HR Coordinator - People Team - Portland, OR - Hybrid

Location Portland, OR, United States.

Work Modality: Hybrid - 3 days per week in-office for on-site duties required.

Position Status: Non-Exempt, Full time, Regular - Temporary Role (September, 2024 to June, 2025)

Salary Level: US Starting Salary for this role will be USD $40,000 to $47,500 commensurate on experience.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have a long-term impact.

The Department Summary

The People Team ensures that Mercy Corps has the people who will enable it to be a world-class, cutting edge, humanitarian organization, creating transformational change in the world. We do this through the recruitment, retention, and development of the best global talent. Our aim is to drive strategic thinking and planning at all levels of the organization; create a robust body of research to guide us internally and externally and steward the organizational culture. To achieve this, we align conversations on learning; keep the organization focused on what has the greatest impact; leverage our comparative advantages in the crowded and competitive international relief and development landscape; and assure we are constantly learning from our work and the external environment.

The position

The Human Resources Coordinator provides administrative and coordination support for the US Human Resources Department. This position is responsible for completing a range of HR duties that support members of the Mercy Corps global team in a timely and accurate manner with a spirit of teamwork and service. This person facilitates effective, proactive tasks with Mercy Corps' administrative requirements and will play a key role in the team member’s life cycles.

Essential Responsibilities

PEOPLE TEAM SUPPORT

• Provide overall administration for the US HR Department, to the team members supporting HQ and Global functions
• Maintain team documentation platform, moving from Google Folders to Microsoft SharePoint.
• Assist in the collection and processing of all new hire paperwork, including copying, assembling and sending new/rehire paperwork as needed.
• Support the HR Team with statutory reporting and employee notification & labor law posting requirements, as needed.
• Support the follow-up of outstanding paperwork for new hires, changes and terminations.
• Support with employment verifications, including Public Service Loan Forgiveness, or PSLF, as needed.
• Responsible of triaging the team’s mailbox and assign to the respective team member in charge of the completion of the inquiry 
• Provide audit support for both internal and external audits, as needed.
• Responsible for e-filing all HR related paperwork into the appropriate team member files.
• Support the process of maintaining and updating team member information in Mercy Corps’ Human Capital Management System (HCM) and Application Tracking System (ATS), as needed.
• Assist in the drafting on all Employment Verifications for the US HR Team
• Manage and triage the physical mail to the respective People Team Department
• Support the People Team with global priorities, diversity & inclusion efforts, data entry and reporting.

PROJECT SUPPORT

Actively support and contribute to HR-related projects, including:

Project: Digitization of Mercy Corps' physical employment records, reaching as far back as possible in the available historical archives.

Deliverables:

• Update and add digitized documentation of active employees into Mercy Corps HRIS system.
• Update and add digitized documentation of terminated employees into the HR Shared Drive folder.

 PERSONAL LEADERSHIP

• Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintains high ethical standards and treats people with respect and dignity.
• Maintains productive relationships with all stakeholders, including country teams, other headquarters functions, donors, and regulators. Builds mutually rewarding professional relationships inside Mercy Corps at all levels.
• Promotes Mercy Corps culture by promoting the development and advancement of ideas that allows for new and unique approaches to problem-solving within existing policy and procedural requirements.
• Demonstrates an awareness of his/her personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.
• Demonstrates an elevated level of commitment to confidentiality and non-disclosure

 SAFEGUARDING RESPONSIBILITIES 

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work. 
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members. 
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility: The Human Resources Coordinator position has no supervisory responsibilities.

Accountability 

Reports Directly To: US HR Manager

Works Directly With: HR Senior Coordinator, HR Advisors, US HR Director, Benefits Team, and others on the People Team

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualifications & Transferable Skills

• Bachelor’s degree or 2+ years of administrative/coordination support experience
• Able to maintain operational consistency with other team members and actively keep management informed.
• Demonstrated history of providing excellent customer service and a high level of attention to detail.
• Ability to follow procedures, complete tasks with high quality outputs, meet deadlines, and shift priorities while maintaining effective time management.
• A historically demonstrated ability to maintain confidential information.
• Must have strong problem solving skills, effective organizational and interpersonal skills; strong written and verbal communication.
• Understanding of HR processes and data, common analytical techniques, and methodologies to share information and trends with non-HR professionals.
• Understanding of major US employment laws including EEOC, COBRA, FMLA, and FLSA is a plus.
• Fluency in English is required. Proficiency in another language, such as French, Arabic or Spanish is strongly preferred.

Success Factors

The successful team member will be an avid learner, self-directed, innovative and action orientated. Furthermore, they must have the ability to work independently, employ effective time management skills, handle frequent interruptions, and shift priorities, exhibit effective customer service skills and work effectively with a wide variety of individuals including team members based overseas. S/he will have the ability to work onsite and collaborate with team members with HQ and other global staff.

Additionally, the individual will thrive in a fast-paced environment prone to rapid change and be willing to increase his/her responsibility level in the assigned areas. The most successful Mercy Corps team members have a positive approach, a strong commitment to teamwork and personal accountability and the ability to be flexible and ensure that effective communication is a priority in all situations.