Overview
Office Administrator-School of Information Sciences Jobs in Urbana, IL at University of Illinois Urbana-Champaign
Office & People Care Manager
Position Title: Office & People Care Manager Office: Lansdowne, VA
Reports To: VP of Administration & Operations Exempt/Non-Exempt: Non-Exempt
Department: Operations Position Type: full-time
Direct Reports: none Date Revised: March05
Position Objectives:
At Care Net, our team is our greatest asset, and the care of each member is our
greatest responsibility. The Office & People Care Manager at Care Net will play a
vital role in managing and optimizing our Human Resources Information System
(HRIS) and building a culture that is Christ-centered, supportive, and empowering
for our staff. In addition, you will serve our organization by performing a variety
of operational and administrative tasks, including managing the administration of
our headquarters office in Lansdowne, VA.
You will be responsible for overseeing recruiting, onboarding, benefit selection,
payroll verification, annual review processes, and off-boarding while ensuring
alignment with the organization’s mission and values. This role requires someone
who thrives in a fast-paced, ever-changing and detail-oriented environment and has
the ability to streamline processes. You will be responsible for developing key
performance indicators around your deliverables and reporting on progress.
Primary Responsibilities
On-Site Office Management of Lansdowne, VA
Serves as main POC for Virginia office building management (currently
ADF) ensuring necessary communications from ADF to HQ staff are timely
and accurate
Receives all incoming mail at HQ not otherwise assigned to another staff
member; reviews, acts on, distributes mail as appropriate
Receives multiple invoices (mostly monthly recurring) via the mail and
digitally for the operation of the HQ office, benefits administration and
premium payments, etc. Appropriately codes expenses per the chart of
accounts, and routes to the appropriate Director/VP for approval, submits to
accounting for payment.
Orders office supplies as needed for the Virginia office
Maintains Care Net’s multiple storage closets at HQ Office; schedules and
completes removal of files in Document Retention closet; coordinates the
return and organization of materials from Care Net’s annual national
conference
Coordinate hospitality arrangements (hotel arrangements, group meals) for
board meetings (two times per year) and other events at the Virginia office
Assist the Director of IT with the fulfillment of new hire equipment (laptop,
peripherals) and the return of company equipment and property at employee
separation. Interface with technology support and Director of IT to
decommission older laptops and recycle appropriately.
People Systems
Ensures data accuracy, system integrity and data security in our HRIS
platform (currently Paylocity)
Initiates the New Hire process within the system and ensures new employee
data accuracy. The new hire process includes pre-employment data
collection, benefits package launch and employee selection of benefits, 90-
day “onboarding” (currently housed in project management software).
Maintains strict confidentiality of employee privileged and sensitive
information including salary, benefits selection, healthcare claims
information, performance review information, etc.
Accurately maintains paper files for all employees (current and terminated)
in accordance with the Document Retention Policy headquarters office in
Lansdowne, VA
Serves as primary administrator of and main point of contact with the HRIS
platform firm, routing questions, and receiving and acting on system
generated notices, responding to inquiries
Recruitment
Manages the recruiting process in the HRIS, including job requisitions,
postings, applicant tracking
Collaborates with hiring managers to ensure effective candidate selection for
open roles
Interfaces with and manages external recruiters, as required, to obtain
additional candidates for selected roles.
Ensures candidate offer letters are compliant with Care Net processes and
have the approvals required.
Using an online platform, orders and reports on background checks for all
candidates signing an offer letter
Payroll
Ensures the accuracy and integrity of data in the HRIS system which
impacts bi-weekly payroll. This includes the timely processing of hires,
terminations, leaves of absence, salary changes, changes in deductions or
withholding, etc. in the HRIS platform
Communicates with Accounting firm who processes payroll the data
changes which impact payroll
Communicates with staff at regular intervals the need to complete and
approve timecards; assists staff who are having difficulty with this task
Receives and reviews the “pre-process payroll register,” ensuring data
changes are accurately reflected in payroll processing; collaborates with
Accounting vendor Payroll Processor to resolve data and payroll
discrepancies
Benefit Administration
Assists with data compilation and evaluation to select health care insurance
carriers, employees plans, etc. prior to Open Enrollment process.
Communicates with employees the Open Enrollment process and deadlines;
facilitates all-staff meetings in which the healthcare plans are presented;
assists staff with online benefit selection in HRIS, answers questions on the
plan; ensures new benefit deductions are accurate in payroll processing
Assist employees with benefit enrollment, inquiries, and changes. Directs
employees as needed to insurance brokers/customer service, insurance
carriers’ customer service
Assists employees needing to take extended leave by accurately
communicating Care Net’s leave policy, short-term disability benefit, and
(when appropriate) maternity leave pay; completes required forms for short
and long-term disability claims provided by insurance carrier
Serves as main billing contact for all insurance carriers; receives, codes,
gains approval and routes monthly premium bills
Serves as Administrator for corporate travel platform (Travel Perk) and
corporate credit card platform (Divvy) – adds new staff, removes separated
staff as needed.
Annual Review Process
Oversees the administration/system functions of the annual performance
review process by ensuring the annual performance review process is
launched in the HRIS for each eligible employee, ensuring reviews are
moving through the approval and digital signature process to completion
Under the supervision of the VPAO, calculates merit increases based on
Annual Review Scores; receives the appropriate approval of those
calculations, enters new salary information into HRIS, reconciles payroll to
new salary amounts
Ensures each employee receiving a merit increase has a Personnel Action
Form completed and signed by their manager and appropriate Executive.
Files completed forms in employee permanent paper filed at headquarters
office.
Compliance & Reporting
Assists in compliance with employment laws and regulations by working
with the SVP of Administration & Operations and, if necessary, outside
legal/HR counsel.
Generates reports and analytics on key culture and staff metrics for
management.
Employee Relations & Culture:
Serves as employees’ main contact for all topics of employee care (salary,
benefits, leave, certain policies, healthcare claim resolution); appropriately
answers questions, or refers employees to correct contacts inside or outside
of the organization; follows up with employees to ensure resolution to issues
Maintains daily devotional calendar and assignments for the staff, updating
regularly with changes in staff
Plans and coordinates annual all-staff retreat including travel,
accommodations, meals, meeting space, programming.
Develops and maintain employee appreciation programs, including birthday
and holiday programs.
Financial Oversight Assistance
Assists the SVPAO with employee communications regarding financial
reporting and oversight:
o Monthly emails to complete expenses in credit card portal and
invoices
o Monthly emails to Budget Owners to review and correct financial
reports
Maintains filing in headquarters office of correspondence from states related
to Charitable Registrations.
Assist the SVPAO with the collection and recording of various data for the
Annual Financial Audit
Qualifications:
+ years of experience in HRIS system administration and maintenance and
+ years of office management experience.
Bachelor’s degree from an accredited college or university
Committed follower of Jesus Christ who wholeheartedly shares and will
uphold the Care Net’s Statement of Faith, Vision, Mission, and Core Values.
Possesses a strong commitment and dedication to the pro-life position and
Biblical family values.
Relational sincerity and warmth, with proven capacity to earn the trust and
goodwill of both co-workers and partners.
Able to foster a positive and supportive work environment that encourages
unity, forgiveness, and reconciliation among employees in accordance with
principles from Matthew 18.
Proven ability to uphold standards of confidentiality related to sensitive
information.
Ability to perform well under pressure and deadlines. Very organized. Very
detail oriented.
To apply, send a resume and cover letter to: Kathy LoBuglio, VP of
Administration and Operations, at [email protected]. No calls please.
Show more
Title: Office Administrator-School of Information Sciences
Company: University of Illinois Urbana-Champaign
Location: Urbana, IL
