What are the responsibilities and job description for the Human Resources Administrator position at Mote Marine Laboratory & Aquarium?
The Human Resources Administrator is a key leadership role responsible for overseeing and enhancing Mote’s human resources, payroll, and employee benefits functions. This position ensures the seamless management of retirement and benefit plans, compliance with federal and state regulations, and the development of effective employee relations strategies. The Human Resources Administrator plays a pivotal role in supporting senior management on high-level HR and labor matters, while also fostering a positive and productive work environment through professional development and organization-wide training initiatives. By streamlining processes, maintaining critical data, and providing strategic guidance, this role is essential in ensuring Mote’s HR operations align with organizational goals and priorities. Additionally, the Human Resources Administrator contributes to special projects and initiatives, partnering closely with the CFO, President & CEO and other senior management to support the organization’s mission and workforce needs. With eight research and education locations across Florida and plans for expansion, some travel is required for in-person communications.
Description
- Analyze and communicate Federal and State regulatory changes related to staff benefits, payroll deductions, and income tax, ensuring compliance with agencies such as the IRS, SSA, and DHS.
- Oversee Mote’s retirement plans, including managing communications, performing calculations, conducting plan comparisons, and preparing detailed reports.
- Provide oversight of employee benefit plans, including policy reviews, renewals, obtaining quotes, and conducting cost analyses for the CFO. Ensure seamless integration of plan data and employee selections with payroll software while maintaining strong relationships with provider representatives.
- Advise senior management on high-level human resources and labor issues, offering strategic guidance and insights.
- Support supervisor and employee relations including but not limited to mediation, termination, disciplinary actions, workplace/sexual harassment issues, and documentation of employee records.
- Lead the development and implementation of new hire processes, including standardizing job descriptions, enhancing recruitment advertising, setting candidate requirements, vetting applicants, assisting with coordination of interview schedules, and participating in interviews as appropriate.
- Prepare and submit regular compliance reports, including EEO plans, U.S. Labor Reports, and Bureau of Labor Statistics Multi-Worksite Reports.
- Manage year-end reconciliations and filings, such as W-2s, ACA reports, VETS reporting, and U.S. Census submissions.
- Handle critical processes such as unemployment claims resolution, COBRA compliance, FMLA requirements, and maintaining Mote’s affirmative action plan.
- Maintain a comprehensive database of staff hires, terminations, and employment-related issues to support organizational needs.
- Facilitate professional development opportunities for supervisors and identify Mote-wide employee training to enhance organizational performance and cohesion.
- Collaborate with the CFO, President & CEO, and HR Payroll & Benefits Manager to update and maintain the Mote Policy Handbook, ensuring clarity and compliance.
- Assist the HR Payroll & Benefits Manager with essential duties, ensuring seamless HR operations.
- Take on special projects or additional responsibilities as assigned by the President & CEO or CFO.
Knowledge, Skills, and other Characteristics
The Human Resources Administrator plays a pivotal role in fostering a positive, efficient, and compliant workplace environment. This position requires exceptional organizational skills, strategic thinking, and a proactive approach to managing human resources functions. The ideal candidate will have a strong understanding of HR principles, labor laws, and compliance requirements, combined with the ability to analyze complex issues and provide actionable insights to senior management.
Outstanding interpersonal and communication skills are essential, as the Human Resources Administrator must effectively build relationships across all levels of the organization, mediate conflicts, and support employee relations with professionalism and empathy. Strong leadership and collaboration abilities are critical, as this role involves guiding teams, developing policies, and delivering impactful training and development programs.
This individual must exhibit sound judgment, high ethical standards, and attention to detail, ensuring that all HR processes align with organizational goals and regulatory requirements. A forward-thinking mindset, combined with adaptability and resilience, is key to addressing evolving workforce needs and driving continuous improvement. With a dedication to fostering a supportive and inclusive workplace, the Human Resources Administrator will be a trusted resource for employees and a valuable strategic partner for leadership.
Minimum Requirements
- Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field
- Demonstrated expertise in employee relations, benefits administration, and HR compliance with federal and state regulations. A minimum of 5 years of experience in Human Resources
- Exceptional ability to work collaboratively and build strong relationships across all levels of the organization
- Outstanding verbal and written communication skills, with the ability to engage effectively with a diverse range of stakeholders
- Strong ability to prioritize tasks and work independently in a fast-paced environment
- Proven track record in managing multiple projects and deadlines simultaneously with exceptional organizational skills
- Highly proficient in HR technology and software, including Microsoft 365, Google Workspace, Adobe Acrobat Pro and HRIS systems (e.g., UKG Solutions- Workforce Ready (Kronos) & HR modules BambooHR, Workday, or similar platforms).
- S. citizenship or valid U.S. work authorization appropriate for the role.
- Valid Florida Driver’s License
- Ability to travel periodically, including overnight trips
The ideal candidate would hold a Master’s degree or have additional graduate coursework in Human Resources or Organizational Development, hold professional HR certifications (e.g., SHRM-CP/SCP, PHR/SPHR) and have Human Resources experience in organizations/programs with over 100 employees.
Employment Category: Exempt
Working Hours
Normal hours between 8:00 a.m. – 5:00 p.m. Monday through Friday. Some travel required which may be outside of normal working hours.
Supervision
The HR Administrator workload is supervised directly by the CFO, but serves in a networked role reporting to the President & CEO as well as other senior leadership to accomplish the mission of the institution.
Supervisory Responsibilities
Manages employees overseeing specific entities of Human Resources, presently one individual, but subject to grow as the institution expands over time.
Hiring Conditions
The hiring of a successful candidate for this position is conditional on a background check within one week of hiring.
To Apply: Interested applicants should apply on line by choosing “2025 Human Resources Administrator” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm January 15, 2025
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.