HR Operations Specialst (E5905) at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

Job Summary

The HR Operations Specialist supports the Human Resources Department and reports to the department's Project Manager. This role is responsible for driving key HR operational programs with a primary focus on contract management, invoice processing, process improvement and employee engagement administration. This role ensures the efficiency, compliance and effectiveness of HR contractual agreements, streamlines HR processes and enhances employee engagement initiatives as needed. The ideal candidate is a proactive problem-solver, a process-oriented thinker, and a strong collaborator across HR functions and other stakeholders.

Key Responsibilities

• Lead and manage the HR contract management function, ensuring compliance, efficiency, and alignment with business needs.


• Maintain and improve a comprehensive contract tracking framework, monitoring deadlines, renewals, performance metrics and aligning with business needs.


• Collaborate cross-functionally with Legal, Procurement, Finance and HR teams to initiate contracts, review and approve terms, mitigate risks and ensure alignment of contracts to organizational goals.


• Assist with tasks related to contracting and payment processing.


• Prepare and disseminate information on contract status, compliance, pending actions, renewals, etc.


• Document financial information in an audit-ready manner on an ongoing basis.


• Monitor the end to end contract process to identify and implement areas of improvement that will increase efficiency and reduce the administrative burden.


• Prepare budget and forecast for the HR department and work closely with finance to manage the overall budget process (monthly, annual, year-end).


• Handle and process confidential and sensitive information


• Optimize HR processes to drive operational efficiency and provide other project support:


• Lead or contribute to cross-functional HR projects following the organization’s project management guidelines.


• Identify and implement process improvement initiatives and automation opportunities in HR operations.


• Streamline HR communications, ensuring consistency, clarity and alignment across the organization.


• Partner across HR to develop metrics that measure the effectiveness of HR operations and programs; integrated with HR program management.


• Plan and execute broad-based employee engagement activities, as required. (e.g. support Customer Service Week, Food Truck engagements, etc.)

Education

• H.S. diploma Req


• Bachelor's degree or equivalent experience Pref

Work Experience

• 4-7 years combination of contract management, HR operations and/or process improvement. Req


• 4-7 years experience in a customer-focused business environment that demonstrates knowledge and skill in at least three of the following areas: Req
  
  
  
  • Strong attention to detail
  
  
  • Operational and/or financial planning and reporting
  
  
  • Project and task management
  
  
  • Analysis and management of administrative processes and quality efforts.
  
  
  
  


• 2-4 years managing organizational communications. Pref

Skills and Requirements

• Comprehensive understanding of financial concepts relating to contractual arrangements


• Must be familiar with or willing to learn contract management systems/applications


• Must be Proficient in MS Excel and/or Google Sheets


• Ability to build relationships and interact with all levels of staff, external vendors and other clients


• Must be a highly organized individual with self-starting skills, an eagerness to assist, and attention to detail


• Excellent communication and interpersonal skills face to face and through electronic media


• Must be able to balance multiple tasks and effectively prioritize and anticipate needs


• Must be technologically savvy and proficient in Google and Microsoft Suites.


• Ability to rely on established procedures and guidelines, historical practice, experience, and personal judgment to make decisions and resolve problems

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.