HR & Secretarial Resources Coordinator

1 month ago

New York, New York, United States WilmerHale Full time

HR & Secretarial Resources Coordinator
WilmerHale - New York, NY

JOB SUMMARY

Assists the Human Resources and the Secretarial Resources Department with the administration of HR programs and secretarial coverage and support.

PRINCIPAL DUTIES AND RESPONSIBILITIES*

Approves Secretarial time off requests and updates daily attendance schedule; arranges coverage for all Secretarial absences through team coverage; ensures all team members are notified of absences and coverage plans; keeps Managers/Supervisors apprised of any issues. Provides coverage support to all offices as needed.
Processes eTime for secretaries. Monitors appropriate use of time off for secretaries and keeps Supervisors/Managers apprised of any problems or challenges. Works as a liaison with payroll to handle issues that may arise.
Manages the licensing, setup and configuration of users in our secretarial workflow tool.
Monitors workload and workflow for all Resource Centers firmwide, and all secretaries in New York and Denver offices. Runs regular reports on usage, productivity and performance and distributes monthly to the Supervisors/Managers.
Facilitates the distribution and collection of annual performance evaluations for all secretaries. Assists with compiling evaluation materials and scheduling evaluation meetings. Configures, maintains and updates evaluation processes, forms and templates for all offices in the performance management tool. Attends evaluation meetings in the NY office and drafts evaluation feedback as needed.
Participates in panel interviews for open secretarial positions.
Collaborates with the HR Generalist for onboarding coordination and facilitation.
Selects mentors for new hires and coordinates events for the NY Staff Mentoring Program.
Supports the recruiting function through greeting candidates, performing reference checks and telephone screens when needed.
Serves as the NY contact for pro bono partnerships to include "Sanctuary For Families" and "Year Up" programs.
Administers the Spot On Recognition Program for staff recipients.
Assists with the coordination of office wellness programs such as benefits fairs, flu shot clinics and biometric screenings.
In conjunction with the HR Generalist, maintains HR files and creates new files as staff members join the office.
Assists other members of the Secretarial and HR Department with special projects as needed and other duties as assigned.
Contributes to the firm's ServiceExcellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a "can do" attitude to internal members/departments of the firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.

Required Skills
Demonstrates thorough knowledge of the firm's computer system.
Outstanding spelling, grammar, punctuation and proofreading skills.
Excellent oral and written communication skills.
Good interpersonal skills; interacts well with lawyers, secretaries and other staff members at all levels.
Ability to work quickly and multitask.
Works well under pressure.
Takes initiative and has the ability to work independently.
Works productively as a team player.
High degree of sensitivity with ability to maintain confidentiality.
EDUCATION

BA/BS Preferred

Required Experience
3-5 years prior secretarial or administrative experience, preferably in a professional services organization.
WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.

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