Vice President of Human Resources and Administration

Job Description

Job Description

VICE PRESIDENT OF HUMAN RESOURCES AND ADMINISTRATIONAbout the Foundation for Defense of DemocraciesFDD is a nonpartisan 501(c)(3) research institute in Washington, DC, focused on national security and foreign policy. Since 2001, we've produced independent, non-partisan research and analysis to strengthen U.S. national security and support free societies. Behind that work is a professionally run organization that depends on strong operational, finance, and people-focused talent to keep it moving - and this role is central to that.The VP of Human Resources and Administration will be FDD's senior leader for all people and operational functions. This executive will design, implement, and run the HR infrastructure and the administrative engine of a growing 120-person institute. This is a builder role and a working-manager role: the VP will personally execute core HR transactions while building the systems - and, over time, the team - to support them.The ideal candidate is a proven HR and operations leader who has professionalized lean, mission-driven organizations before. They are equally comfortable as a strategic adviser to the COO and as a hands-on executor. They bring sound legal judgment, operational discipline, and genuine enthusiasm for FDD's mission.Washington, DC (on-site, up to two remote days per week) | Full-time, exempt | Reports to the COOSalary: $210,000–$260,000 annually, commensurate with experience. This position is eligible for employer-sponsored medical, dental, and vision coverage.ROLES AND RESPONSIBILITIES:Talent Acquisition, Onboarding & OffboardingPartner with hiring managers to scope roles, write job descriptions, and build structured interview processes.Manage end-to-end recruiting, including sourcing, screening, scheduling, reference checks, and offers.Lead a substantive onboarding experience that integrates new hires into the organization's mission, culture, and operations - including IT setup, workspace assignment, and a first-week schedule.Select, implement, and own an ATS, recruiting pipeline reporting, and employer-brand presence on relevant platforms.Manage independent contractor and fellow engagements, including classification review and lifecycle tracking.Coordinate work authorization and immigration support in partnership with outside counsel.Own offboarding, including exit interviews, COBRA notices, unemployment claims, and systems deprovisioning.Employee Relations & CultureServe as the senior point of contact for staff questions, concerns, and conflicts; handle sensitive matters with confidentiality and sound judgment.Conduct or oversee workplace investigations into complaints of harassment, discrimination, retaliation, and misconduct.Coach managers on feedback, performance concerns, difficult conversations, and accommodations.Champion and embed FDD's guiding principles as the lived culture of the organization.Design and administer engagement or pulse surveys and translate results into action plans with senior leadership.Compensation, Benefits & PayrollEnsure accurate and timely bi-weekly payroll processing.Own benefits administration - medical, dental, vision, 403(b), FSA/HSA, life, disability, parental leave, commuter, and wellness programs.Maintain and apply the organization's compensation philosophy and salary band structure; lead annual market benchmarking and merit adjustment cycles.Manage leave administration (federal FMLA, DC FMLA, DC Paid Family Leave, and applicable laws in other states of employment).HR Compliance & SystemsEnsure full compliance with federal, state, and local employment laws across all jurisdictions in which staff work.Maintain personnel files, I-9s, EEO reporting, OSHA logs, and all required recordkeeping.Maintain and regularly update the employee handbook, HR policies, and standard operating procedures.Partner with Finance to optimize the existing HRIS (Paylocity) and to select and implement an ATS and performance management tools.Deliver required compliance training, including anti-harassment, non-discrimination, and workplace safety.Performance & DevelopmentBuild and run a meaningful performance management process, including goal setting, check-ins, annual reviews, and career development.Identify professional development needs and curate learning opportunities across the organization.Partner with the Executive Leadership Team on workforce planning, organizational design, and succession planning.Office Administration & FacilitiesOversee day-to-day operation of headquarters office, ensuring it functions well for staff, fellows, board members, and visitors.Supervise the Office Operations staff and any future operations support staff.Own the office lease relationship and serve as the on-site point of contact for the landlord and property manager.Lead space planning as headcount grows, including seating, conference rooms, and any build-outs or renovations.Manage facilities vendors and develop emergency preparedness and business continuity plans.Strategic PartnershipServe as a trusted adviser to the COO, CFO, and senior leadership on organizational design, headcount planning, real estate strategy, and workforce matters.Prepare People & Operations materials for the Board of Directors and relevant committees.Contribute to grant budgets and proposals with accurate personnel and operational cost projections in partnership with Finance and Development.QUALIFICATIONS AND QUALITIES:10+ years of progressive experience spanning HR and operations, with at least 3 years in a senior or leadership role owning multiple HR functions end-to-end.Experience supporting an organization of 50–200 people, including through a period of meaningful growth or organizational change.Demonstrated experience building or substantially improving HR and operations systems in a lean, mission-driven environment.Working knowledge of U.S. employment law, including multi-state compliance, FLSA classification, leave laws, EEO requirements, and pay transparency obligations.Hands-on experience with payroll, benefits, and an HRIS/ATS (e.g., Paylocity, Gusto, Rippling, BambooHR, Greenhouse, Lever).Practical experience managing office vendors, leases or landlord relationships, and physical workspace logistics.Exceptional written and verbal communication skills, with the judgment to navigate sensitive conversations across all levels of an organization.High ethical standards, discretion, and genuine comfort with confidential information.Demonstrated experience conducting or overseeing workplace investigations and advising on sensitive employee relations matters.Nonprofit, think tank, research institute, or policy-adjacent organization experience strongly preferred.Working knowledge of District of Columbia employment law, including DC FMLA, DC Paid Family Leave, the DC Wage Transparency Act, and the DC Human Rights Act, is a plus.SHRM-CP, SHRM-SCP, PHR, or SPHR certification is a plus.A candidate based in the Washington, DC area is required; must be available to work on-site at FDD's headquarters with up to two remote days per week.This role has a projected salary band of $210,000–$260,000 per year, based on the candidate's experience and qualifications. Additional benefits are available, including healthcare coverage based on eligibility. Interested and qualified candidates are encouraged to send a resume and brief cover letter describing (1) an HR or operations system you built or rebuilt and (2) why a national security research organization appeals to you. Applications are reviewed on a rolling basis. Please submit to FDD Human Resources (View email address on us.fitly.work). For more information, please visit FDD.org and follow FDD on X @FDD.

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