HR & Operations Assistant

HR and Operations Assistant

Position: Full Time

FLSA Status: Exempt

Reports To: Director of Operations

Salary: $63,000 annually

Work Location: Remote within the United States, with occasional travel for organizational events, meetings, and retreats 

Non-bargain unit role

This position is an exempt, confidential position reporting to the Director of Operations.

About Caring Across Generations:
Caring Across Generations is a national organization working to make care more affordable and accessible at every stage of life while making sure caregivers are treated with respect and dignity. Founded in 2011 by Sarita Gupta and Ai-jen Poo, our campaign is focused on creating change in three ways: organizing a powerful movement of the Caring Majority — the majority of Americans who are directly affected by the need for care; fighting for groundbreaking policy at the state and federal level; and changing hearts and minds through storytelling, pop culture interventions, and cultural organizing.

Position Summary:
The HR and Operations Assistant will play a critical role in supporting the growth and sustainability of Caring Across Generations by working closely with staff in HR and Operations. This position requires a quick thinker with excellent communication and organizational skills who can collaborate with their team and other departments. 

Key Role Responsibilities:

HUMAN RESOURCES DUTIES

HR Generalist Assistance

• Assist with running payroll through PEO, under the oversight of Sr. Manager of HR.
  • Ensure employee hours, PTO requests, and accruals are accurate, and close the pay period in the system.
  • Export payroll data and verify its accuracy, flagging any discrepancies to the external payroll partner and Senior Human Resource Manager for resolution
• Assist Senior Human Resource Manager with employee benefits enrollments for health insurance, 401k, and annual open enrollment process.
  • Assist with tracking benefits eligibility dates and notify employees of their eligibility.
• Support the process of compliance-related training, covering topics such as harassment prevention, workplace safety, and ethical behavior by ensuring newly hired staff are assigned to training and that all staff remain current on training through regular reminders.
• Assists with data entry across a variety of HR spreadsheets
• Assist with the processing of employment verifications and unemployment claims
• Helps maintain accurate and up-to-date employee files and records, ensuring confidentiality and compliance with data protection regulations.
• Assist with various HR projects related to staff development
• Other duties consistent with the duties and qualifications outlined herein may be assigned.

Recruiting

• Post open positions on the organization’s website and job posting sites
• Schedule interviews, both for candidates and internal panels
• Ensure panel members have interview documents prior to interviews
• Answer frequently asked questions from applicants
• Take detailed notes during all interviews
• Assist tasks as needed throughout the interview process.

   

Onboarding

• Schedule one-on-one meetings with teams for incoming staff members
• Communicate with new staff member in the days leading up to their start date, laying out the first week
• Assist in completing Onboarding Documents
• Upload incoming Staff members on the organization’s website 

   

OPERATIONAL DUTIES

General Operations

• Assist the Director of Operations with the implementation of efficient operational processes and procedures.
• Support the Director of Operations with maintenance and dissemination of Operations materials and resources, including but not limited to the Operations Manual, organizational templates, and maintaining the shared google drive.
• Maintain organization-wide processes, including but not limited to the Staff Wellness Perk and issuing of gift cards.
• Note-taking during meetings and interviews
• Foster a positive and productive team environment
• Helps respond to questions about organization policies and procedures and escalates questions when appropriate
• Support the OPS & HR Team to ensure the Employee Handbook and internal forms are updated and consistent.
• Other duties as assigned

Contracts

• With oversight from the Director of Operations, build contracts and send them for signatures.
• Communicate with staff members regarding contract policies and answer frequently asked questions.
• Assist in periodic audits of contracts.

Event Coordination

• Work collaboratively with the Director of Operations and other team members to achieve organizational event goals.
• Responsible for the following tasks for events
  • Booking Staff travel and accommodations
  • Booking travel and accommodations for event participants
  • Processing invoices and tracking hours for contractors
• Other duties as assigned.

Qualifications and Skills:

• Minimum 2 years of experience in an assistant, associate,  or similar administrative role. Some HR experience is a plus
• Maintain confidentiality and ensure the highest standards of data handling in all HR processes.
• Highest level of proficiency and comfort with Google Workspace tools, including Gmail, Calendar, Docs, Spreadsheets, Slides, and Forms
• Experience and comfort with Insperity (or similar PEO), Slack, bill.com (or similar expense management software), Google Groups (and/or the concepts of email distributions in general), Asana and SalesForce
• Experience scheduling and facilitating Zoom meetings, as well as managing features such as breakout rooms and polls
• Proven ability to learn quickly, work independently, meet multiple deadlines, and problem solve with keen attention to detail, high level of maturity, grace, sound judgment, discretion
• Strong communication skills -- both written and verbal -- is a must
• Eagerness to jump in and help where needed
• Must have access to strong WiFi and good phone reception
• Commitment to the organization’s mission, values, and aspirations and be able to render these values into practices
• A demonstrated commitment to racial equity, gender justice, and to building a multicultural, anti-racist organization
• Acts with high integrity, professionalism, low ego, and camaraderie

What we offer you in return and why you would love being a part of our team!

• We are 100% virtual (with occasional travel for events & retreats).
• Care is in our name; it is deeply embedded in our culture, and our team consists mostly of current or former caregivers. We are fully supportive of your well-being and offer a flexible work schedule to account for your care needs.
• We offer a virtual office budget that includes a home office setup, a cell phone, and an Internet stipend.
• Generous paid time off, including 15 paid holidays, 12 days of PTO, and 12 days of sick leave, Paid Family Leave, in addition to a full-org vacation of one week in the summer and two weeks at the end of the year.
• 3% 401k Employer Contribution.
• 100% employer-paid Medical, Dental, Vision, Life and Short-Term Disability Insurance. Long-Term Disability Insurance is paid by the employee at a very minimal cost.
• Work with a world-class team that looks and is like you (older adults, Black people and people of color, LGBTQIA+, disabled people, and more are represented here).
• We offer learning and growth opportunities, including an annual allowance for professional development.
• You have an opportunity to live a values-aligned work-life.
• Employee discounts are available for select stores, travel packages, and restaurants.
• A fun team environment, even while we are busy changing the world.

How to Apply: 

Candidates will be considered on a rolling basis until it is filled, but preference will be given to those who apply by March 17th, 2025.

Please apply at the following link: https://caringacross.bamboohr.com/careers/47

Applications should include: 

• A resumé
• Answers to the following questions:
  • What motivates you to apply to this position at Caring Across Generations? (suggested word limit: 200)
  • How do you make sure that you bring equity into all aspects of your work? (suggested word limit: 200)
  • Can you describe a time when being organized helped you manage several different competing priorities and what organizational tools did you use in the process? (suggested word limit: 200)

     

Caring Across Generations is committed to fostering and maintaining a work environment where diversity, equity, and inclusion (DEI) are fully integrated into everything we do. As such, we strongly prioritize and embrace Black, Indigenous, and people of color; a multigenerational workforce; LGBTQ+; those across religious and spiritual affiliations; and people with disabilities to join our representative and highly talented team.