Operations & Administrative Manager

Digital Harbor Foundation•Baltimore, MD

20d•$65,000 - $70,000•Hybrid

About The Position

Digital Harbor Foundation is dedicated to fostering learning, creativity, productivity, and community through education with a vision of digital equity for everyone. Driven by our sincere belief that access to opportunity is a basic right, we take bold yet practical actions to support making a better future now. Through a portfolio of projects focused on developing leadership within communities, we support those closest to challenges to take deliberate actions based on a design thinking approach, backed by data analysis, grounded in a practice of collective impact, and driven by a commitment to racial equity. At Digital Harbor Foundation, the Operations & Administrative Manager is responsible for managing and strengthening the organizational functions of Human Resources and Operations. This role provides strategic and operational oversight, supports organizational compliance, and ensures a high-quality employee experience. The Operations & Administrative Manager reports to the Chief Operating Officer (COO) and is an integral member of the Operations Team.

Requirements

Associates Degree in a related subject desired, Bachelor’s preferred.
5+ years of administrative assistance experience, preferably in human resources.
High level of interpersonal and ethical skills to handle highly sensitive and confidential information, situations, and documentation.
Superb verbal and written communication skills with attention to detail in composing and editing materials.
Comfort proactively learning new skills.
Comfort using HR databases and systems.
Ability to collaborate on informal and formal team-based projects.
Forward-thinking, proactive approach to organizational improvement.
Proficient with Google Suite (Sheets, Docs, Slides).

Nice To Haves

Experience in nonprofits, education or technology is highly valued.

Responsibilities

Serve as a primary resource for employees regarding HR needs, including employee changes, profile updates, direct deposit confirmation/changes, and general HR inquiries.
Provide guidance to employees and supervisors regarding policies, procedures, and HR best practices.
Oversee all recruitment activities including developing job descriptions and hiring plans, posting positions, managing applicant tracking, screening candidates, and coordinating multi-stage interview processes.
Ensure consistent and equitable hiring practices aligned with organizational values.
Lead new hire onboarding including documentation, reference checks, HR orientation, and coordinated onboarding schedules.
Ensure compliance with USCIS Form I-9 Employment Eligibility Verification requirements.
Manage first-level technical support for internal HR systems (Paycom, Carefirst, Health Equity, UNUM).
Maintain and regularly update HR documentation including the HR Notion site, employee handbook, policies, processes, and forms.
Oversee HRIS data accuracy by entering and auditing information for employees, contractors, interns, and volunteers.
Generate reports and communicate with employees to ensure all required documents are complete and current.
Manage enrollment, cancellation, and changes to benefits.
Lead annual open enrollment, including communication, coordination, and supporting employees with elections.
Process enrollment, cancellation, and changes of benefits. Provide support regarding annual open enrollment communication and election process.
Manage mid-year and end-of-year performance evaluation processes.
Assist in researching, evaluating, and recommending performance management platforms to support improved and more streamlined performance review cycles in the future.
Support supervisors with documentation, process adherence, and implementation of any updated performance management tools or systems.
Maintain compliant, organized personnel files in Google Drive with appropriate and consistent access permissions.
Support ongoing HR compliance efforts, audits, and documentation reviews.
Upload documents and forms to employees’ personnel files.
Coordinate building maintenance needs for the Tech Center in partnership with the City.
Manage receipt, documentation, deposit, and reporting processes for mail and checks received at the Tech Center.
Support organizational operational processes, workflows, and documentation improvements.
Support special projects, reporting initiatives, and process improvements as assigned.
Complete incidental tasks that contribute to the smooth functioning of the Operations Team.
Draft general organizational correspondence and follow up on administrative matters.
Create agendas and participate in meetings, as necessary.

Benefits

Carefirst Blue Cross Blue Shield - Health, Dental, and Vision Insurance (100% of the premium paid for employees and 85% of dependents)
Pre-Tax Health Savings Account (HSA) (with $275 monthly employer contributions)
Pre-Tax Flexible Savings Account (FSA)
Paid Accidental Death & Dismemberment (AD&D) Insurance
Paid Short-Term & Long-Term Disability Insurance
Paid Basic Life Insurance
Supplemental Voluntary Life Insurance (Employee, Spouse & Dependent Children)
Total Pet Plan and Supplemental Wishbone Pet Insurance
Employee Opportunity Program (EAP) - Health and Wellness
Wellness Reimbursement Program
401k Retirement Plan (with 6% matching)
15 Days Paid Time Off Per Year
20 Days Paid Time Off Per Year (after 3rd Anniversary)
25 Days Paid Time Off Per Year (after 6th Anniversary)
16 Paid Holidays (14 common plus 2 flexible holidays, including Dec 25 - Jan 1)
Paid Bereavement Leave
Paid Parental Leave for Moms and Dads (two weeks after first year)