Office Manager II or Sr. Office Manager, Human Resources

New York State Energy Research•City of Albany, NY

4h•Hybrid

About The Position

As a leader in advancing New York’s energy transition, the New York State Energy Research and Development Authority (NYSERDA) has remained a credible, objective and trusted partner in our State’s energy planning as well as deploying new and innovative technologies to expand New York’s economy. NYSERDA has worked for the past 50 years to protect the environment and help New Yorkers increase energy efficiency, lower energy costs and reduce reliance on fossil fuels. NYSERDA engages with stakeholders including residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that: Attract the private sector capital investment needed to expand New York’s clean energy economy. Overcome barriers to using clean energy at a large-scale in New York. Enable New York’s communities and residents to benefit equitably in the clean energy transition. JOB OVERVIEW The Sr. HR Office Manager/ Office Manager II serves as the operational "air traffic controller" for the HR function, coordinating schedules, meetings, communications, documentation, and administrative workflows so the HR Governance & Leadership Development and HR Operations & Experience teams run smoothly, predictably, and on time. This role blends HR knowledge with high-end project coordination and administrative execution, ensuring HR operations, governance, and leadership development workflows move from request to completion with speed and accuracy. The Sr. HR Office Manager/ Office Manager II anticipates conflicts, tracks next steps through closure, maintains strong documentation discipline, and ensures the right information, materials, and people are in the right place at the right time. This position has extensive interaction with IT, Contracts/Procurement, Communications, Facilities, and Finance, and is trusted with sensitive information requiring discretion and sound judgment.

Requirements

For the Sr. Office Manager title (Salary: $70,720-$96,764) High School diploma with 7 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 2 years in a supervisory role.
For the Office Manager II title (Salary: $67,119-$96,764) High School diploma with 6 years of progressively responsible experience in HR administration, HR Operations office management, executive coordination, or similar in a high accountability environment including at least 1 year in a supervisory role.
Strong working knowledge of HR practices and confidentiality requirements across core HR processes.
Significant experience managing up (supporting senior leaders with proactive planning, prioritization, follow-through, and anticipatory execution in a fast-moving environment).
Advanced proficiency in Microsoft 365, including PowerPoint (executive-ready decks) and Excel (tracking, reporting, reconciliations; pivots/filters as needed).
Demonstrated strength in professional drafting (memos, templates, SOPs, communications, meeting notes) with high attention to detail and tone.
HRIS experience running reports and supporting accurate data updates (ADP experience helpful).
Strong project coordination and administrative execution capability, tracking tasks, managing dependencies, driving follow-through, and maintaining high-quality documentation.
Exceptional organization, responsiveness, and customer service orientation; able to manage competing priorities across multiple leaders and deadlines.
Must be in-office at least 3 days each week with full-time presence in office for the initial 3-6 months.

Nice To Haves

For Sr. Office Manager(Salary: $70,720-$96,764) An Associate degree with 6 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 2 years in a supervisory role.
For Office Manager II(Salary: $67,119-$96,764) An Associate degree with 5 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 1 year in a supervisory role.
HR certification (SHRM/HRCI)
The ability to support full-time on-site presence highly desired.
Accounting and/or Finance experience, including comfort with budget tracking, invoice review, reconciliations, and/or partnering closely with Finance teams.
Experience supporting governance functions (policies, committee support, approvals tracking, audit readiness) and/or leadership development operations (training schedules, participation tracking).
Experience supporting contracts/procurement workflows and budget/invoice tracking in partnership with Finance.
Experience working in a broader Corporate Operations support capacity with responsibilities for, or tight coordination with, IT, Contracts/Procurement, Communications, Facilities, Finance, and HR, including managing dependencies, routing approvals, and ensuring cross-functional follow-through.
Demonstrated ability to operate as a high-volume workflow coordinator across multiple leaders, anticipating conflicts, prioritizing rapidly, and driving action tracking through closure (air traffic control" style execution).

Responsibilities

Cadence, Scheduling, and Team Coordination
Monitor and maintain HR team schedules (hybrid schedules, out-of-office coverage, key deadlines) to ensure continuity of support and predictable execution.
Coordinate meetings end-to-end (scheduling, room/Teams logistics, agendas/pre-reads, attendee coordination) across both HR departments and cross-functional partners.
Take meeting minutes/notes and distribute clear decisions, owners, due dates, and follow-ups; communicate reminders and ensure next steps close on time.
Support Directors in monitoring and maintaining OKRs and team performance metrics, including cadence tracking, status rollups, and follow-through against commitments.
Provide high-trust "managing up" support to HR leaders by anticipating needs, preparing materials, surfacing risks early, proactively closing loops, and ensuring leaders have what they need ahead of deadlines and meetings.
Presentations, Drafting, and HR Communications
Develop and format executive-ready PowerPoint presentations; compile inputs, build drafts, manage versions, and prepare final materials.
Draft and coordinate HR communications (employee notices, program updates, reminders, event communications), ensuring alignment with HR leadership and Communications as needed.
Maintain trackers for commitments, action items, approvals, and key deliverables; escalate risks and slippage proactively.
HR Documentation, Governance, and Knowledge Management
Support development, updates, and maintenance of Job Descriptions, HR policies, procedures, SOPs, templates, and other HR documentation across both departments.
Coordinate review cycles, incorporate edits, and route documents for required stakeholder review/approval; maintain approvals and version control.
Maintain "source of truth" storage, naming conventions, permissions, and file structure for HR documentation and shared work products.
Perform all managerial and supervisory responsibilities with respect, fairness, consistency, and inclusion.
HR Records, Personnel Files, Retention, and Compliance:
Create and manage employee personnel files (digital and/or paper) with confidentiality and consistent file architecture.
Manage governance, employee relations and leadership development data bases as first point of contact in scheduling and data entry.
Manage document retention practices and disposition processes in alignment with policy and regulatory requirements.
Maintain compliance bulletin boards and required federal/state/local postings; support audit readiness by ensuring documentation is accurate and retrievable.
HRIS Reporting, Data Updates, and Org Maintenance
Run recurring and ad hoc HRIS reports (e.g., headcount, turnover, org changes, onboarding status, participation tracking, compliance-related reporting support).
Support HRIS data updates and data integrity (timely corrections, exception tracking, validation support).
Maintain and update org charts and support organizational data; coordinate validation cycles with leaders as needed.
Provide onboarding scheduling coordination (orientation schedule, stakeholder meetings, required sessions, 30/60/90-day check-in scheduling support).
Support Contracts, Budgets, Purchasing, and Expenses
Support HR contracts, purchasing requests, vendor coordination, invoice tracking, and budget monitoring (as assigned).
Support expense and related approval processes (routing, documentation, reconciliation support, follow-ups with approvers).
Events, Recognition, and Culture Touchpoints
Coordinate company events and recognition activities (planning logistics, calendars/invites, vendor coordination, communications drafts, day-of support).
Coordinate HR team celebrations and culture touchpoints (birthdays, anniversaries, milestones) and support broader employee experience logistics as assigned.
Emergency Communications and Operational Readiness
Support emergency communication alerts and readiness processes in coordination with designated partners (Facilities/Security/IT/Communications), including distribution lists and templates as assigned.