Job Title: HR Operations Associate
Job Description

Serving as a vital member of the Foundation’s Operations Team, you will have the unique opportunity to contribute to a fast-paced, big-thinking, and mission-driven organization. As part of a collaborative and team-based environment, you will directly support and influence the impactful work of one of the nation's leading health philanthropies. In this position, you will primarily support our Human Resources Function. Reporting to the HR Manager, you will assist in various HR-related tasks and provide administrative support in the areas of record maintenance, onboarding/offboarding, recruitment, training & development, compliance, and special projects as needed. You will collaborate with various departments to facilitate smooth HR operations while addressing employee inquiries and maintaining a positive workplace culture. In addition to your HR responsibilities, you will play a key role in assisting the larger Operations Functions on the team, including supporting the end-to-end award process, knowledge management, and data entry and analysis operations. You'll ensure the integrity of the award management and accounts payment systems through data entry, validation, and reporting activities. You will support grant managers, staff, and partners in the award management process including troubleshooting challenges and providing ad-hoc analysis as requested. This position requires excellent organizational skills, attention to detail, analytics, and the ability to multitask in a fast-paced environment.

ResponsibilitiesSupport the daily operations of the HR function, ensuring efficient execution of HR processes and procedures.Assist with the maintenance of HR documentation, including employee handbook, policies, and procedures to ensure compliance with company standards and employment laws.Support the full recruitment process including posting new job openings, screening applicants, coordinating interviews, preparing offer letters, and assisting with onboarding activities.Maintain HR systems and records, ensuring accuracy in employee data, time and attendance tracking, and personnel files.Coordinate and assist with employee training programs, professional development initiatives, and compliance training.Respond to basic employee inquiries regarding HR policies, benefits, and procedures, escalating more complex matters to the appropriate HR personnel.Ensure compliance with federal, state, and local employment laws, assisting with audits and reporting requirements as needed.Generate, format, and distribute monthly departmental reports on spending from the accounting system and Awards Management Database.Code and submit the Operation’s Team credit card expense report on a monthly basis.Support and provide first-line customer service for grantees, vendors, and staff working in the Awards Management Database (e.g., setting up new users, new award requests, troubleshooting common issues, answering basic questions, etc.).Work with the Senior Operations Associate to support smooth administration of Accounts Payable and other ad hoc operations projects as requested.Perform other duties as assigned.Essential Skills3-5 years of HR experience, including full cycle recruitment, onboarding/offboarding, record management, and attendance records.3-5 years of administrative experience, with nonprofit experience in grants and contracts being a plus.Project-oriented work experience.Bachelor's Degree preferred, ideally with an HR focus.Proficiency in data entry within different HRIS databases.Advanced proficiency with Microsoft Excel, including vlookups and pivot tables.Typing speed of 40 wpm with accuracy.Strong organizational skills with the ability to meet multiple deadlines.Strong communication skills (written and verbal).Ability to handle sensitive information with confidentiality.Self-motivation and the ability to work both independently and collaboratively.Additional Skills & QualificationsKnowledge of employment-related or private foundation laws and regulations is a plus.Experience with Outlook and Microsoft Office Suite.Experience in grants and contracts within a nonprofit setting is a plus.Strong interpersonal skills and the ability to build relationships with multiple stakeholders.Exceptional attention to detail and accuracy in all aspects of work.Work Environment

This position is full-time and based in downtown Bethesda, MD, just outside of Washington, DC. The organization uses a hybrid work model, with employees working in the office on some days and from home on others; individual staff members’ work schedules are confirmed with direct supervisors. All employees are required to attend twice-yearly, weeklong, all-staff meetings at the office in Bethesda. The work hours are 8 AM to 5 PM or 9 AM to 6 PM with flexibility, and the role requires occasional onsite availability for equipment management tasks. The compensation offered for this role is competitive and commensurate with the candidate’s experience. The organization provides outstanding benefits including 100% paid employee health benefits, AD&D and life insurance, 401(k) retirement plan, generous paid time off, 14 weeks of paid parental leave, monthly tech stipend, and a health & wellness program. The organization fosters a collaborative and supportive work environment and has been designated a 'Great Place to Work'.

Pay and Benefits

The pay range for this position is $36.06 - $40.87/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Bethesda,MD.

Application Deadline

This position is anticipated to close on Feb 21, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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