demonstrating discretion and independent judgment.
· Strong attention to detail.
· Ability to manage multiple tasks and projects simultaneously.
· Excellent organizational and time-management skills.
· Proficient with computer applications – a thorough understanding of Microsoft Outlook, word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel), databases (Raiser’s Edge), presentations (PowerPoint) and the ability to learn and master other computer technology /software programs as needed.
Qualifications:
· Associates degree required; Bachelor’s degree preferred.
· Minimum 2 – 3 years administrative experience required.
· Proven ability to successfully handle multiple tasks and meet deadlines. Excellent time management, organization and independent judgment skills.
· Commitment to and a passion for the mission of the Make-A-Wish Foundation.
Physical Requirements / Work Environment:
The physical demands and work environment listed 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 a person with disabilities to perform the essential functions.
· Physical Demands: While performing this job employees may occasionally be required to talk, stand or sit for long periods of time, walk, climb stairs, key data, stoop, twist, bend, crawl, speak and hear. Employees may need to drive a motor vehicle to accomplish various administrative tasks during business hours. Person must also be able to move/lift up to 20 pounds.
· Work Environment: While performing this job employee is exposed to normal office conditions which would include varying levels of background noise and normal office distractions.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All staff may be required to perform duties outside of their normal responsibilities as needed. The employee is expected to adhere to all company policies.
Diversity, Equity & Inclusion Commitment Statement:
Committed to attracting and retaining a diverse staff, MAW Metro New York and Western NY will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
How to Apply:
**Please copy and paste the link below in your browser to complete & submit our formal application on behalf of the Bilingual Coordinator, Wish Logistics position with MAW Metro New York.
Please note: only applications submitted through this link via Formstack will be considered for this position.