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15 Apr 2016

Full-Time Paralegal and HR Coordinator

Humanity United – Posted by humanityunited San Francisco, California, United States

Job Description

Title: Paralegal and HR Coordinator
FLSA Status: Exempt
Manager: COO and General Counsel
Location: San Francisco

ABOUT HUMANITY UNITED:
Humanity United is a foundation committed to building peace and advancing human freedom. We lead, support, and collaborate with a broad network of efforts, ideas, and organizations that share our vision of a world free of conflict and injustice.

POSITION SUMMARY: Humanity United is seeking an experienced, dynamic, dedicated, highly collaborative, unflappable and personable professional with paralegal and human resource experience to support the organization’s COO & General Counsel and its Director of People. The Paralegal and HR Coordinator is responsible for sustaining an effective support structure for the legal and human resources functions by managing specific processes, including the contract generation process; supporting the Board Book production process; managing legal files, corporate documents and document templates; inputting and processing confidential HR and benefits records; organizing and coordinating various tasks in a highly professional manner using discretion across a variety of activities; and providing high-level administrative solutions and quality support as requested. The Paralegal and HR Coordinator must be creative, able to handle change, anticipate needs, and enjoy working within a small entrepreneurial environment that is mission-driven, results-driven and community oriented.

ESSENTIAL JOB FUNCTIONS
COO and General Counsel support:
• Undertake legal coordinator tasks as requested, including preparation of contracts using attorney-prepared templates, managing the contract intake and approval process, and managing original Board documents and Board files. Work closely with the COO & General Counsel and Associate General Counsel to ensure effective contract tracking and management.
• Proactively design legal file management systems, maintain original legal files, corporate documents and legal opinions.
• Manage the 40+ state charitable registrations required to permit Humanity United’s charitable fundraising vehicle, the Humanity United Charitable Fund, to raise funds, and provide similar technical assistance and support to HU’s related entity, the Freedom Fund.
• Manage HU’s intellectual property portfolio, including tracking filings deadlines and maintaining related files and originals.
• Provide administrative support relating to the activities of the COO & General Counsel, including drafting correspondence, preparing and revising external and internal legal presentations, and undertaking research.
• Assist with the COO & General Counsel’s meeting and conference agenda and logistics, including preliminary research, preparing briefing packages and providing the necessary meeting materials.
• Support the legal orientation of new staff and maintain legal training and guidance materials.
• Assist with additional legal research and support as requested by the COO & General Counsel and the Associate General Counsel.
• Edit and proofread legal documents.

Human Resources support:
• Coordinate the logistics of new hire onboarding and employee departures, and maintaining HR-related training and guidance materials.
• Maintain and update the employee handbook, including coordinating annual review for appropriate updates.
• Help the Director of People with recruiting activities (coordination with hiring managers, assisting candidates throughout the recruiting process – scheduling interviews, etc.).
• Support in Workers Compensation audit and ensure accuracy of data. Assist with workforce planning and organizational analytics, including data gathering and data management in Excel.
• Assist in scheduling and coordination of activities around employee goals and objectives process, mid-year check-ins, and annual reviews.
• Maintain HR files, electronic and paper storage files to ensure compliance.
• Help implement and oversee the emergency plan and procedures for the office.
• Help liaise with payroll and benefits representatives on Director of People’s behalf.
• Support internal customer service ensuring cohesion, consistent organization and seamless task completion and response time to organization’s employees.
• Input and track human resources and benefits (including 401k) data and information. Edit and proofread HR documents.

EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS:
• Bachelor’s degree and paralegal experience (or comparable legal support experience) required; J.D. degree a plus. Notary Public certification highly desirable.
• 5+ years experience working with C-level Executives or law firm partners.
• Flexibility and keen judgment in reporting to two distinct functions (Legal, HR). Ability to manage and be accountable to competing demands with grace. Strong work ethic.
• Experience with the preparation and management of contracts and Board documents.
• Proven ability to handle confidential information with discretion. Experience working with high profile individuals using appropriate sensitivity.
• Ability to be present, on site at our San Francisco office during regular business hours (this position is not conducive to remote work).
• Exceptional organizational and multi-tasking skills.
• Experience with the setting up and management of virtual meetings and tools
(video, conference calls).
• Demonstrated strategic thinking and planning skills.
• Ability to learn and adapt and excel in changing environment.
• Expert level oral and written communication, presentation, and organizational skills.
• Emotional maturity, highly professional demeanor.
• Self-reliance, judgment and initiative – once trained in systems and procedures,
the ideal candidate will operate successfully with minimal direction.
• Ability to troubleshoot and independently solve problems.
• Excellent interpersonal, collaborative and partnership development skills to work successfully with a variety of individuals and cultures.
• Highly resourceful team-player, self confident, creative and independent self- starter, while also being collaborative who acts with diplomacy at all times.
• High/Advanced level of proficiency with Excel and Powerpoint as well as advanced knowledge of Apple-based hardware/software products and Social Media platforms.
• Fluency (not expertise) across key operational areas such as financial analysis, HR, IT, Legal, and knowledge of what foundations do and how they typically work.

The above reflects management’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. The above duties are representative only; management may assign or reassign duties and responsibilities to this position at any time.

How to Apply

Please send your letter of inquiry and resume to Robyn Arville, Director, People at [email protected]

Job Categories: Philanthropy. Job Types: Full-Time.

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