We are currently looking for a talented, proactive Human Resources Associate to work full-time in either our Seattle Science Operations Office or one of our San Francisco Bay Area Science Operations Offices to provide support and act as a central point-of-contact for lab employees and administrative staff in the field for most HR transactions as part of a collaborative team of HR Business Partners and HR Associates. This role reports directly to the Director, People & Culture.
Responsibilities of this role include, but are not limited to, processing HR transactions, incorporating and following best practices, serving as a subject matter expert on majority of HR matters, and working with internal customers on resolving HR needs. The HR Associate ensures the integrity of personnel data and timely processing of necessary updates in accordance with Institute policies and procedures. The HR Associate handles sensitive and confidential matters with discretion and tact while providing exceptional customer service. This role may require travel to labs and administrative offices located in the field, as well as to HHMI’s Headquarters located in Chevy Chase, MD.
Essential Duties and Responsibilities
Operational Quality & Consistency:
- Collaborate with peers to drive HR standardization and policy compliance.
- Respond to HR inquiries assigned through the AskHR ticketing system and provide the highest level of customer service.
- Help ensure HR data quality and assist with tracking and providing HR reports in Workday.
- Actively participate in departmental and organization-wide projects on process improvements and system enhancements.
Talent Acquisition & Orientation:
- Support recruitment activities and perform related recruitment steps in HHMI systems, including Workday and Glacier.
- Coordinate with HRBPs, SOOs and Recruiters on start dates, on-boarding and orientation dates, and support on-boarding new hires.
- Coordinate and present new employee bi-weekly orientation sessions.
Compensation & Benefits:
- Review and approve all education reimbursement requests.
- Perform Workday data entry for all HR matters including promotions, equity increases, off-cycle pay changes, time and absence matters, and status changes.
- Manage offboarding activities for employees, including complying with state specific termination requirements
- Communicate with employees about retirement eligibility. Collect and process enrollment documents.
Learning & Development:
- Assist Learning and Organizational Development team with coordinating and delivering learning and development programs to Science Operations Offices and labs.
- Assist with tracking all compliance training and certifications, including HHMI policy and anti-harassment training.
Information & Knowledge Management:
- Facilitate flow of HR-related information across campuses including best practices and Q&A’s regarding policies, procedures, and processes.
- Provide HR-related training as necessary to ensure consistent application of HR policies, procedures, and processes.
Support of the HR Business Partner Team:
- Provide support with the performance review process, goal-setting, and performance management actions.
- Working closely with HR Business Partners, assist with employee relations activities such as conducting intakes, identifying development opportunities for employees, drafting memos and PIPs.
- Engage employees throughout the lifecycle of their experience at HHMI, including checking in with new hires and conducting exit interviews.
- Participate in various field meetings, including lab manager meetings, administrative meetings, and other local and regional events.
- Provide other types of HR and administrative support to HR Business Partners in representing the needs of field employees to People & Culture, as well as working with investigators and employees on finding solutions to unique local needs.
- Bachelor’s degree in human resources management or related field or equivalent combination of education and work experience is required.
- PHR/SPHR certification is preferred.
- 3-5 years of progressive HR experience with a minimum of 2 years in an HR Generalist-type role is required.
- Demonstrated experience working with Microsoft Office Suite (Word, PowerPoint, Excel) and HRIS systems, time keeping, and applicant tracking systems is required.
- Experience with Workday is preferred.
- Experience providing assistance with employee relations matters preferred.
Skills and Abilities:
- Reputation for discretion, integrity, judgment, and common sense.
- Action and results-oriented with high level of accountability.
- Proven operational executor who knows how to implement and deliver programs to achieve the expected results.
- Excellent time management and relationship building skills.
- Proven ability to work independently and with little guidance to achieve organizational objectives.
- Excellent verbal and written communication skills with the ability to communicate at multiple levels within the organization.
- Ability to make presentations, including conducting orientations and training, remotely and in-person
- Considerable knowledge of employment laws and practices.
- Possess knowledge and analytical skills for matters involving general HR-related issues and processes.
- Ability to work independently and/or in a team environment on a resolution.
Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).
Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.
This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.