Human Resources Business and Administration Specialist
1 week ago
Onsite in Bedford, MA 3-5 days per week
To be successful in this role, the candidate must be a self-starter with the ability to work independently while prioritizing and managing multiple tasks efficiently. The role requires strong attention to detail, the ability to document, plan and execute projects, excellent communication and interpersonal skills, the ability to stay organized in a paperless environment and well-established time management skills. We need a colleague with a proactive, continuous improvement mindset who will work to understand pain points and be resourceful enough to find and provide solutions, including to automate and streamline our processes while also effectively executing in the environment as it exists today.
ESSENTIAL RESPONSIBILITIES:
Ensuring timely invoicing from vendor partners and coordinating and tracking invoices and unbilled amounts monthly to ensure timely accrual, approval, and payment.
Collecting data, preparing monthly spend reconciliation, and building reports to ensure non-invoiced services can be accrued appropriately.
Monitoring and assessing department spend for improved budget forecasting accuracy and purchase order expenditure.
Analyzing data and preparing summaries to explain forecasting deviations from budget as spending patterns develop over time.
Reconciling vendor account statements and resolving discrepancies.
Working with the Finance Department to ensure Human Resources budgets and forecasts are understood and updated on a periodic basis.
Creating requisitions and purchase orders and setting up new vendors within appropriate Company systems (SAP, Ariba).
Monitoring spend against budget and existing purchase orders.
Establishing matters, budgets and approval flows in Legal Tracker.
Administrative Support:
Supporting special projects and analysis, as requested.
Position will include general administrative support to the Human Resources leadership team, which would include calendar management, scheduling meetings, arranging travel and accommodations, preparing expense reports, maintaining office supplies, and securing catering for meetings.
Tool Optimization:
Leveraging available electronic tools (Legal Tracker, SAP) to increase overall process efficiency while assisting attorneys and contract manager to make the best use of their time, including developing proposals to eliminate manual tasks and creating interfaces between systems.
Partner with the HR Technology and Operations team on tech solutions for the Legal Department to eliminate manual processes enhance current process and create more efficient processes.
Identify, research and implement process improvements to allow the for continuous improvement and scalability.
Assisting in the development and coordinating the execution of a technology roadmap
Identifying and implementing tools that enable more effective and efficient processes for Human Resources administration.
Additional opportunity to assist with strategic management of intellectual property activities, including monitoring the patent portfolio and critical deadlines.
Human Resources Engagement Committee:
Drive employee engagement within Human Resources through our Social Committee
Identify opportunities for the team to work and play more cross functionally
Coordinate team meetings, lunch and learns, offsite meetings as needed
CAPABILIITIES / COMPETENCIES
Exceptional attention to detail and willingness to become proficient with necessary systems (Legal Tracker, SAP, Ariba, others).
High level of professionalism and the ability to maintain confidentiality and exercise discretion while engaging with Company personnel and third parties at all levels of an organization.
A strong team player who is resourceful, highly organized, self-motivated, able to take initiative and problem solve independently and actively seek help from colleagues when appropriate.
Strong command of Microsoft Office suite of programs, including Excel, PowerPoint, Word, OneNote and Teams, as well as experience using email and calendar software (Outlook).
A keen interest in exploring, learning and adapting new technologies and features (for example, Power Automate and Power BI) and agile methodologies to create efficiencies and scale.
Ability to work independently while prioritizing and managing multiple tasks efficiently in a fast-paced, detail-oriented, and deadline-driven environment.
Excellent organization, analysis and time management skills
Excellent communication (verbal and written) and interpersonal skills.
PROFESSIONAL EXPERIENCE / OTHER CONSIDERATIONS
Bachelor’s Degree is preferred.
Required to be on-site in Bedford, MA office 3-5 days a week
Core Values:
The ideal candidate will embody core values:
Let people be their best
Respect one another and act as one
Learn, adapt, and win
Know someone’s health is in our hands
Own the solution and make it happen
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