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Human Resources Administrative Specialist

2 months ago

Portland, Oregon, United States Mercy Full time

Location:
Portland, OR, United States.

Work Modality:
Hybrid - 3 days per week in-office for on-site duties required.

Position Status:
Non-Exempt, Full time, Regular - Temporary Role

Salary Level:
US Starting Salary for this role will be USD $40,000 to $47,500 commensurate on experience.
About Mercy Corps
Mercy Corps is driven by the conviction that a better world is achievable.

We understand that our teams perform their best work when they are diverse, and every member feels a sense of belonging.

We embrace diverse backgrounds, perspectives, and skills to strengthen our impact and ensure long-term success.

Department Overview
The People Team is dedicated to ensuring that Mercy Corps attracts and retains the talent necessary to be a leading humanitarian organization, effecting transformational change globally.

This is accomplished through the recruitment, retention, and development of top-tier global talent.
Position Overview
The Human Resources Coordinator is responsible for providing administrative and coordination support to the US Human Resources Department.

This role entails managing a variety of HR functions that assist members of the Mercy Corps global team efficiently and accurately, fostering a spirit of collaboration and service.

Key Responsibilities
PEOPLE TEAM SUPPORT
• Oversee administrative functions for the US HR Department, supporting both HQ and Global operations.
• Maintain the team's documentation platform, transitioning from Google Folders to Microsoft SharePoint.
• Assist in the collection and processing of all new hire documentation.
• Support the HR Team with compliance reporting and employee notification & labor law posting requirements.
• Follow up on outstanding paperwork for new hires, changes, and terminations.
• Facilitate employment verifications, including Public Service Loan Forgiveness (PSLF).

• Manage the team's mailbox, directing inquiries to the appropriate team member for resolution.

• Provide audit support for both internal and external audits.
• Ensure e-filing of all HR-related documents into the correct team member files.

• Aid in maintaining and updating team member information in Mercy Corps' Human Capital Management System (HCM) and Application Tracking System (ATS).

• Assist in drafting Employment Verifications for the US HR Team.
• Manage and sort physical mail for the People Team.
• Support the People Team with global initiatives, diversity & inclusion efforts, data entry, and reporting.

PROJECT SUPPORT
Actively contribute to HR-related projects, including:
Project:
Digitization of Mercy Corps' physical employment records.
Deliverables:
• Update and add digitized documentation of active employees into Mercy Corps HRIS system.
• Update and add digitized documentation of terminated employees into the HR Shared Drive folder.

PERSONAL LEADERSHIP
• Strive to exceed expectations; demonstrate flexibility, resilience, and maintain positive relationships.
• Uphold high ethical standards and treat individuals with respect and dignity.
• Foster productive relationships with all stakeholders.
• Promote Mercy Corps culture by advancing innovative ideas.
• Exhibit awareness of personal strengths and areas for development.
• Maintain a strong commitment to confidentiality and non-disclosure.

SAFEGUARDING RESPONSIBILITIES
• Engage in learning about safeguarding and integrate it into daily work.
• Uphold the values of Mercy Corps, including respect for the dignity and well-being of participants and colleagues.
• Encourage open communication within the team.

Supervisory Responsibility:
The Human Resources Coordinator position does not have supervisory responsibilities.
Reports Directly To:
US HR Manager
Works Directly With:
HR Senior Coordinator, HR Advisors, US HR Director, Benefits Team, and other members of the People Team.

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, and other stakeholders.

Minimum Qualifications & Transferable Skills
• Bachelor's degree or 2+ years of administrative/coordination support experience.
• Ability to maintain operational consistency with other team members.
• Proven track record of delivering excellent customer service and attention to detail.
• Capability to follow procedures, complete tasks with high-quality outputs, meet deadlines, and adapt to shifting priorities.
• Demonstrated ability to maintain confidentiality.
• Strong problem-solving skills, effective organizational, and interpersonal abilities.
• Understanding of HR processes and data.
• Familiarity with major US employment laws is advantageous.
• Fluency in English is required; proficiency in another language is preferred.
Success Factors
The ideal candidate will be a proactive learner, self-motivated, innovative, and action-oriented. They must possess the ability to work independently while demonstrating effective customer service skills.

Living Conditions / Environmental Conditions
This position is based in Portland, OR, offering a hybrid work model with at least three office days per week.

Ongoing Learning
In line with our belief that learning organizations are more effective, we empower all team members to dedicate 5% of their time to learning activities.

Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and collaborate. We strive for a culture of trust and respect.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis.

Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we interact with are treated with respect and dignity.

Covid-19 Vaccine Policy for US-Based Employees
Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19.