Employee Services Manager

The Employee Services Manager is strategic, detail oriented, and intensely interested in workplace wellbeing and non-profit operations. In addition to performing traditional administrative support duties, the Employee Services Manager will perform special projects in the realms of employee engagement, standard operating procedures that foster employee understanding and clear communications, and stable workplace structure. This position is ideal for someone with strong administrative and interpersonal skills, and an interest in learning the “behind the scenes operations” that serve as the foundation of a thriving work environment at Tucson Bird Alliance.

Essential Duties and Responsibilities:

Employee Recruitment and Onboarding

• Assists with administrative aspects of the recruitment process, including posting open positions; and coordinating background checks as needed
• Prepares new hire packet and assists with ordering of new hire supplies, including business cards, name tags, computers, cell phones, keys, furnishings and supplies as needed
• Assists with employee onboarding schedule and orientation in collaboration with appropriate supervisors
• Assists with employee asset management to ensure all TBA equipment distributed to employees is recorded in their employee file along with the proper corresponding employee equipment agreements

Employee Services and Procedures

• Collaborates with the Executive Director to implement, monitor, and evaluate institutional policies, systems, and Standard Operating Procedures (SOPs)
• Participates in budget planning and review for the organization
• Delegates staff meeting responsibilities and works with the ED and appropriate staff to support staff meetings and team building events
• Coordinates with the ED to ensure appropriate communications are disseminated with staff related to organizational operations
• Serves as the main point of contact with our payroll and HR compliance vendor, and consults with ED to ensure employee programs, procedures, and processes are in compliance with current laws and industry best practices
• Ensures job descriptions and classifications are kept up-to-date
• Retains back up archival and administrative files in conjunction with the ED, including job related materials such as offer letters, disciplinary letters, yearly review forms, employee legal documentation, etc. and ensures information is maintained with confidentiality
• Provides pertinent payroll information to the payroll services vendor and assures payroll submissions are timely and accurate
• Acts as liaison with benefits brokers to ensure benefits plans are reviewed and approved annually, and that benefits broker and payroll services vendor are in communication
• Maintains legal documents required by TBA such as liability waivers, photo release waivers, and updates policies as necessary to address TBA document requirements
• Oversees the TBA’s IT contractor and technology systems including working with IT and phone support contractors ensuring the TBA’s systems are supporting the organization’s needs.
• Ensures company insurance coverage is adequate for organizational needs (field trips, direct liability, auto, D&O, worker’s compensation) and acts as liaison with insurance companies during renewal times
• Assists with workers compensation administration and claims reporting

Administrative Duties*

• Manage and maintain shared spaces and supplies: orderliness of meeting rooms, kitchen, supply storage; inventory and ordering of office supplies at both Mason Center and Historic Y office locations
• Manage and keep logs of all shared office and AV equipment (i.e. phone system, main copier, postage machine, laptops, computer equipment); coordinate service and repairs; train and support staff (and guests as needed)
• Manages and maintains employee phone directories
• Daily management of mail to ensure staff documents are sent and mail received is distributed to appropriate staff to include logging all incoming checks in the check log.
• Manage updating and providing Executive Director with information on staff - i.e. contact lists, birthdays, work anniversaries, etc.
• Providing excellent customer service and maintaining relationships with office vendors
• As appropriate, assist other departments and work as a member of interdepartmental teams to ensure the effective and efficient operations of the organization
• Daily courier duties as required
• Manage and maintain key lock boxes at the Historic Y and Mason Center

*Volunteer assistance may be recruited to complete administrative tasks as appropriate

Supervisory Responsibility:

This position has no direct reports, but may recruit and manage one or more volunteers as needed, with the assistance of the Volunteer Coordinator

Work Environment and Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for those with disabilities. This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. This job occasionally operates off-site and may require being actively involved with set up and take down of displays or items needed when executing fundraising activities, or may be involved with development events being held outside in various weather conditions or terrain exposures.

Qualifications:

• Minimum 3 years of experience in an administrative, operations, or employee services support role, with direct experience in operations and employee services functions
• Excellent written and verbal communication skills
• Excellent organizational skills and attention to detail
• Proven ability to forecast, prioritize, and manage time effectively to meet multiple deadlines
• Communicates clearly and effectively within a team environment
• Acts with integrity, professionalism, and confidentiality
• Full working knowledge of G-suite, Excel, and aptitude for/interest in learning new software platforms
• Proficiency with or ability to quickly learn the organization’s HRIS and talent management systems.

An interest in birds, natural history, and wildlife conservation, and connecting people to nature a plus! But don’t worry, if you don’t care about birds now, you will after working with the TBA team!