Office Manager

About the job

ESSENTIAL DUTIES AND RESPONSIBILITIES

I. Human Resources (HR) duties:

A. Payroll, Compensation, and Benefits

• Process payroll, collect and validate bi-monthly employee timecards, and submit the data to Paychex; Set up new employee direct deposit accounts as needed

• Manage employee paid time off record; update employee information for Paychex 401K plan

• Develop an employment payment plan based on local, state and federal data

• Create an employee benefits package for different employee groups, including remote and on-site employees

• Support relationships benefit broker/agent and employee to assist benefit administration

B. Staffing and Recruiting

• Develop and implement HR strategies and initiatives aligned with the Institute’s strategic plan

• Maintain the work structure by updating job requirements and job descriptions for all positions

• Assist with recruitment, selection and the onboarding process of all employees; support Institute departments by establishing screening and interviewing processes; place advertisements for open positions

• Counsel hiring managers on candidate selection

• Conduct and analyze exit interviews and make actionable recommendations based on data

• Creating a recruitment plan and calendar according to operation and sales projections

• Generating official internal documents such as offer letters, appointment letters, salary slips and warning letters

• Creating onboarding plans and educating newly hired employees on HR policies, internal procedures, and regulations

• Maintaining physical and digital files for employees and their documents, benefits, and attendance records

• Creating employee engagement plans, getting necessary budget approval, and initiating activities

• Collaborating with outside vendors, upper management, and employees to maintain Corporate Social Responsibility standards conscripted by authorities

• Evaluating employee performance and appraising their pay scale accordingly

• Taking appropriate disciplinary action against employees

C. Labor Law, Regulations, Policies, and Record-Keeping

• Ensure legal compliance by monitoring and implementing applicable human resource federal and state requirements

• Enforce management guidelines by preparing, updating, and recommending human resource policies and procedures; maintain HR policy handbook with accessibility to all employees

• Retain historical and current human resource records by designing a filing and retrieval system and keeping past and current records; collect new employee documents such as I-9, W-2, W-9, IDs, and Direct Deposit Enrollment forms

D. Training and Development

• Create and manage a performance appraisal system that drives effective development

• Assess training needs to apply and monitor training programs

• Organize a comprehensive new employee orientation and engaging new staff onboarding

• Plan and design training sessions for sensitive subjects such as diversity, sexual harassment, and others per federal and state requirements

E. Employee Safety and Wellness

• Nurture a positive working environment

• Implement workplace safety procedures and execute best practices to manage risk

• Schedule and conduct job evaluations and take action to improve employees experience

• Bridge management and employee relations by addressing demands, grievances or other issues

• Assess injured employees, prepare authorization form, and report an injury to workers’ compensation.

II. Office Management duties:

• Manage office supplies inventory and place office supply orders as necessary

• Perform receptionist duties: greet visitors, and answer and direct phone calls; Greet visitors in a friendly and professional manner; Assist with the Administrative staff, faculty, students, tenants, and visitors, and redirect them to the right person if necessary.

• Financial services support: Receive rent payments from the tenants and make bank deposits; Manage office budget

• Provide regulatory support: Publish Non-discriminatory Statement; Renew the membership of the Chamber of Commerce; File Statement of Corporation

• Support student and faculty activities: Order diplomas and graduation supplies; Process book orders online and in-person, and ship the books

• Keep workspaces organized and clean

• Receive and sort incoming mail and deliveries, and manage outgoing mail; Receive US mail, UPS, FedEx packages and re-deliver to the addressees (tenants and staff)

• Develop office policies and procedures, and ensure they are implemented appropriately

• Identify opportunities for process and office management improvements, and design and implement new systems

• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars (including academic calendar), event coordination, doing research, and      creating reports, organizing hard copy and digital files

• Other  duties as assigned