HR and Office Coordinator

Job Description

Job Description

SUMMARY: The HR and Office Coordinator supports the daily operations of the YF office and transactional activity of human resources for a team of ~45 employees. This role reports to the VP of Finance and Administration and is responsible for coordination of employee hiring activities, onboarding, compensation, benefits, feedback, and terminations. This position oversees and maintains the YF office, greets guests as they arrive, and ensures team members are supported.

POSITION CLASSIFICATION: 

• FLSA Exemption Status: Exempt
• Work Schedule: 12-month, Full-Time, M-F, 8a-4:30pm
• Location: In-Office (Edina)
• Basis of Pay: Salary, $55,000 - $62,000 DOQ
• Department: Finance and Administration
• Benefits: Youth Frontiers offers a robust benefit offering, including 403(b) retirement savings with employer matching, generous PTO, paid volunteer time, and much more!

 

KEY ACCOUNTABILITIES & DUTIES: 

 

Employee Hiring and Onboarding

• Respond to hiring requests from managers and leadership. Ensure all aspects of the hiring request, including FLSA status, work schedule, and compensation range, are reasonable and vetted with executive leadership. Post approved positions and confirm publication. 
• Coordinate in-bound candidate activity. Ensure referred candidates are directed to the application portal to complete formal application. Ensure hiring managers stay on top of reviewing incoming applications.
• Screen approved candidates for work eligibility, minimum qualifications, cultural fit, and mission alignment via telephone. Respectfully communicate with disqualified candidates and schedule interviews for qualified candidates with the interview team. Solicit and compile interviewer feedback.
• Create employment offers for selected candidates. Collaborate with hiring manager and leadership team to confirm details of the offer and escalate variances from approved hiring request. Collect signed offers from candidates, confirm background check authorization, and call references as needed.
• Initiate on-boarding for all new employees upon receipt of signed offer letter. Communicate instructions for arrival on first day and confirm training schedule is finalized by hiring manager prior to first day of employment. Create employee file and confirm receipt of work eligibility and compensation documents, access to necessary software and documents, and completion of onboarding checklist. 

 

Benefits Coordination and Support

• Enroll employees in qualified benefits. Manage user access to benefit vendor platforms and train employees on how to access benefit documents and self-service options.
• Coordinate compensation adjustments, position changes, and leaves of absence with leadership and management. Update payroll and benefits vendors as needed with any changes in status. 
• Support the annual open enrollment process. Work with leadership and insurance brokers to review and recommend benefit changes. Ensure employees are supplied with documentation necessary to select benefits in a timely manner. 
• Process benefits deductions in payroll software and confirm deductions match employee selections.
• Collaborate with the accounting team to confirm accurate totals of payroll expenses and payroll liability account balances. 
• Publish scheduled holidays on an annual basis, monitor PTO balances on a regular basis, and escalate variances between hours scheduled/worked to manager. 

 

Employee Relations

• Assist employees in their navigation of the organization, its resources, and its policies. Serve as an initial point of contact for basic human resource concerns. 
• Initiate and coordinate the employee review process. Communicate deadlines and expectations for employee feedback and documentation to managers. Review employee feedback and intervene/escalate with the manager as appropriate.
• Initiate termination checklist for all terminations. Confirm physical and proprietary company assets are recovered from the employee. Confirm restriction of employee access to any company-managed software, office, vehicles, files, or any other company resources. Determine eligibility for rehire and collect contact information. 
• Schedule and conduct exit interviews. Document feedback and communicate insights and recommendations to leadership as appropriate. 

 

Office Administration and Coordination

• Serve as front-of-house for the office by warmly receiving guests at the front desk, answering incoming calls, and assisting team members to navigate office resources.
• Ensure the office remains clean, and organized by light cleaning and tidying, enforcing shared space policies and procedures with the team, and coordinating with service providers. 
• Manage office supply and hospitality inventory. Count, order and stock inventory on a weekly basis and recommend changes to maximize stewardship of resources. Ensure office supplies and kitchen items are always available.
• Open, sort, and scan incoming mail. Provide additional clerical support as needed. 
• Collaborate with the Property, Maintenance and Equipment Specialist to ensure necessary building repairs or enhancements are reported, prioritized, and completed.
• Train new employees and vendors on office procedures.
• Provide thoughtful hospitality for YF clients, donors, and guests as appropriate by sending cards, flowers, and/or other tokens of appreciation and sympathy.
• Manage meeting room and company calendars to ensure team and guests can utilize resources effectively.
• Collaborate with Event Coordinator on all internal events, such as company parties and meetings, management of company calendar, and catering needs. Ensure shared office space and furniture seamlessly transition between events and standard business functions.

 

All positions at Youth Frontiers may perform other duties as assigned.

 

MINIMUM QUALIFICATIONS: 

• AA degree
• 2-3 years of experience in HR, payroll, accounting, or as an executive assistant
• Experience with online portals to manage HR duties (recruitment, payroll, benefits, etc) and Google Workspace
• Experience handling highly confidential information appropriately and discreetly
• Extreme level of organization, detail, and execution
• Strong verbal and written communication skills and ability to work as part of a team
• Able to answer incoming calls and route to appropriate destination
• Positive, up-beat demeanor ready to welcome guests with a smile

 

PREFERRED QUALIFICATIONS:

• Bachelor’s degree
• Previous experience with Gusto, Jazz HR, Employee Navigator
• Combination of for-profit and non-profit work experience
• Previous experience managing open enrollment

Youth Frontiers seeks to hire from a diverse pool of applicants and encourages people from all backgrounds to apply. Youth Frontiers will not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age, marital or familial status, public assistance status or any other legally protected status.

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