Human Resources Assistant

Position description

This position provides a variety of administrative and logistical support to the US HR Department and carries specific responsibility (full or partial) for some HR projects. The US HR Team is located throughout the US; serving MCCs in the US and MCCs International Shared Programs. The tasks of this role include carrying out work as prescribed by the HR department managers and specialists, assisting with meeting and project logistics, providing general recruitment support, coordinating orientation and HR gathering logistics, doing administrative work for case management, and supporting HR staff with a variety of administrative expertise. The HR team carries out many projects, some are repeated in calendared cycles (training, general recruiting, general orientation, etc.) while others are much more dynamic (vacancies, policy updates, worker care, etc.). This individual will provide support at times by taking initiative and other times by taking direction from others. Responsibilities of this role include but are not limited to, functioning as the departmental greeter by responding to staff, candidates, and potential candidates, responding within your focus areas, and directing inquirers to respective colleagues.

Job Details

Hourly Employee Full Time

Qualifications

Organizational values and culture: All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.  

Essential: 

• High school diploma (or equivalent) 
• Demonstrated competencies in: 
• Written and oral communication, relational and customer service skills 
• Ability to take direction from multiple stakeholders. 
• Organizing and time management skills to prioritize, track and move simultaneous projects to meet deadlines; ability to accurately attend to details. 
• Ability to hold sensitive information in confidence. 
• Microsoft Office Suite including Teams and Outlook. Editing and proofreading, and to work with high volumes of electronic communication. 
• Information technology and social media, including ability to troubleshoot and to assist others with technology, and aptitude for database processes. 
• Demonstrated Spanish fluency and basic English proficiency. 
• Flexibility  
• Experience managing multiple time-sensitive projects or responsibilities. 

Employment eligibility: Legally eligible to work in the U.S. MCC offers of employment are subject to a successful criminal background check(s).

Preferred:

• Experience working with an HR Information System or Learning Management System 
• English fluency. 
• Associate or Bachelors degree in organizational development, communications, HR or business, or Administrative Assistant, Office Professional or HR certification 

Anti-oppression commitment: MCC expects all staff to actively participate in an organization culture that focuses on dismantling any barriers based on race, economic inequality or gender-based oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC.

Safeguarding commitment: All MCC Staff are expected to work collaboratively to create and maintain an organizational culture that prevents and responds to situations of abuse of power (sexual harassment, child abuse, racism, exploitation, and fraud among other situations).

Key Responsibilities

• HR Director Support- 25%
• Orientation and Training Support- 30%
• HR Department Administrative Support- 45%
• Specific Tasks and Duties: HR Director Support (25%)Assist the HR Director by carrying out logistical and communication aspects of HR projects, joining calls with HR Director as requested.
• Maintain the calendar and travel logistics of the HR Director; assist Director with organizing and follow-up on various projects.
• Manage HR Director email as requested
• Assist with compiling information for reporting and staff relations
• Ensure and/or assist Director with HR team care tasks such as welcome activities, group cards, scheduling guests for team events, connections with other teams, farewell activities etc
• HR Department Administrative Support (45%)Field general inquiries to the HR Team, promptly answer questions relevant to your work and/or direct candidates/colleagues to appropriate colleagues
• Assist HR staff with logistical support for various HR projects and HR team meetings (both virtual and in-person, US and Global) such as scheduling meetings, scheduling interpreters for HR-coordinated meetings/trainings when language interpretation is useful to participants, taking minutes, communicating to relevant staff groupings about the work or projects of our department. Facilitate organizing our team when HR is tasked to host MCC team breaks.
• As directed by the Talent and Recruitment Manager, manage advertising and promotions for open positions.
• • Make reference calls to candidates
• • Ensure information from recruitment events are entered into the appropriate database.
• • Send necessary follow-up emails to potential, interested candidates
• • Ensure recruitment data is properly entered into the donor and recruitment ambassador databases and that contacts are kept up to date.
• Provide administrative case management support, including ensuring documents are properly filed per confidentiality requirements. Point person between case management system and case managers.
• Provide MCC Financial Services (FS) staff with relevant HR invoices/payment requests/information on credit card charges following FS requirements.
• Responsible for document management for the HR team. This includes:
• • Being familiar with file management options, including staying up to date on new tools as they become available.
• • Being familiar with all HR files and establishing and updating guidelines and best practices for the HR team on documentation and storage of files.
• • Leading the process to move files as needed.
• • Providing clarity and training to the HR team on how and where to store them, either through all-team trainings or ad hoc requests for assistance.
• Orientation and Training Support 30%Assist with orientation preparation including tasks such as managing registrations, communicating with participants on behalf of the orientation team, preparing visa letters for participants from outside the US, preparing orientation packets and necessary items, coordinating lodging, meals and transportation with Administrative Services, scheduling interpreters and assisting with preparing special outings for participants.
• Assist during orientation with tasks such as serving as a point person for questions, ensuring all supplies are available when needed, and assisting with online tools for virtual and hybrid sessions.
• Assisting with post-orientation work such as updating training records in the HRIS, ensuring external presenters are paid, compiling evaluations and providing support cards as needed.
• Administer the annual alumni scholarship: promote among alumni, collaborate with colleagues to select winning individual, collaborate with Donor Relations to ensure payment.
• Other duties as assigned on a temporary basis

Supervision: No direct supervision

Travel expectations: Travel up to 8 weeks away per year to Akron, PA for orientations and training. Up to an additional two weeks of travel may be required.

Medical, dental and vision, 23 days paid vacation, sick time and 10 holidays/year. Life insurance provided, as well as long and short term disability coverage. The retirement plan, with MCC contribution of 7%, begins after six months of employment.

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net