The Human Resource and Labor Relations team is excited to welcome a new team member that is motivated by providing excellent administrative support to their teammates. This role is responsible for providing administrative support to the Vice President of Human Resources and Labor Relations, the Director of DEI, the Labor Relations Manager and the Employee Engagement, Training and Development team. The incumbent serves as the "office manager" for the department by performing a wide range of office administration duties such as managing the department's presence on SharePoint, coordinating and presenting information at new employee orientation, managing the department budget and purchasing, and supervising of the General Office front desk and the Human Resources Assistant. Many duties of this position involve access to confidential information.

 This role is ideal for a positive, energetic, highly organized professional who likes to problem-solve and improve processes, thrives in a dynamic environment, loves to help others succeed, and is eager to contribute to a team-oriented workplace.

HR Support and Administration

• Serve as the primary administrative support person for the department.
• Take the lead in recommending and initiating process improvements between the various areas of the department, often recommending improvements for the department as a whole and working with HR/LR leadership to ensure consistent processes and improvements are implemented.
• Provide direct administrative support for the VP, Human Resources & Labor Relations as needed, to include assistance with scheduling, coordinating all-staff activities and engagement, managing the administrative pieces of the CEO performance review process, assisting with Commission memos, managing the preparation of presentations and other support assistance as needed.
• Provide direct administrative support to the Labor & Employee Relations Manager. Assist with contract finalization, implementation including coordination with payroll and benefits teams to ensure accuracy of implementation.  Assist with gathering of market data to prepare for negotiations, as requested. 
• Assist with scheduling meetings related to labor-management committees, strategy meetings and negotiation meetings, as requested and including assisting with follow-up issues.
• Provide direct administrative and billing support to the Benefits Manager and team. 
• Provide as needed support to the Employee Engagement, Training and Development team as well as the Office of DEI, including assisting with ordering of food for meetings, purchasing supplies for training and administrative tasks as needed. 
• Serve as point person for all HR policies as part of the enterprise Policy Management System.
• Develop office procedures and ensure supplies, equipment, and resources are available to ensure the department's ability to meet its administrative support needs 

New Employee Orientation 

• Coordinate, maintain and facilitate the new employee orientation (NEO) program including presenting content.
• Schedule presenters and new employees.
• Ensure that the HR Assistant is distributing materials to new employees and their managers.
• Present HR policies, guidelines and rules 
• Collect onboarding forms, signatures and file as appropriate.
• Survey new employees for the first year of their onboarding and distribute results back to the HR team for possible adjustments. 
• Coordinate and schedule new Manager & Supervisor orientation
• Work with the Manager of Enterprise Technical and Compliance Training to revamp the existing NEO program and explore broadening the scope into a more robust onboarding program with the support of the rest of the organization.
  HR Reporting and Record Maintenance
  • Prepare, maintain and distribute various monthly, quarterly and annual reports using MAC human resources information systems, specifically reports required for PERA, unions and MacPoint related needs. 
  • Update, create and maintain various documents such as labor contracts, agendas, minutes, forms, organizational charts and other print materials.     
  • Responsible for required reporting to labor organizations.
  • Serve as the SharePoint administrator for the HR Department by updating and maintaining MACpoint content, forms, mandatory labor posters, labor contracts, anniversaries, new hire photos and bios, HR Policy Management program and job descriptions, in coordination with HRBP's
  • Initiate, maintain and update electronic document storage of all employee personnel files, including terminated employee e-files and labor relations documents.  Responsible for ensuring the entire department is using consistent labeling and filing protocols to ensure consistency and ease for the entire department. 
  • Assist with employee events - making name tags and years of service labels
  • Record exit interviews into the Access database and summarize trends for the HR team
  • Support the Office of Diversity, Equity and Inclusion with data requests and other tasks, upon request.

  
  

  Budget, Purchasing and Billing   

  • Provide backup to the HR Assistant for placement of employment advertisements for job postings and the ordering/ maintenance of office supplies and equipment. 
  • Serve as the HR Budget Specialist: Assist with the preparation and analysis of the department budget; assemble data and compile budget estimates; write narrative section for budget request; process budget related paperwork and maintain accounts; monitor expenditures to ensure the department can make appropriate adjustments to stay within budget and recommend changes for future budgets. 
  • Pay and process HR and Benefits department invoices with check requisitions or P-card; reconcile with USBank monthly statements
  • Gather and process documents for new and continuing Professional Services Authorizations for the department
  • Work with Facilities Admin to procure necessary office equipment
  • Evaluate and process tuition reimbursement requests for all MAC participants
  • Serve as the MERSC representative for MAC
  • Order retirement gift cards and lunches for trainings.
  • Purchase gift cards for Peer-to-Peer recognition program

  
  

  Front Desk and HR Assistant Supervision

  • Supervise the front desk operation and exercise full supervisory duties for the Front Desk Representative/ HR Assistant
  • Ensure proper front desk coverage at all times, handle emergencies, and conducting training for front desk/HR Assistant staff as necessary.        
  • Maintain safety and security procedures impacting front desk operations, as necessary
  • Maintain the professional appearance of the front desk area

  Other

  • Complete special project work and other tasks, as assigned, including coordinating the work of the team related to MN Paid Family Medical Leave. 
  • Maintain confidentiality of all HR matters
  • Promote a diverse, culturally competent, and respectful workplace.

First Level Leader or Supervisor (FLL) Competencies

• Customer Focus - Building strong customer relationships and delivering customer-centric solutions
• Action Oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm
• Directs Work - Providing direction, delegating and removing obstacles to get work done
• Ensures Accountability - Holding self and others accountable to meet commitments
• Drives Results - Consistently achieving results, even under tough circumstances
• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives
• Manages Conflict - Handling conflict situations effectively, with a minimum of noise
• Values Differences - Recognizing the value that different perspectives and cultures bring to an organization
• Builds Effective Teams - Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals
• Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of unique needs of different audiences
• Drives Engagement - Creating a climate where people are motivated to do their best to help the organization achieve its objectives
• Courage - Stepping up to address difficult issues, saying what needs to be said
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity and authenticity

Minimum Requirements

• High school diploma or GED
• Four years of experience providing administrative support to multiple people, including experience executing financial processes related to budgeting, paying invoices and managing professional service contracts.
• Intermediate skill level using Microsoft Word, Excel, PowerPoint and Outlook
• Experience creating and revising presentations that are visually appealing and effectively communicate messages with minimum verbiage 
• Excellent composition, spelling, grammatical and proofreading skills
• Strong organizational skills
• Experience managing conflict to a positive resolution, including influencing change without authority.
• Experience handling confidential information with discretion 
• Excellent communication skills with people at all levels
• Experience prioritizing multiple tasks under pressure and meeting deadlines from a variety of stakeholders with competing needs.
• Ability and willingness to represent and be an ambassador for the MAC while conducting new employee orientation, presenting information confidently and clearly in an office meeting setting.   

Desirable Requirements

• Two years post-secondary education, with emphasis in Human Resources or a related field
• Administrative support experience in Human Resources. 
• Experience retrieving and reporting data from a Human Resource Information System 
• Experience creating org charts 
• Previous supervisory experience 
• Experience using NEOGOV applicant tracking system
• Experience serving as a SharePoint site administrator
• Advanced skill level using Adobe products

This position provides an opportunity for on-site and remote work. MAC's remote work policy requires employees to be on-site three days of the week. Among the three on-site days, one of them must be either a Monday or a Friday.