Human Resources Associate

Job Description

Job Description

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

Hybrid: 4 days in office/1 day remote

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary 

Reporting to the Director of Human Resources, the Human Resources Associate provides comprehensive administrative and operational support to the Human Resources Department, contributing to the effective delivery of HR services and initiatives. Key responsibilities include supporting recruitment and onboarding activities, maintaining accurate employee records, coordinating data collection and reporting, assisting with HR compliance, and supporting departmental processes and projects.

Serving as a primary point of contact for employees, applicants, and external partners, the Human Resources Associate is expected to demonstrate professionalism, confidentiality, responsiveness, and a strong commitment to customer service.

In this role, the Human Resources Associate actively supports and promotes Urban Pathways’ mission, vision, and core values while contributing to the advancement of organizational strategic priorities. The position has an important role in fostering a positive, inclusive, and collaborative workplace culture that supports employee engagement, operational excellence, and organizational effectiveness.

The Human Resources Associate will be an active listener and provide high-quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

 

Key Responsibilities & Essential Functions

 

Program/Facilities

• Supports recruitment and onboarding processes including, but not limited to:
  • Assists with maintaining the Applicant Tracking System.
  • Assists with screening applicants and conducts employment verifications and reference checks in a timely manner, as needed.
  • Verifies applicant’s credentials.
    1. Processes and tracks professional licenses.
  • Processes and tracks criminal history background checks, NY State Central Registry, OMIG/OIG background, and driver’s license checks as follows:

1. Pre-Employment
2. Monthly for current employees 

• Processes and tracks MVR driver’s license checks and maintains the Organization’s Authorized Drivers List in an on-going and timely manner.
• Verifies I-9 documentation.
• Report discrepancies to the Human Resources Director and/or Chief People & Culture Officer in a timely manner.

• Prepares new hire paperwork and onboarding registration link. 
• Assists with conducting new hire orientation and ensures new hire information packets contain up to date material. 
• Creates and maintains new hire personnel files and as needed complete DocuSign documents.
• Works closely with employee engagement on the Staff Newsletter, which includes preparing new hire announcements.
• Assists with scheduling and coordinating individual and group interviews among multiple programs/departments and hiring managers.
• Attends and assists with coordination of job fairs.
• Responds to employee inquiries and requests for information in a timely, professional, and courteous manner; assists with troubleshooting concerns, coordinating appropriate resolutions, and ensuring timely follow-up.
• Supports and maintains compliance with Urban Pathways’ policies and procedures, as well as applicable federal, state, and local laws, regulations, and funding agency requirements.
• Maintains confidentiality and exercises sound judgment and discretion when handling sensitive employee information, personnel records, and Human Resources matters.

 

Administrative

• Processes purchase orders, check requests and expense reports for the HR Department.
• Completes data entry for HRIS and other HR related systems and processes.
  • Ad hoc reporting.
• Maintains filing systems for all active and terminated personnel files.
• Monitors data integrity and assists in HR compliance audits.
• Prepares and maintains reports and queries as required and assures data accuracy and completeness.
• Prepares and maintains minutes of meetings as assigned.

 

Community Relations

• Works with the HR team to develop relationships with recruitment sources such as colleges, training schools, etc.
• Develops and maintains relationships with program management and vendors.

 

Communication

• Communicates verbally and in writing in a professional manner at all times. 
• Attend staff meetings, training, and supervisory sessions, as required.
• Responds to all communications including telephone, email, and other oral and written inquiries in a timely manner.

Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• Bachelor’s degree or Associate’s degree in Human Resources, Business Administration, or a closely related field required.
• Two to three (2–3) years of experience in Human Resources, administrative support, or a related field preferred.
• An equivalent combination of education and relevant professional experience may be considered.