People and Culture Associate

Department: People & Culture

Reports to: Assistant Director of People & Culture

Classification: Nonexempt

Work Hours: FT, on average 35 hours a week

Summary

JOB DESCRIPTION

The People and Culture Associate is an administrative assistant to all members of the P&C team, and oversees office administration and reception. Responsibilities include assisting in job postings and hiring communications; overseeing and updating manuals, forms, and reports; creating and managing information systems; paperwork; assisting with staff events; maintaining office processes and supplies; and the creation of essential forms and charts that support this work. This role is also responsible for contributing to the supportive and developmental work culture at Omega, and blending this approach with the upholding of policies and labor laws.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Process Management

• Assess and implement systems, supporting best practice for the department’s work and the people they serve.
• Manage department manuals, ensuring up to date checklists for processes
• Manage department communications via email, and bulletin boards in the People and Culture office and Staff Dining to ensure up to date, accurate and visually pleasing communications
• Administer yearly updates to core and seasonal handbooks in partnership with P&C Director and organizational stakeholders
  
  

Office Management, Administration and Reception

• Oversee P&C offices to ensure welcoming, clean and organized physical space
• Maintains office supply inventory
• Act as the first point of contact in P&C, both in person by greeting and directing team members who come into the P&C office with a welcoming and patient attitude, as well as over the phone or email
• Monitors general P&C email inbox and voicemail
  

Recruitment and Onboarding

• In partnership with other team members, hire approximately 200 seasonal staff
• Create job postings and hiring communications
• Process all incoming applications and route through ADP applicant tracking system
• Support onboarding efforts which include: new hire paperwork, processing background checks, etc.
• Ensure adherence to recruitment and equal employment opportunity laws and practices
  

Team Assistance

• Provide support to all team members in the areas of Human Resources, Staff Development, Residence Life, and various other projects as requested
• Assist with the creation, proofing and updating of all handbooks, hiring packets, forms, reports, and campus-wide postings
• Generate and distribute various reports using data from many sources for internal department use as well as for outside departments
  
  

Core Staff

• Update and maintain organizational chart, contact lists, and masthead information for all core and hourly staff
• Provide onboarding support including door signs, phone and email, office keys, paperwork, etc.
  
  

Seasonal Team Members

• Assist with managing all seasonal team members in ADP (online payroll system), including hiring and termination
• Create and maintain tracking systems: Arrival Grid, Guest & Gathering Request Log, Staff Guest Log, etc.
• Coordinate and prepare for seasonal arrival days including coordinating with other departments to meet operational needs. Communicate with department managers to ensure smooth integration of new team members
• Assist with tracking, receiving, processing, and filing all incoming paperwork, ensuring that all team members complete required paperwork; receive a welcome packet and appropriate handbooks; attend orientation; t-shirt(s); have their photo taken; and know their housing assignment
• Assist with seasonal orientations and trainings in partnership with the P&C Team
• Assist with all seasonal events, including mid-season and end of season parties, as needed
• Assist seasonal team members with various needs over the course of the season and direct issues appropriately
  
  

Supervisory Responsibility

N/A

Work Details

• This position functions in Omega’s administrative offices.
• This is a full-time position.
• The days and hours of work are Monday through Friday, 9 a.m. to 5 p.m. from November through April. These times may fluctuate when special needs arise. Beginning late April and through Omega’s workshop season, the days and hours of work will include at least one weekend day (typically Tuesday through Saturday or Sunday through Thursday).
  
  

Physical Requirements

• Ability to frequently move items that weigh 20 pounds for various needs.
• Ability to remain in a stationary position 50% of the time.
• Ability to traverse a hilly campus in diverse weather conditions.
• Ability to position self to perform diverse job tasks as necessary.
• Ability to communicate information and ideas so others will understand, and ability to exchange accurate information in these situations.
• Ability to observe details at close range.
  
  

Required Education & Experience

• Minimum 1 year human resources experience
• Excellent communication skills, both oral and written
• Adept at office systems including Microsoft Suite (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, etc.)
• Strong organization and spreadsheet data management/formulation skills
• Detail-oriented and motivated, with an excellent ability to multitask and follow-through independently
• Experience with dynamic work environments, demonstrating an ability to respond quickly to the changing needs of the moment
• High level of integrity; projecting credibility and maintaining confidentiality
• Team player
• Alignment with Omega’s mission, goals, and core values
  
  

Preferred Education & Experience

• Bachelor’s degree
• Professional experience with ADP
  
  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Omega complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable New York State or local laws. Consistent with those requirements, Omega will reasonably accommodate qualified individuals with a disability if such accommodation would allow the individual to satisfactorily perform the essential functions of the job, unless doing so would create an undue hardship.

Omega Institute for Holistic Studies, Inc. (“Omega”) is an equal opportunity employer and complies with all applicable federal, New York State, and local laws. We celebrate diversity and are committed to creating an inclusive environment for all. As a community of learners, we are committed to putting our organizational aspirations into practice, as outlined in our Justice Equity Diversity Inclusion (JEDI) Statement .

Omega strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of actual or perceived race; color; creed; age; religion; national origin; citizenship status; sex (including pregnancy, childbirth, and related medical conditions); gender (including gender identity); sexual orientation; disability; marital status; partnership status; familial status; status as a victim of domestic violence, stalking, or sex offenses; genetic predisposition; veteran’s status; military status; or any other basis protected under applicable federal, state, or local laws, regulations, or ordinances. All Omega employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.