HR/Facilities Coordinator

Classification: Exempt

Reports to: Vice President of Human Resources

Date: July 2024

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

JOB DESCRIPTION

Summary/Objective

The HR/Facilities Coordinator provides administrative support to the Vice President of Human Resources and the Senior Director of Facilities/Safety Officer. The HR/Facilities Coordinator regularly coordinates activities, events, and job functions within the HR and Facilities Maintenance Departments. This position will also assume responsibility, as needed, for special projects and specified routine clerical functions. This position works closely with all personnel, other administrative support personnel, and other program personnel to ensure appropriate communication.

EssentialFunctions

• Provide backup customer service/phone coverage.
• Support the Vice President of Human Resources and the Senior Director of Facilities with administrative tasks as assigned.
• Assist the Vice President of Human Resources and the Senior Director of Facilities with projects, meeting deadlines, coordinating activities, and taking on assignments as needed.
• Act as a critical resource for coordinating communication and activities within the department and externally to other programs and departments needing interaction or services from human resources and facilities.
• Help organize and schedule complex activities, including extensive conference calls, web-based meetings, training, and organizational events.
• Compile and distribute various program reports.
• Manage the HR Calendar to ensure that reporting deadlines are met.
• Monitor job postings to ensure that they are posted on applicable sites for compliance purposes.
• Prepare organizational reports as requested to support the departments.
• Complete monthly and annual reporting regarding safety and facilities.
• Work with the maintenance team to support the scheduling of contractors.
• Provide support with contract and agreement management to ensure that all the needed documentation is provided.
• Schedule annual inspections and projects for the facilities team.
• Other duties as assigned.

Competencies

• Effective communicator, both oral and written
• Able to effectively deal with diverse individuals and groups
• Able to organize/prioritize large volumes of information
• Able to function under pressure to meet tight deadlines
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

SupervisoryResponsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other

positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

PhysicalDemands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. This job's specific vision abilities include close vision and adjusting focus. This would require lifting files, opening filing cabinets, and bending or stooping as necessary.

PositionType/ExpectedHours of Work

This is full-time from 8:00 a.m. to 5 p.m.

Travel

Up to 25 % travel is expected for this position.

RequiredEducation,Experience,or Eligibility Qualifications

• High School diploma or equivalent
• One-year experience in Administrative related work
• Proficient in Microsoft Suite

PreferredEducationandExperience

• Associate degree
• Two years of experience in similar administrative or HR work

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.