Employee Experience Manager

ORGANIZATION OVERVIEW:

Providence House, Inc. is a non-profit leader, helping people overcome challenges and gain independence in the community. We advocate for women and with histories of experiencing homelessness or legal system involvement, and provide a safe environment where dignity is recognized, strengths are enhanced, and a transition to stability is achieved.

POSITION DESCRIPTION:

Reporting to the Senior Director of People Operations, the Employee Experience Manager is responsible for providing exceptional interviews, onboarding/orientation, and workplace acclimation experience for prospective candidates and newly hired employees. This role combines elements of recruitment, onboarding/orientation, annual mandatory training, employee engagement, targeted human resources initiatives, and employee experience management. This role strives to ensure a smooth transition for new hires and provides ongoing support throughout the entire life cycle of employment for each employee. This position must adhere to best practices for Human Resources professionals including upholding rigorous standards of ethics and maintaining the highest degree of confidentiality and discretion.

RESPONSIBILIITES:

Sourcing and Recruiting Prospective Candidates

· Assist in the design and drafting of job descriptions including the assignment of proper exemption and EEOC classifications;

· Strategically post job descriptions on relevant platforms and social media utilizing efficient marketing techniques and budget;

· Engage in proactively identifying candidates that fit job description qualifications and profiles to encourage applications;

· Promptly review resumes received and screen for appropriateness scheduling interviews for hiring leader;

· Prepare interview questions, rubric based on job description, task-based evaluations, and attend interviews as requested;

· Train leaders how to conduct compliant interviews, rate candidates in a fair and equitable manner, and appropriately hire;

· Check professional references, conduct social media screening, and verify any collateral licensure or education;

· Extend formal offer and engage in salary negotiation process and benefit explanation to final candidate;

· Share background check information, fingerprinting forms, employment application, and any other new hire paperwork;

Human Resources Information System (HRIS) Management

· Generate employee’s profile within HRIS management system (currently the agency uses ADP internally);

· Verify information entered in ADP is complete, accurate, and in compliance with all local, state, and federal laws’;

· Create employment profile within HRIS management system and Paycom (currently used for benefits by third party vendor);

· Assist the new hire with any questions or concerns related to application or set-up within either system;

· Facilitate use of on-site computers in the event new hires need access to appropriate technology prior to onboarding;

· Perform routine scanning, inter-filing, and shredding for personnel and various HR maintained documents;

· Responsible for complying with the agency’s document retention policy as it pertains to the agency’s human resources files;

· Annually update staff contact information, emergency contact information, payroll schedule, holiday & early closure list;

· Assist HR with drafting and disseminating critical information to all staff via email and/or HRIS notices as requested (including but not limited to list of arrivals and departures, updated directory information, new headquarters policy, exciting events, reminders regarding inclement weather protocols, emergency information dissemination, etc.);

Technology Set-Up Prior to Onboarding for New Hires

· Request network/domain set-up, email, two-factor authentication account (following checklist) with IT vendor for new hires;

· Identify need for agency-issued cell phone and/or laptop prior to start date; liaison with internal IT staff to facilitate set-up;

· Review list of software/databases per role to ensure proper access is installed on the desktop and laptop prior to start;

· Verify physical workstation location at site and place request with operations and programs to tidy in advance of arrival;

· Designing and ordering business cards for new and existing employees following agency branding templates;

Leading Onboarding and Training Organization/Logistics

· Prepare logistics prior to each onboarding: assemble folders, order refreshments, make nametags, edit PowerPoint slides;

· Coordinate attendance of all necessary trainers associated with new personnel trainings and create clear schedule of events;

· Inform and organize all parties involved in new personnel trainings of the schedule of events, providing a detailed agenda in advance, creating calendar invitations, and proactively troubleshooting issues with last-minute trainer attendance concerns;

· Manage all onboarding logistics for newly hired staff: be on-site to welcome arrivals, layout breakfast refreshments, provide critical paperwork to guide the multi-day process, transition employees throughout each module from day-to-day;

· Serve as the welcoming ambassador for the agency’s new hires, creating a warm and organized onboarding experience;

· Support with logistics coordination and execution of all annually mandated trainings and other HR in-person initiatives;

· Generate onboarding and mandatory training completion certificates and assist employees with uploading to HRIS system;

Serve as Liaison with Units for Onboarding Initiatives

· Integrate IT into the onboarding program for new hires with agency-issued technology for functionality prior to site work;

· Coordinate with program staff to facilitate smooth transfer from main office onboarding to on-site job training;

· Direct finance-related questions pertaining to tax, deductions, garnishments, or payroll to proper party for assistance;

Post Onboarding Follow-Up

· Conduct satisfaction survey/discussion post-onboarding to collect critical feedback for ongoing experience improvement;

· Schedule a two-week follow-up call with each new hire to check-in on the status of their acclamation to the worksite;

· Conduct a 45-day and 90-day evaluation for each new hire and ensure this document is provided in a timely manner;

· Coordinate annual mandatory training courses for all employees to maintain compliance with legal and funder regulations;

Employee Offboarding

· Manage voluntary resignations from the agency including preparing acknowledgement letters and recovering property;

· Improve exit interview practice and host exit interviews for applicable departures from the agency and aggregate data;

· Perform relevant updates to the HRIS systems (both ADP and Paycom currently) and calculate final payouts;

· Communicate voluntary departures to relevant parties for streamlined efficiency (finance, IT, diocese, unit leadership, etc.);

Agency Appreciation

· Coordinate with HR to honor critical employee milestones with appropriate demonstrations of appreciation;

· Responsible for identifying, ordering, and managing delivery for celebratory gifts, sympathy gestures, thank you gifts, etc.;

· Plan and execute all logistics and details pertaining to twice annual agency-wide employee appreciation events;

· Assist HR and management team with new/creative ways to demonstrate staff appreciation and celebrate staff excellence;

· Send agency-wide communications related to staff appreciation and designated industry observance by month, etc., and

· Perform any other mission-centric duties as assigned.

SANCTUARY MODEL:

· Effectively use and practice Sanctuary Models tools, safety plans, community meetings, team meetings, red flag reviews, and self-care in the program to create a non-violent and trauma sensitive culture.

· Promote and model the core values and mission of Providence House (compassion, non-violence, hospitality, and community) and the seven Sanctuary Model commitments to create a non-violent and trauma sensitive culture.

· Integrate the Sanctuary Model SELF (safety, emotional management, loss, and future) framework into daily practice to ensure quality care and an effective work environment.

QUALIFICATIONS:

· Bachelor’s degree in a relevant field and HRCI or SHRM Certification required;

· Minimum 5-7 years’ experience in a comparable Human Resources role performing similar responsibilities;

· Engaging presenter, excited to lead trainings and group meetings; present data and reports to management team;

· Ability to interact professionally, exercise diplomacy, maintain confidentiality, and prioritize compliance;

· Flexible, adaptable, and able to thrive in a fast-paced, supportive, and fun work environment;

· Excellent communication skills, both written and orally, delivering information with precision and clarity;

· Critical thinking mindset, challenging status quo in search of constant improvement and positive evolution;

· Proven ability to handle multiple, competing priorities in a calm and effective manner, and

· Extremely competent with Microsoft Office, Google Workspace, Zoom, preferred experience with ADP and Paycom.

WORK SCHEDULE:

The Employee Experience Manager position is a full-time, salaried non-exempt position. Generally, the hours worked will be weekdays from 9:00a.m. – 5:00p.m., with flexibility to structure working hours around onboarding, training, urgent projects, special events, and agency priorities. This position may work remotely one day per week or as agreed upon with the Chief Operating Officer. This role may require occasional evening and/or weekend work with advance notice. The agency has headquarters in Brooklyn, New York and this role is based primarily at that location.

SALARY AND BENEFITS:

The salary range for this position is $90,000-$95,000. Paid time off benefits include: 14 paid holidays, 3 weeks of vacation (with additional accruals based on agency tenure), 3 personal days, 12 sick days, early closure on Fridays proceeding Monday holidays, and a day off annually in recognition of your Birthday. Health and Wellness benefits include: medical, dental, vision, prescription coverage, life insurance, short-term disability, long-term disability, and an Employee Assistance Program (EAP). Other benefits include: a monthly health stipend (at the agency’s discretion), 403(B) with employer contribution fully vesting after three years of employment, commuter benefits, and paid professional development opportunities.

EQUAL EMPLOYMENT OPPORTUNITY:

Providence House is committed to providing equal employment opportunity in all of our employment programs and decisions. Discrimination in employment on the basis of any classification protected under federal, state or local law is a violation of our policy and is illegal. Equal employment opportunity is provided to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender (including “gender identity” -- which refers to a person’s actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with the legal sex assigned to the person at birth), national origin, age, disability, genetic information, marital status, partnership status, caregiver status, alienage or citizenship status, status as a covered veteran, or any other prohibited factor.

Job Type: Full-time

Pay: $90,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Brooklyn, NY 11221

Salary : $90,000 - $95,000