Administrative Specialist, Human Resources Job at Planned Parenthood Federation of America
Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.
Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates operating health centers across the U.S.
Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education.
PPFA seeks an HR Admin Specialist within the Human Resources department of the National Office. This role will report to the Chief Human Resource Officer. The HR Admin Specialist will provide administrative support, budget and contract management, executive/high profile recruitment and event planning. The ideal candidate thrives in a fast-paced work environment, learns quickly, and can think on their feet. Must be able to multitask between operations, communications, and logistics work.
Duties & Responsibilities:
- Provide administrative, staffing, and strategic scheduling support to the Chief Human Resource Office and other high-level principals.
- Support and coordinate effective and efficient internal and external meetings/training by preparing clear agenda items and ensuring all expected outcomes have been met.
- Draft written correspondence and other documents, as applicable.
- Partner with other administrative staff to coordinate and prepare for meetings including, but not limited to, drafting meeting agendas, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, taking meeting minutes and escorting guests.
- Ensure deadlines are met and lead scheduling coordination for executive/high profile recruiting for HR business partners.
- Process budgetary items, such as invoicing, preparing pay orders, tracking expenditures, and organizing vendor documents.
- Coordinate with other departments to maintain the CHRO's action lists and follow up, workflow and to assist in compiling briefings and reports.
- Submit travel related requests, preparing travel itineraries, travel meeting agendas, preparing briefing materials and reconciling travel expense reports, in a timely fashion.
- Compile data, preparing reports, and administrative directives, as assigned; verifying and organizing materials for mandated reports.
- Support end to end delivery of HR-led org-wide events in collaboration with other HR team members.
- Maintain the National HR calendar to ensure we are proactively planning for any key events and deadlines.
- Answer telephone calls, meeting with visitors to identify specific needs and solving problems when possible.
- Prioritize tasks that require attention from the CHRO.
- Provide end-to-end contract support to the HR leadership team, collaborating closely with the Office of the General Counsel and HR Shared Services.
- Other duties as assigned.
Knowledge, Skills, & Abilities (KSAs):
- 2+ years of professional experience required in administrative responsibilities such as scheduling, contracts process, submitting PO’s, invoices, transaction reconciliation and executive support;
- Experience using Google Platform preferred;
- Strong time management skills and ability to prioritize tasks and manage multiple tasks according to deadlines.
- Rigorous attention to detail, effective approach to communication, and ability to meet urgent deadlines in a dynamic environment.
- Ability to ask questions and proactively find solutions to issues/concerns.
Personal Qualities/Other Attributes:
- Demonstrated commitment to racial and gender equity, and a passion for social change.
- Able to adapt to rapidly evolving priorities and exercise strong judgment in ambiguous situations.
- Ability to anticipate executives' needs and be proactive in providing support and maintaining highest levels of confidentiality.
- Able to work both independently and as part of a team.
- Orientation toward developing authentic relationships with colleagues and partners built on trust, grace, and accountability.
Travel: 0-15%.
The starting salary range for this position is $65,000 - $68,000 .
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Final offers for this job will be based on capabilities and will be made within the parameters of the PPFA compensation program. Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.
We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
PPFA participates in the E-Verify program and is an Equal Opportunity Employer.
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- PDN-HR
If denoted as NYC, DC, or both, this position is usually located in our New York City or DC office, but is remote while offices remain closed due to the COVID-19 pandemic.
Final offers for this job will be based on capabilities and will be made within the parameters of the PPFA compensation program. Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.
We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
PPFA participates in the E-Verify program and is an Equal Opportunity Employer.
#LI-SY1
- PDN-HR
Beginning in February 2023, all roles denoted as NYC, DC, or both, will be on a hybrid schedule, requiring 2-3 days per week in-office.
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