Assistant to Senior Director, Human Resources

Port of Seattle•Seattle, WA

10h

About The Position

As the Assistant to the Senior Director, Human Resources (HR), you will provide varied, complex, and high level professional support to the Senior (Sr.) Director of HR and members of the HR leadership team. You will also perform a range of HR responsibilities in support of the department's mission, vision, goals, and objectives. You will provide high level support to the Sr. HR Director and HR Directors by managing complex calendars and meeting schedules, drafting correspondence and other projects as assigned, including issues of a highly confidential or sensitive nature. You will act as a liaison, as necessary, between the Sr. HR Director and internal and external customers, including the Commission, Executive Director, and the Executive Team. You will regularly review the Sr. HR Director's calendar and communicate outstanding items. You will also schedule the Sr. HR Director’s weekly one-on-one check-ins with direct reports, HR Leadership Team meetings, HR Extended Leadership Team meetings, HR all-staff meetings, and biannual retreats. You will facilitate and develop the annual budget to align with the department’s priorities and budget targets. You will process all budget requests from HR Sr. Leaders and facilitate discussions and decision-making with HR Sr. Leaders to establish the department budget. You will review the final recommended budget, including justifications for new budget items, with the HR senior leadership team prior to entering budget items into the Port's budget system. You will also review monthly budget responsibility reports, identify and research incorrect charges, and resolve or follow up on issues related to HR's budget. You will provide support to the HR department for programs including, but not limited to, managing department procurement card charges and reconciliation, purchase requisitions and requests for checks; working closely with Accounts Payable to ensure invoices are paid and issues are resolved; exercising signing authority for requisitions or purchase requests within signature authorization; and contract management, including coordination with the Central Procurement Office (CPO), Requesting Department Representative (RDR), and all documentation processes. You will work closely with HR and Commission Records staff to ensure HR Commission meeting documents are submitted according to the Commission schedule and document routing system in SharePoint. You will provide leadership, direction, coaching, and guidance to the HR Sr. Administrative Staff Assistant, two Administrative Assistants, and any other assigned direct reports or emergency hires. You will also ensure PerformanceLink goals are established and regularly reviewed and that documented check-ins and other PerformanceLink processes and timelines are followed. You will lead and participate in planning, coordination, and execution of a variety of HR and Port-wide programs. You will oversee and participate in planning the quarterly Safety and Service Awards Luncheons, including creating accurate lists of honorees, sending and tracking invitations for honorees and supervisors, supporting Civil Service Commission programs, Executive Round Tables or Forums, Continuity of Operations Planning (COOP) coordination, leadership conferences, HR Broadcasts, Port-wide Holiday Luncheon, Take Our Kids to Work Day, and recognition programs such as Public Service Recognition Week. You will manage the oversight and schedule of policy updates for all HR related policies. You will set up the processes, templates, approval coordination, and ensure Equity, Diversity, and Inclusion (EDI) review is completed. You will coordinate and track HR responses to public disclosure requests and subpoenas by researching and distributing requests for records to subject matter experts, gathering documents from subject matter experts, and providing responses to the Port’s legal department. You will partner with the Port’s legal department to ensure requested documents are in accordance with EX-19 policy and procedure. You will also administer HR department retention schedules and distribution of records and ensure I-9 files are appropriately maintained and audited.

Requirements

Experienced – You have five (5) years of senior level administrative experience supporting senior management or executives, including scheduling, budget creation and management and includes one (1) year of supervisory, leading, mentoring experience, including leading a project or programs.
Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
Proficient – You demonstrate comprehensive knowledge of Human Resources programs, policies, and procedures; budget development, monitoring, and reporting processes; the Washington State Public Records Act (RCW 42.56); project management practices; customer service principles—including needs assessment, quality standards, and satisfaction evaluation—and Port, department, and program policies and procedures.
Efficient Communicator – You possess effective verbal and written communication skills. You are skilled at proofreading and editing documents and demonstrate active listening.
Leader – You possess leadership skills including setting performance expectations, managing and improving performance, and providing leadership, direction and feedback.
Analytical & Critical Thinker – You possess proficient analytical and critical thinking skills, using sound judgment. You also have a high level of attention to detail and accuracy.
Technically Skilled – You have technical proficiency in Microsoft Office products, HRIS systems, and other related HR or administrative systems.

Nice To Haves

Desired – We hope you also have a Society of Human Resource Management (SHRM), Professional in Human Resources (HRCI), or related HR certification.
We also hope you have experience supporting leaders in a large matrixed organization.

Responsibilities

Provide high level support to the Sr. HR Director and HR Directors by managing complex calendars and meeting schedules, drafting correspondence and other projects as assigned, including issues of a highly confidential or sensitive nature.
Act as a liaison, as necessary, between the Sr. HR Director and internal and external customers, including the Commission, Executive Director, and the Executive Team.
Regularly review the Sr. HR Director's calendar and communicate outstanding items.
Schedule the Sr. HR Director’s weekly one-on-one check-ins with direct reports, HR Leadership Team meetings, HR Extended Leadership Team meetings, HR all-staff meetings, and biannual retreats.
Facilitate and develop the annual budget to align with the department’s priorities and budget targets.
Process all budget requests from HR Sr. Leaders and facilitate discussions and decision-making with HR Sr. Leaders to establish the department budget.
Review the final recommended budget, including justifications for new budget items, with the HR senior leadership team prior to entering budget items into the Port's budget system.
Review monthly budget responsibility reports, identify and research incorrect charges, and resolve or follow up on issues related to HR's budget.
Provide support to the HR department for programs including, but not limited to, managing department procurement card charges and reconciliation, purchase requisitions and requests for checks; working closely with Accounts Payable to ensure invoices are paid and issues are resolved; exercising signing authority for requisitions or purchase requests within signature authorization; and contract management, including coordination with the Central Procurement Office (CPO), Requesting Department Representative (RDR), and all documentation processes.
Work closely with HR and Commission Records staff to ensure HR Commission meeting documents are submitted according to the Commission schedule and document routing system in SharePoint.
Provide leadership, direction, coaching, and guidance to the HR Sr. Administrative Staff Assistant, two Administrative Assistants, and any other assigned direct reports or emergency hires.
Ensure PerformanceLink goals are established and regularly reviewed and that documented check-ins and other PerformanceLink processes and timelines are followed.
Lead and participate in planning, coordination, and execution of a variety of HR and Port-wide programs.
Oversee and participate in planning the quarterly Safety and Service Awards Luncheons, including creating accurate lists of honorees, sending and tracking invitations for honorees and supervisors, supporting Civil Service Commission programs, Executive Round Tables or Forums, Continuity of Operations Planning (COOP) coordination, leadership conferences, HR Broadcasts, Port-wide Holiday Luncheon, Take Our Kids to Work Day, and recognition programs such as Public Service Recognition Week.
Manage the oversight and schedule of policy updates for all HR related policies.
Set up the processes, templates, approval coordination, and ensure Equity, Diversity, and Inclusion (EDI) review is completed.
Coordinate and track HR responses to public disclosure requests and subpoenas by researching and distributing requests for records to subject matter experts, gathering documents from subject matter experts, and providing responses to the Port’s legal department.
Partner with the Port’s legal department to ensure requested documents are in accordance with EX-19 policy and procedure.
Administer HR department retention schedules and distribution of records and ensure I-9 files are appropriately maintained and audited.