Full-Time Human Resources Assistant
Job Description
Come join the Foundation to gain experience in human resources administration support. We are looking for someone who enjoys a variety of work, has great judgment skills, and the desire to contribute to a small human resources team.
The David and Lucile Packard Foundation (Foundation) is a family foundation that is guided by the enduring business philosophy and personal values of Lucile and David Packard, who helped found one of the world’s leading technology companies. Their approach to business and community participation has guided our philanthropy for 50 years. Today, their children and grandchildren continue to help guide the work of the Foundation. The Foundation makes grants at the local, state, national, and international level and is located in Los Altos, CA. In 2015, the Foundation expects to make grantmaking awards of up to $300 million.
The Foundation works on the issues their founders cared about most, which are improving the lives of children; enabling the creative pursuit of science; advancing reproductive health; conserving and restoring the earth’s natural systems, and supporting and strengthening an array of local nonprofit organizations
A staff of 120 conducts the day-to-day operations of the Foundation and a Board of Trustees oversees the work of the Foundation. David and Lucile Packard passed onto the Foundation the following core set of values: integrity, respect for all people, belief in individual leadership, commitment to effectiveness, and the capacity to think big. More information about the Foundation can be found at www.packard.org.
Human Resources Assistant Position
We are a cohesive team who work to ensure that we provide effective and efficient human resources support to the Foundation. We work to communicate clearly and ensure that we offer competitive, relevant, and strong benefits and compensation. This position supports the team by performing administrative duties to support staffing, staff communications, payroll, benefits, and learning.
Responsibilities
• Assist with staffing and new hire processes
• Assist with biweekly time and attendance process for payroll
• Data entry to maintain systems and track data
• Maintain the filing and organization of employee files and records
• Maintain HR resources on Intranet and post HR announcements
• Support Foundation-wide events by sending out Outlook invitations; maintain the HR General mailbox
• Schedule meetings, coordinate and maintain department calendar
• Compose routine correspondence. Proofread and edit documents, as requested
• Create presentations using PowerPoint and Excel; run regular and customized reports
• Assemble information for correspondence, reports, meetings, and new hires
• Process invoices for payment and process expenses for HR Director
• Track and reconcile expenses with the monthly budget report
• Work with director to establish compliant vendor relationships and manage agreement timelines
• Keep records of action items and follow up as necessary
• Replenish and order supplies and materials
• Assist with detailed data audits
• Conduct analytical assignments as requested such as tracking and reporting on staffing or budgets
• Enhance, improve, and document processes
• Represent the HR team and the Foundation in a positive way in all interactions
• Support other HR or Foundation processes and projects as requested
Skills and Requirements
• Excellent judgment skills with the ability to handle confidential and sensitive information effectively and with discretion
• Excellent written and oral communication skills with attention to written grammar
• Excellent systems skills, including proficiency in Outlook, Word, Excel, and PowerPoint. ADP experience a plus. Database and SharePoint experience is desired
• Flexible and able to take feedback and direction with ease
• Detailed and maintains a high degree of accuracy in accomplishing multiple tasks well within deadlines
• Demonstrated skills in working well and flexibly as a team member in varied activities and projects
• Demonstrated ability to anticipate information needed as work develops
• Ability to work independently and on a team, manage time efficiently and meet timelines, handle and prioritize multiple tasks, and remain calm and constructive under pressure
• Candidate must be reliable and be able to take initiative when necessary
• Ability to organize work for easy retrieval and reporting and use and develop tracking systems
• Demonstrated ability to anticipate information needed as work develops
• Able to work in a changing and sometimes interruption oriented work environment
• Builds relationships that smooth work internally with other departments and works well with others in a courteous, culturally sensitive, and tactful manner
• Consistent, dependable, and able to work occasional overtime
Physical Requirements
Candidate must have the ability to communicate via voice telephone, read and understand written communication, and generate written communication manually and using a computer. Candidate must also be able to work at a desk for long periods of time (2-3 hours), lift and move documents and supplies (not to exceed 25 lbs.), and bend to file or retrieve documents.
Education and Experience
BA degree preferred or equivalent education and experience. Minimum of 3 years of administrative support work experience. HR experience preferred. Interest in payroll and recruitment support a plus.
Benefits and Compensation
The Foundation offers an excellent benefits package and a salary that is commensurate with related work experience. The position is full-time, nonexempt, and located in downtown Los Altos, CA.