Human Resources Coordinator

Position Purpose

The Carnegie Foundation for the Advancement of Teaching is seeking a Human Resources Coordinator to assist with the planning, evaluation, and administration of the Human Resources department. This is a part time, non-exempt, benefited position working 28 hours per week. 

The Human Resources Coordinator works both independently and collaboratively with the Director of Human Resources and Core Operations staff to ensure that the Foundation’s human resource policies and procedures are compliant, effective, efficient, timely, and are part of Carnegie’s continual improvement processes

Essential Duties & Responsibilities
  • Coordinate the Foundation’s on-boarding and off-boarding processes ensuring the completion of tasks distributed across the Facilities, IT, Finance, and Clerical departments as well as with project management and program support staff.
  • Prepare all required new hire and termination notices, conduct orientation meetings and exit interviews, ensure that all new hire and termination paperwork is timely completed, entered in Carnegie systems, and filed appropriately.
  • Maintain both hard and digital copies of all employee personnel, health, and confidential records and ensure their appropriate retention schedules.
  • Maintain the Carnegie Staff Directory and the company intranet site ensuring accuracy and compliance.
  • Assist the Director of HR in preparing and presenting the Foundation’s annual open enrollment program; schedule meetings with the Foundation’s brokers; update, proofread, and ensure consistent formatting of all open enrollment collateral and communications.
  • Regularly review and improve upon the Foundation’s open enrollment forms, collect and ensure accuracy of employee open enrollment elections, and submit employee elections to each the carriers platforms.
  • Work effectively with benefit service providers, brokers, and vendors to advocate for the best possible benefits experience for Carnegie  staff.
  • Administer required annual reports such as 1095C forms, non-discrimination testing, and 5500’s, as well as PTO accruals, turnover, and employee total compensation reports.
  • Administer other Carnegie benefits such as educational assistance, matching gifts, retirement contributions, Stanford affiliated benefits, commuter and bike benefits, and maintain LinkedIn Learning licenses.
  • Assist the Director of HR in reviewing, analyzing, researching, and implementing new benefits or improving upon the administration of existing benefits.
  • Communicate clearly and effectively with staff about Carnegie’s benefit plans and provide resolution assistance with any issues they may experience.
  • Work with Finance to ensure employee payroll deductions are up to date and correct.
  • Review, reconcile, and process invoices from insurance carriers, HR vendors, and reconcile any purchases made by or on behalf of human resources; reconcile the monthly credit card statement.  
  • Collaborate with the Director of HR to evaluate, administer, and improve the Foundation’s annual performance evaluation programs.
  • Coordinate employee ergonomic assessments, follow up on accommodation requests, and serve as point person for workers compensation claims.
  • Assist the Director of HR and Core Operations staff with other relevant duties as needed.
Education & Experience Requirements
  • High School diploma or equivalent required; Bachelor’s degree preferred.
  • 3-5 years experience in human resource administration required, specifically benefits administration, ACA reporting, document retention, and on/off-boarding coordination
Skill Requirements & Qualifications
  • Working understanding of human resource principles and best practices 
  • Knowledge of California Labor Law, employment equity regulations, and payroll practices
  • Must understand the need for strict confidentiality in all aspects of the work
  • Excellent written and verbal communication skills with a proven ability to explain complex problems to the layperson
  • Meticulous grammar and proofreading skills with attention to detail and consistency in format and style. 
  • Excellent interpersonal and diplomacy skills.
  • Excellent organizational and time management skills with a proven ability to multitask and meet deadlines.
  • Ability to function well in a high-paced environment where processes, timelines, and targets are evolving.
  • Experience working with other non-profit organizations or in the field of education, a plus
Technical Skill Requirements
  • Highly computer literate and able to leverage technology to create efficiencies
  • Proficient in MS Outlook, Excel, and Google Apps (Docs, Sheets, Forms, Sites, Slides)
  • Knowledge of Concur (expense reporting) and Adobe Acrobat (form creation) a plus
Physical Requirements
  • The position requires occasional lifting, pulling or pushing objects of less than 25 pounds.  
  • Bending, kneeling and carrying are also occasionally required.  
  • A significant amount of time is spent sitting.  
  • The position requires visual and auditory acuity.

Please Note:  In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. All persons hired must be legally authorized to work in the United States. Visa sponsorship is not available for this position.

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THE WORKING ENVIRONMENT
  • The Foundation offers a collaborative, community-building atmosphere grounded in an environment of mutual respect.
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), weekly catered lunches, and outdoor eating/gathering areas.
  • We also offer on-site yoga classes, free parking, and electric car charging stations.
BENEFITS & PERKS
  • Full medical, dental, vision, life, accidental death, disability, and long term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions after one year of service
  • Generous time-off benefits including paid holidays and paid parental leave
  • Matching Gift program to benefit charitable organizations and Educational Assistance to further your professional development