Manager, Human Resources Operations

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks an experienced Human Resources Operations Manager to support our organizational and human resources operations. The ideal candidate will be passionate about improving processes, leading and implementing change,  love learning new technologies, and have a general understanding of HR systems, organizational operations, and federal, state and local employment regulations. This is a full-time position based at PEN America’s New York headquarters and reports to the director of human resources.

The human resources operations manager is a dual-role involving a full spectrum of human resources management and office operations responsibilities. The manager will take on a wide range of deliverables for our growing nonprofit organization, ensuring that our office operations and personnel processes meet the needs of our staff of over 80 employees. The human resources operations manager is a confidential role, having regular access to confidential information including but not limited to employee files, labor relations discussions and meeting preparation, and effectuating changes as a result of collective bargaining negotiations and compliance thereafter. The manager will actively work both independently and directly with the chief executive officer, the chief operating officer, and the chief finance and administrative officer, the finance and administration department, and the human resources team.

The human resources operations manager will serve as an on-site resource to staff, from providing staff with training on use of office machines and systems to making decisions on office seating and effectuating ADA compliance. The manager will create and evaluate protocols, instruction manuals, and other internal processes supporting efficient office use. The human resources operations manager will also create, revise and monitor employee policies that ensure organizational adherence to local, state and federal health and safety laws and guidelines.

This individual will also serve as the point person for ensuring the office is well-supplied and maintained, new and existing staff have access to office resources, and vendors are secured as needed and supervised. Deliverables will include ensuring the maintenance of office equipment and working with building management, repair technicians, and mail and delivery services. The position requires experience with technology and the ability to function as the first point of contact for IT needs. This includes basic troubleshooting, communicating with our IT vendor on WiFi and computer issues, planning and preparing devices for staff usage, creating and managing logins for staff, and overseeing our audiovisual conferencing equipment and accounts. 

Working alongside the human resources manager, the human resources operations manager will also play an integral role in the onboarding process for all new employees. The individual will also be expected to ensure adherence to policies regarding health and safety in the workplace, including reviewing personal documentation required from staff members and monitoring compliance with protocols. The successful candidate will have experience creating organizational processes and implementing deliverables in an organized, timely manner. The ideal candidate will be comfortable negotiating contracts with vendors and service providers and communicating with staff members to address needs or concerns. The ability to anticipate issues, be resourceful in problem-solving, and follow projects through to completion is crucial to this role. Ideally, this candidate will have some experience successfully supporting a workforce that is both virtual and in-person.

This position offers an excellent opportunity to grow one’s administrative career while being part of a dedicated, enthusiastic, and mission-driven staff in a fast-paced nonprofit organization. Advancement to more senior administrative and operational roles is possible as the organization grows.

In alignment with PEN America’s current protocol for this position, all applicants should be available to report to the office five days a week. This policy is subject to change.

RESPONSIBILITIES:

• Ensure an efficient, inviting, and supportive office environment for staff and visitors
• In collaboration with the human resources manager, hiring manager, and our off-site IT provider, finalize seating assignments, set up new hires’ workspaces with devices and supplies, and ensure accounts are active and working properly
• Advise on policies and procedures with regard to labor relations; effectuate future changes and compliance 
• Play an integral role in the onboarding process including receipt of sensitive employee documents such as I-9 and vaccination records, and facilitating new hire orientation, as needed
• As a member of the human resources team, assess the specific requirements of individual staff members in the workplace and ensure these needs are addressed
• Plan, coordinate, and oversee office IT needs, including interfacing with IT provider and ensuring training and maintenance are provided for new and current staff
• Take proper inventory of office supplies and devices, purchasing stationery, furniture, appliances, and electronics, as needed
• Receive, sort, and distribute mail to appropriate departments
• Ensure front-of-office coverage, including answering calls to our main phone line and assisting visitors
• Oversee the provision of housekeeping and maintenance services to keep the office clean and safe, and appliances in working order
• Collaborate with senior managers to improve office operations and procedures
• Prepare and maintain relevant office management budgets
• Set up audiovisual conferencing equipment and provide administrative support for meetings, including making proper room arrangements
• Create initiatives that further the organization’s overall goals with regard to the office environment and accommodation of staff
• Maintain compliance with local, state, and federal authorities with regard to office use and safety, and ensure proper property and liability insurance coverage
• Organize employee engagement activities, including birthday celebrations, virtual bingo events, and weekly lunches
• Regularly update internal staff documents and listservs to accurately reflect current staff, intern, and fellow lists
• Partner with director of human resources and human resources manager to update office policies and employee handbook
• Assist with the planning and execution of organizational events, as needed

All PEN America staff are considered to be stakeholders in the development of our shared organization. As such, staff play a role in varied activities within the workplace as part of their job responsibilities. These may include committees or task forces to work on office issues, diversity and inclusion, strategy projects, training or other initiatives.

QUALIFICATIONS:

• Self-directed professional with at least two years of office management or operations experience, with a background in or experience with HR-related functions 
• Ability to handle sensitive and confidential information with complete discretion
• Exemplary team player with professional demeanor and ability to work independently and collaboratively
• Exceptional problem-solving skills, and the ability to independently identify challenges and follow through to  their solution
• Knowledge of office technology, management systems, and procedures
• Strong organizational abilities, including planning and collaborating with others
• Ability to anticipate issues, effectively undertake multiple projects simultaneously, meet deadlines, and handle a frequently fast-paced work environment
• Excellent interpersonal skills and ability to guide and support colleagues
• Effective written and verbal communication skills
• Meticulous attention to detail and focus on precision in all aspects of work
• Formidable work ethic and high energy level, with willingness to do what it takes to get the job done
• Demonstrated ability to forecast issues and develop creative resolutions
• Proficiency in Microsoft Office Suite (Excel and Word) and G Suite
• Should be able to comfortably lift 15 lbs

Salary and Benefits: PEN America offers competitive compensation and full benefits. The salary range for this position is $65K-$75K annually, commensurate with experience. Candidates whose expectations are outside this range are welcome to apply, as PEN America is open to considering talented individuals at varying stages of their careers. PEN America’s benefits package includes medical, dental, and vision health insurance, paid time off, 10 paid holidays, pre-tax commuter benefits and a 403b retirement plan.

TO APPLY:

Please submit a cover letter and resume to jobs@pen.org. Use “HR Operations Manager” with your name as the subject of your email (for example, “HR Operations Manager – Jane Doe”). Please also share where you heard about this position in the body of your email. Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

PEN America is an equal opportunity employer that does not discriminate in its hiring practices, and in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

No phone calls, please.

ABOUT PEN AMERICA:

PEN America stands at the intersection of literature and human rights to protect free expression in the United States and worldwide. We champion the freedom to write, recognizing the power of the word to transform the world. Our mission is to unite writers and their allies to celebrate creative expression and defend the liberties that make it possible.