HR and Administration Coordinator

Summary

Organization Overview

Since 1995, Futures and Options has empowered New York City’s youth, particularly youth of color and students from historically underrepresented communities, to acquire transferable professional skills, pursue higher education, and successfully compete in a global 21st century economy. We collaborate with New York City employers to provide transformative career development opportunities to young people, enabling them to succeed in college and inspiring them to pursue meaningful careers.

Our programs include: The Internship Program, which provides paid, mentored internships and career development workshops to students age 16 to 19 years old; Career Essentials, our hands-on career-readiness and career exploration program that provides opportunities for students to practice and improve their interpersonal, communication, and other relevant work-related skills; The Externship Experience, a remote career exploration and skill-building program focused on growing industries; the College Guidance Initiative, which helps students navigate the college application and selection process; and Alumni Engagement Programming, which provides continued work-readiness, mentoring, career exploration, and networking opportunities to alumni as they navigate their way through school and plan for future careers.

Position Summary

The HR & Administration Coordinator will support human resources, administration, and office operations. As an integral part of many projects and processes, this highly cross-functional role will handle day-to-day office administrative tasks, planning and coordinating payroll/HRIS systems, benefits administration, and new hire workflows, and enforcing company policies and practices in consultation with the Director of Finance & Administration and Executive Director. The Coordinator will take initiative, demonstrate sound judgment and strong commitment to the mission of Futures and Options.

Qualifications

• Associates’ Degree, Bachelor’s degree preferred;
• A minimum of 2 years’ related experience in an office setting performing a combination of human resources, administrative functions, strongly desired;
• Ability to work in-office minimum three days per week;
• Strong commitment to social justice and the mission of Futures and Options;
• Excellent interpersonal, listening, written and verbal communication skills;
• Strong organizational skills, with the ability to multi-task with attention to detail;
• Ability to maintain professional composure during all times in a fast-paced environment;
• Ability to identify and solve problems independently, with an emphasis on developing proactive approaches while utilizing internal support;
• Able to work collaboratively with diverse teams, with the ability to network and build partnerships;
• Demonstrated proficiency in MS Office software with strong Excel, Outlook and PowerPoint skills. Experience using Salesforce or a similar database preferred;
• Ability to preserve confidentiality of information and work with a minimum of direction; and
• Commitment to diversity, equity, inclusion and belonging principles and demonstrated ability to interact with client/tenants of different races, ethnicities, ages, and sexual orientations in a multicultural environment.

Duties

Human Resources

• Manage and process new hire and student intern new hire and on-boarding processes to include ensuring all documentation is completed, set up in payroll system, provide training on payroll/onboarding self-service systems and communicating with student interns regularly helping them complete their onboarding tasks;
• Assist with staff hiring, including job postings, conducting telephone screenings, reference checking and processing background checks as required;
• Oversee staff on-boarding, ensuring that payroll, benefits, workspace, and technology needs are addressed; create and maintain HR electronic files; and comply with all hiring guidelines and standards;
• Process biweekly payroll and related online benefit submissions;
• Coordinate benefits enrollment (e.g., health insurance, commuter benefits, 403(b) plan), interfacing with external vendors and communicating information to staff as needed;
• In collaboration with the leadership team, assist in the creation of office policies and procedures;
• Additional tasks as needed to support organizational HR needs, such as coordinating annual anti-harassment training, processing leave of absence requests, tracking staff professional development and supporting HR related information requests such as employment verification and analysis for insurance reporting.

Administrative and Operations Support

• Provide administrative support to Executive Director and support preparation for Board of Directors’ meeting to include distribution of materials, logistics, notetaking and writing of the meetings’ minutes;
• Maintain office inventory and liaise with building management for work orders, visitor requests and tasks needed to ensure a functional and thriving workspace;
• Support the maintenance of office equipment (printers, copiers, postage machine, and phones) and assist with IT support;
• Assist in the planning of organizational events such as social events, Town Hall meetings, and staff trainings;
• Assist with other administrative tasks and projects as needed.