HR Operations and Policy Manager

At HeartShare, we prioritize our people and cultivate a collaborative, compliant, and efficient work environment. We are looking for and experience HR Operations and Policy Manager to lead efforts in streamline HR operation, ensuring compliance, and driving continuous improvement in our HR functions. 

Reporting to the Vice President of Human Resources, The HR Operations and Policy Manager will play a key role in managing HR policies, procedures, and operational efficiency. You will ensure HR's Standard Operational Precoders (SOPs) are robust and compliant with all legal and regulatory requirements. This role will also focus on implementing and recommending processes that enhance services delivery, boost efficiency, and support organizational goals.

HR Operations Management 

• Collaborate with internal HR departments to develop policies, best practices and standard operating procedures and offer recommendations for revision and updating. 
• Partner with HR department leaders (Employee Relations, HRIS, Total Rewards, Recruitment, Onboarding) and analyze HR processes to identify ways to automate and improve efficiencies including researching and reviewing external vendors that provide services for automation. Lead and support implementation of new vendors and processes as needed.   
• Along with the AVP of HR, review workflows, processes and templates in HRIS (Paycom), update and recommend efficiencies as needed. 
• Partner with program leaders to ensure HR strategies are integrated into broader company goals, ensuring alignment in areas such as project management, departmental workflow, and performance tracking. Conduct program site visits as needed to ensure programs are applying relevant HR policies and practices. 
• Seek and maintain current information and developments in employment federal, state and city employment laws and regulations and communicate changes and updates to the HR team.  Ensure that HR collateral, procedures and processes are updated in compliance with new and changing employment laws.   
• Manage ordering and distributing of labor posters, ensuring all locations receive what needs to be posted in a timely manner.  
• Ensure HR documents, employee files, agreements (including external vendors) are appropriately stored and documented digitally or onsite (if required). Provide a standard for record keeping of these documents, ensuring compliance with retention policies and external regulatory organizations. Point of contact for Iron Mountain for employee files and HR archives. 
• Manage the HR team calendar, contacts and streamline and organize HR SharePoint sites. As needed, work with IT and other departments to update document storage and processes.  
• Provide reporting on employee information and ensure accuracy of hire dates, among others, for the annual employee recognition event. 

HR Policy Review and Implementation  

• Serve as a liaison between the HR team and policy committee to review, edit and approve required policies. 
• In partnership with the Vice President of HR, implement approved policies based on the agency guidelines and standards.  
• Ensure that the agency policies and standard operating procedures align with federal, state and local employment laws and regulations and company policies. Act as a consultant to managers and staff regarding policies and procedures. 
• As needed, develop, update and maintain HR Standard Operating Procedure Manual and Employee Handbook.  
• In collaboration with the VP of HR, take the lead in the research, development, drafting, publication and distribution of the employee handbook. 
• Maintains knowledge of trends, developments, and best practices related to all HR functions specifically compliance standards and government regulations 
• Maintain knowledge of regulatory standards (OPWDD, OCFS, OMH, ACS etc.) and work collaboratively with Onboarding and HR Compliance to ensure that HR policies, procedures and practices meet standards.  
• Audit HR policies, procedures, practices and files to ensure that quality standards are being met and compliance is being maintained.   
• Stay up to date with training from oversight agencies (such as OPWDD, DOH etc.), offer and facilitate training on policies, changes and additions.  

HR Data and Metrics 

• Based on organizational and HR strategic initiatives, use metrics and analytics to assess the effectiveness of HR programs and operational processes, providing insights that drive improvement and efficiency. 
• Identify and recommend reasonable short- and long-term goals, milestones, and benchmarks for key performance indicators. 

A minimum of a bachelor's degree from four-year college or equivalent. Preferred a master's degree or equivalent. Five years experiences in HR, with the focus on HR operations, policy development, or compliance. Proven experience in policy creation and implementation, ensuring compliance with local, state and federal regulations. Experience in project management and leading projects strongly preferred. 

Requirements 

• Advanced analytical, reporting and technical skills in Microsoft Office Suite, Adobe, HRIS, and project management tools, among others. 
• Ability to execute priorities with a strong sense of urgency, ownership and accountability. 
• Possess deep appreciation and sensitivity toward people, culture and values.  
• Articulate, forward-thinking, resourceful and self-directed professional who welcomes challenge and thrives in a fast-paced environment.  
• Exceptional verbal and written communication skills are essential.   
• Experience in the nonprofit social services industry is a plus, but not required.   
• Ability to pay meticulous attention to details and be proactive. 

Benefits 
What we offer once YOU join our growing family:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Paid time off (holidays, vacation in accordance with school calendar, sick and personal) 
• Professional development opportunities 
• Team environment 
• Medical and dental benefits 
• Employer-paid life insurance 
• Optional insurance (life, disability, etc.) 
• 403(B) retirement plans 
• Flexible spending account (dependent care, medical, parking, and transit) 
• Employee assistance program 

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org. 

About HeartShare

For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.

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