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Job Title: HR Administrator (Staffing and Personnel Records Support) Location: Foxborough Regional Charter School Position Type: Full-Time, 12 months (includes summer and school breaks) Reports to: Director of Human Resources Required Work Hours: *6:00 AM - 2:00 PM preferred, Monday to Friday (with occasional flexibility during the week) Location: On site Overview: We are looking for an eager initiative-taker with a growth mindset to join our HR team. As an integral part of our support staff, you will have the opportunity to dig into all aspects of Human Resources and support challenging projects. The HR department is in the process of structuring the HR function, building on and enhancing previous practices to improve efficiency, effectiveness and ensure compliance. Previous experience in a start-up-like environment or in turning around or reorganizing departments is helpful. The ideal candidate must be innovative, resourceful, willing to seek opportunities to improve, and be able to work both as a part of a team and autonomously. In this position you will be empowered to contribute to the success of our team by supporting essential HR functions including recruitment and staffing, onboarding, employee engagement/labor relations and more. The HR Administrator will be a key member of the HR team of three, primarily responsible for managing personnel records and HR data, and helping to ensure compliance with HR policies and regulations through record keeping. In addition to records and recruitment, you will also take on the responsibility for scheduling substitute teachers and internal coverage scheduling to help maintain seamless operations within the school district. This role is ideal for someone who is team oriented and energized by starting or building upon existing systems and tools and likes people. A successful candidate will have a commitment to continuous improvement and learning and a bias for approaching projects through the lens of capacity building and continuity. If you’re motivated, organized, energetic, and have experience in an HR Administrator or similar position supporting the HR function in a demanding environment, we want to meet you! You’ll thrive in this role if you are adaptable, resourceful, take initiative, and enjoy creating and leveraging strong relationships with employees (our internal customers) at all levels in the organization. Essential Functions: General Administrative Duties: Triage, track and manage inquiries to the HR email inbox. Collaborate with the HR team to ensure that every inquiry and request has a response and closed loops within 3-5 business days and within 24-48 hours for more urgent matters. Manage HR calls/voicemail, the Director of Human Resources voicemail inbox, and assist in responding to requests and inquiries in order of priority/importance. Recruitment and Onboarding Support: Support the recruitment process with the HR Coordinator (and tentatively a virtual recruitment assistant/outsourced recruiter) including: leveraging the current ATS, TalentEd, managing requisitions, collaborating with hiring managers on their “look for’s” to develop job description templates, conducting pre-phone screening to make recommendations to hiring managers, and scheduling interviews. During high-volume hiring periods, the HR team may divide and conquer to meet the needs of this function. Support hiring managers to ensure that interview teams/committees are set up prior to launching screenings and interviews. Coordinate onboarding activities for new hires by working with hiring managers to prepare for the first day/week and create training and onboarding schedules. Develops or enhances processes as needed to streamline the onboarding process. Create offer letters, ensure new hire paperwork is completed, process background checks, conduct reference checks, and confirm start dates with candidates. Substitute Staffing & Scheduling Support: Leverage the Frontline Absence Management System and other tools to take on coordinating substitute teachers and internal coverage in collaboration with the HR Coordinator, who will directly oversee this function, as well as building leaders, and building administrative assistants. Communicate with principals, staff, and individuals assigned to coverage regarding assignments and scheduling changes. Support substitute pool recrutiment Personnel Records and Data Management: Maintain accurate and up-to-date personnel data records for all employees. Currently, the HR department is in the process of moving to electronic personnel file record keeping. The HR Administrator will participate in auditing electronic files for completeness. Update HR databases/trackers (e.g. new hires, separations, vacation and sick leaves) and inform how to improve or iterate these tools as appropriate May be asked to assist in preparing regular reports and presentations for HR leadership and other stakeholders depending on skill sets Compliance: Stay updated on federal, state, and local employment laws and regulations. Assist in ensuring compliance with HR policies, procedures, and legal requirements including the Superintendent's checklist. Other HR duties as assigned. Essential Skills Summary Regular in-office attendance required Office hours are 7:30 am to 3:30pm. However, looking for someone who can be in office during the hours of 6 am to 2 pm. The 6 am start time is essential to being able to review daily call-outs to assign substitutes and internal teachers to cover classrooms as needed. Must be able to compose HR correspondence, documents, and assemble data with keen attention to detail. Must be able to use a computer; typing, scrolling, reading. Must be able to work both independently and on a team on special, non-recurring, and on-going projects. Must be able to use the telephone, conduct phone screenings and assess general qualifications or fitness for a position to make recommendations. Must be able to manage calendars and scheduling with accuracy and follow-through Must be able to comprehend filing and sorting HR/personnel documents and information in sequential order by alphabet or numbers or content either electronically or manually with paper files Minimum Required Qualifications: Minimum high school diploma; Bachelor's degree in Human Resources, Business Administration, or related field preferred. 2-3 years previous experience in HR administration, office management, personnel data management, or related roles is advantageous. At least 3 years of experience in a human resources role with an intermediate knowledge of HR concepts and regulations Strong communication skills, with the ability to communicate key messages and ideas clearly and effectively, both verbally and in writing Ability to think outside the box to help solve problems, with the humility to ask for help when needed Adaptable to a dynamic environment and ready to take on any new tasks that are handed to you Expert attention to detail and organizational skills; ability to plan backwards to meet deadlines; strong logistical skills Resourceful and energetic with a keen sense of urgency to solve problems and get things done Expert time-management skills with the ability to handle multiple tasks simultaneously Motivated and energized by new challenges and overcoming obstacles to move projects forward Possess an eagerness to develop professionally, continuously learn, and share knowledge with others Confident and resilient, acquired by learning from achievements AND mistakes Proficiency with Outlook, MS Office Suite (Excel, Word, PowerPoint); particularly Excel for data entry, data management and manipulation. Experience with handling sensitive data, including accurately inputting, Strong grammar, spelling and writing skills and lots of creativity Proactive, anticipating stakeholders needs and taking informed initiative Experience in recruitment, including conducting phone screenings and interviews. Ability to maintain confidentiality and handle sensitive information with discretion. Commitment to Diversity, Equity and inclusion and Anti-Bias Anti-Racist (ABAR) Practice as an HR professional High integrity and trustworthiness Preferred Skills and Qualifications: PHR, SHRM or similar HR credentials, certifications, or coursework 3+ years experience working on an HR team or similar role in a school, educational organization or social-entrepreneurial nonprofit setting Knowledge of HRIS and ATS systems and concepts Experience creating reports and dashboards to present metrics Experience with state or federal reporting, including EPIMS for public schools or similar Previous office management experience Benefits: Salary range is $47,000 to $55,000, commensurate with experience. Benefits package including health insurance, retirement plans, and paid time off. Professional development opportunities to enhance skills and career growth within the organization. No Phone calls, please. Candidates must be able to meet requirements in this job description with or without reasonable accommodations. FRCS is an equal opportunity employer and encourages individuals from diverse backgrounds to apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted. If selected, to request ADA accommodation for your interview, please email HR@foxboroughrcs.org mailto:HR@foxboroughrcs.org .