Office Manager

Job Location

On Site

Type of Job

Part-time: Estimated 20 hrs per week, including 16 hrs on campus in Encinitas

Published Date

November 16, 2021, 8:00:00 AM

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

Essential Functions

The Office Manager position oversees and supports all administrative duties in the campus office and ensures that office is operating smoothly. In the area of human resources, the Office Manager is responsible for aligning the Institute’s mission and vision with its employees. This position will be the initial point of contact for all human resource-related issues including overseeing the recruitment process, planning and implementing training programs for staff and faculty, and ensuring that employees follow best practices and policies of CIHS.

Required Knowledge, Skills, and Abilities

  • Bachelor's degree in business administration, communications, or a related field

  • 2+ years of work experience in an office management role; 2+ years human resource experience; Work experience in educational institutions is preferred

  • Demonstratable experience with human resource metrics and knowledge of HR systems and databases

  • Must have exceptional attention to detail

  • Strong organizational and time management skills, and ability to prioritize

  • Must be a self-starter and driven

  • Professional communication and interpersonal skills; ability to develop and manage interpersonal relationships at all levels of the Institute

  • Strong problem-solving skills and analytical abilities

Education/Experience

  • Bachelor's degree in business administration, communications, or a related field

  • 2+ years of work experience in an office management role; 2+ years  human resource experience; Work experience in educational      institutions is preferred

  • Demonstratable experience with human resource metrics and knowledge of HR systems and databases

  • Must have exceptional attention to detail

  • Strong organizational and time management skills, and ability to prioritize

  • Must be a self-starter and driven

  • Professional communication and interpersonal skills; ability to develop and manage interpersonal relationships at all levels of the Institute

  • Strong problem-solving skills and analytical abilities

About us

Established in 1992, CIHS is a non-profit 501(c)3 institution and global leader in integral education and research at the interface of science and spirituality. The 2.5 acre campus is located in Encinitas, north coastal San Diego County.

How to apply

Contact: Tamiko Voros admin@cihs.edu