Administrator, People & Culture

Description

About the Oregon Humane Society

Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we are creating a More Humane Society.

The Team

The People & Culture team is a multifaceted and dedicated group that plays a crucial role in shaping our organization's culture and ensuring the well-being of our employees, volunteers, and community. Comprised of experts in human resources, safety, emergency response, community education, volunteers, facilities, and learning and development, our team works tirelessly to foster a safe, inclusive, and supportive environment for our organization, reflecting our core values and commitment to our community.

The Position

The Administrator, People & Culture is responsible for administering OHS’ P&C programs, procedures and plans, processing payroll, managing the Human Capital Management system, and supporting the P&C functions at OHS. This position serves as a trusted partner to provide guidance to management and staff on various routine to moderately complex P&C issues, responding to internal and external customer inquiries and providing P&C team support. This role requires on-site presence at least 3 days per week until at least 6pm. 

Essential Responsibilities

PERSONAL LEADERSHIP

• Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
• Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.

LEARNING

• Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
• Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
• Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

• Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
• Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside OHS at all levels.
• Leverage our best practices externally and grow OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

• Program Management
  • Administer and execute human resource programs including but not limited to benefits, and leave productivity, recognition, and morale, and occupational health and safety.
  • Support data gathering and submission for both internal and external employee audits and surveys.
    • Audits: 5500, Annual Audit
    • Survey: Benefit and Compensation
  • Conduct presentations and develop employee communications, as needed, related to HR practices, policies and/or research.
  • Develop and propose improvement to policies, programs, and procedures to improve the effectiveness of HR and operations.
  • Translate all People & Culture communication, correspondence and policies to Spanish.
  • Act as primary point of contact for interpretation needs on behalf of People & Culture.
• Payroll 
  • Process payroll, including bi-weekly and semi-monthly updates to employee files, bonus/incentive pay, tracking vacation/sick pay, importing expense reimbursements and receivables, inputting exceptions, hourly employee validations, and benefit changes.
  • Reconciliation of our monthly benefit enrollments and invoices.
• Human Capital Management System (HCM)
  • Create, monitor, and update human resources capital management solution, including all modules.
  • Identify and address areas for process improvement and operational efficiencies.
  • Recommend security and organization solutions to support end-to-end business processes.
  • Create technical configuration including business process workflow, custom fields, custom validations, custom reports, dashboards, integrations, and access rights.
  • Create and update user documentation and guidelines.
  • In partnership with leaders and the team, develop and monitor dashboards, metrics and automated data feeds and reporting.
  • Manage the data integrity of the HCM system and provides analytics and reports to management and P&C partners.
• Perform other duties as necessary or assigned.

ACCOUNTABILITY

Reports Directly To: Manager, People & Culture

Often Engages Directly With: Internal and external stakeholders and team members from across the organization.

Qualifications

Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane Society.

• Leadership through influence and rapport building. Ability to collaborate with others, listen to and recognize different perspectives.
• Fluent in English & Spanish, both verbal and written capabilities.
• Experience in resolving complex challenges within the workplace, working knowledge of or ability to gain an understanding of multiple human resource disciplines, including payroll, benefits, and federal and state respective employment and leave-related laws. 
• Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful, and professional manner.
• Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff, and volunteers.
• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies.
• Ability to acquire a thorough understanding of the organization's hierarchy, jobs, qualifications, compensation practices, and the administrative practices related to those factors.
• Outstanding verbal and written communication, presentation, customer service, and interpersonal skills.
• Strong and objective problem-solving skills using solid reasoning skills.
• Strong attention to detail.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Proficient with Microsoft Office Suite or related software.

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication are carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional, and respectful in all circumstances.

WORKING CONDITIONS

• Work is primarily performed in an office and medical center/animal shelter environment.
• Travel and work between the two campuses may be required.
• Occasional weekend and evening work may be required.
• Animal contact and related injuries may occur.
• Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
• Pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
• Contact with angry or emotional people may occur.

PHYSICAL REQUIREMENTS

• Occasional lifting and moving of inanimate objects weighing up to 50 lbs.
• Occasional pushing and pulling of carted items weighing up to 100 lbs.
• Occasional use of hands and arms at or above shoulder level.
• Prolonged standing, sitting and/or stooping may occur.
• Must be able to remain in a stationary position for prolonged periods.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.