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