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Administrative Coordinator

Rochester, NY, NY (http://maps.google.com/maps?q=114+University+Ave+Rochester+NY+USA+14605) • Human Resources

Job Type

Full-time

Description

Position Summary

Planned Parenthood of Central and Western New York (PPCWNY) protects and provides health care and education that empowers individuals and families. With respect. Without judgment.No matter what.

In support of PPCWNY’s mission, the Administrative Assistant has the responsibility of supporting the operations and functions of the Human Resources and Organizational Effectiveness Departments.

Essential Functions

Human Resources (60%)

Recruitment Assistance

+ Assists the Talent Acquisition Coordinator with phone screens, and scheduling virtual and in-person candidate interviews

+ Completes employment background checks

+ Assists in the maintenance of recruitment activity by updating the agency’s applicant tracking system

+ Generates job postings, offer and rejection letters, change memos and other correspondences

Hiring and Exiting

+ Ensures new hire packets are updated and available on day of orientation; coordinates facilities and meals; and makes, activates, and distributes new employee badges

+ Hires new employees into Human Resources Information System (HRIS); completes changes for employees in HRIS as needed

+ Assists with orientation and paperwork completion for student hires

+ Assists with coordinating exit interviews; acts as backup to Human Resources Coordinator

+ Creates and maintains the separation checklist for all employees leaving the agency; sends out notification to appropriate distribution list for completion

Administrative

+ Maintains digital personnel-related records for employees; creates new digital personnel folders, ensuring that all documents are complete and up to date within appropriate timeframes; follow-up with employees as necessary

+ Determines availability of participants and schedules meetings with little oversight

+ Maintains minor employees’ work permits; tracks and ensures receipt of age-appropriate work documents; returns work documents to employees when they “age-out” and/or are terminated.

+ Completes employment verification requests

+ Opens mail; files, copies, scans, faxes and distributes paperwork as necessary

+ Reviews HR email inbox to ensure incoming emails have received responses

Organizational Effectiveness (40%)

+ Works with the Senior Director of Engagement to maintain agency compliance with required training utilizing the Center for Affiliate Learning (CAL) system:

+ Assigns required trainings in the CAL upon hire and annually thereafter

+ Drafts communications regarding updates and upcoming deadlines

+ Monitors training completion via system reporting

+ Updates department leadership in a timely manner on non-compliance with deadlines

+ Provides administrative support for activities of the OE leadership team

+ Coordinates meeting logistics such as scheduling, ordering food and preparing materials

+ Provides coverage for reception desk (Administration) in the absence of a scheduled volunteer:

+ Monitors reception door via iPad

+ Receives visitors, including appropriate sign in and contact with employee who is meeting with the visitor

+ Receives and facilitates the receipt of deliveries

+ Facilitates PPCWNY badge creation for new and existing staff. Coordinates delivery to health centers and program locations as needed.

+ Replenishes and orders office and program supplies as needed

Other Accountability Activities

+ Supports the overall agency strategic plan

+ Participates in developing department goals, objectives, and systems

+ Supports and participates in affiliate initiatives

+ Provides OE and HR support with various agency audits as needed

+ Performs other duties as assigned

Requirements

Qualifications

Applicants must possess the following qualifications (or equivalent combination of education and experience):

+ Education—Associates degree required with emphasis on business management, or a related field, or combination of education and experience.

+ Experience—Minimum 3 years demonstrated administrative support experience. Human Resources experience highly desired.

Knowledge, Skills, & Abilities:

+ High level of proficiency with Microsoft Office Suite (Excel, PowerPoint and Word) required

+ Experience with Teams and SmartSheets, preferred

+ Strong customer service and communication skills

+ Ability to work in a confidential and time sensitive environment

+ High level of accuracy and attention to detail

+ Ability to identify resources to conduct HR-related research and present findings to HR team

+ Time management skills and ability to work under pressure to successfully meet deadlines

+ Ability to work with changing priorities and simultaneously handle multiple projects

+ Must be able to work a flexible schedule with reliable transportation and ability to travel to multiple sites when needed

+ Planned Parenthood seeks candidates who are proficient in two or more languages

Working Conditions

+ Standard office environment

+ May experience visual fatigue working at computer with potential extended periods of sitting

+ Well-lit/ventilated

Physical Requirements

+ Possess sufficient mobility to perform the Essential Functions listed in this Job Description with or without an accommodation

+ Ability to travel to all agency locations as assigned

Planned Parenthood of Central and Western New York is an equal opportunity employer.

Salary Description

$21.89 - $25.36 per hour