Senior Admin Specialist
- Posted
- 1 month ago
- Employment type
- Full-Time, Non-Exempt
- Location
- Los Angeles
- Closing date
About this organization
We are the nation's largest legal and civil rights organization for Asian Americans and Pacific Islanders (AAPI). Our mission is to advocate for civil rights, provide legal services and education, and build coalitions to positively influence and impact Asian Pacific Americans and to create a more equitable and harmonious society. We serve more than 15,000 individuals and organizations every year, focusing on the most vulnerable members of Asian American andPacific Islanders communities while also building a strong voice for civil rights and social justice. With our Advancing Justice affiliates in Atlanta, Chicago, San Francisco, and Washington, D.C., we enrich, enhance, and serve our communities all across the country.
About this job
Under the supervision of the Human Resources Manager, the Senior Administrative Specialist is responsible for performing administrative and project management duties to support business operations in Human Resources/Admin, Facilities, and IT. The Senior Administrative Specialist supports these units in implementing and tracking project progress through completion, leading the day-to-day front office operations, responding to general operations inquiries and concerns or leading them to the correct personnel for their business needs.
Roles & responsibilities
50% Human Resources Admin Functions
Collaborate with Sr. HR Generalist on developing and implementing recruitment campaigns, identifying and attending relevant career fairs and hiring events and identify niche jobboards for specialty positions.
Execute and monitor external job postings monitoring expiration dates and repost/refresh as needed, tracking jobsite costs.
Collaborate with Sr. HR Generalist to drive with the New Hire onboarding and orientation process.
Collaborate with Human Resources Manager on Diversity, Equity and Inclusion initiatives.
Collaborate with Pro Bono team to develop and manage an Intern onboarding/offboarding process.
Develop an Intern tracking database for all former interns and managing relationships with former interns to build an emerging talent pipeline for the organization.
Oversee Admin/HR intern duties, manage intern schedule and provide feedback on intern performance to Human Resources Manager.
Branded HR documents and forms: ensure all HR-related forms and documents are branded with the organization’s update logos.
Ensure organizational All-Staff calendar is updated with company observed holidays, internal events and administrative deadlines.
Employee Personnel Files: maintains accurate and up-to-date human resource files, records, and documentation ensuring integrity and confidentiality and assist with periodic audits as directed by HR Manager.
Maintain SignNow to ensure all documents sent have been received, signed, and filed; purging files as needed.
Participate in the planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
35% Front Desk Operations
Execute day-to-day front desk duties including answer telephone calls, address inquiries, and provide information regarding AJSOCAL as well as other community resources.
Partner with Communications Dept. to manage AJSOCAL branded SWAG and stationary inventory and ordering process.
Place and track purchase orders on behalf of HR and Facilities teams when needed.
Assist the Facilities Team with the management of the Brivo System and security cards.
Report safety and access issues throughout the facility to HR & Facilities Team.
Greet and assist visitors in signing in and accessing staff.
Receive deliveries, sort and route items, packages, or mail sent to the Agency and Staff.
Support the OC administration and receptionist where necessary.
15% General Support Functions
Prepare documents including labels, spreadsheets, faxes and announcements as needed.
Help create prepackaged material for various departments as requested.
Report on the need for maintenance of office machinery including photocopiers, faxmachines, computers, postage machines, and printers in or near the reception area.
All other duties as assigned.
Qualifications
High School diploma or GED; Associates degree preferred
Project Management Certificate highly desired
Minimum of three (3) years of admin/customer-service experience, non-profit environment is strongly preferred
Minimum one (1) year experience in Human Resources
Excellent verbal and written communication skills, experience with individuals for whom English is a second language (ESL) is preferred
Valid driver’s license and/or access to alternative means of transportation