ISB HR Administrator

Job Purpose:

The HR Administrator serves as the primary human resources contact for the Islamic Society of Baltimore (ISB) and provides consistent, confidential, mission-aligned HR administration across the entire organization. The position supports leaders, supervisors, and employees throughout the employment lifecycle; helps maintain compliant and effective HR practices; assists with payroll and time and attendance; strengthens a workplace cultu

Job Description / Responsibilities Include:

Organization-Wide HR Administration

• Administer day-to-day HR processes for all ISB departments, programs, facilities, and operating units, promoting consistent practices and service across the organization.
• Serve as an accessible first point of contact for employees and supervisors regarding HR policies, workplace expectations, benefits, leave, payroll questions, and general employee matters; escalate sensitive or high-risk issues appropriately.
• Maintain accurate and confidential personnel files, HR system records, job descriptions, organizational records, required acknowledgments, employment documents, credentials, and record-retention schedules.
• Prepare and process employment-related documentation, including offer letters, status or compensation changes, employment verifications, performance documents, disciplinary records, and separation paperwork, as authorized.
• Develop practical HR reports, trackers, calendars, and workforce metrics for leadership while protecting employee confidentiality.

Recruitment, Onboarding, and Offboarding

• Partner with hiring managers to confirm staffing needs, update job descriptions, post openings, screen applicants, coordinate interviews, support candidate evaluation, and maintain complete recruiting records.
• Coordinate references, background checks, required credentials, and other pre-employment steps in accordance with ISB policy and applicable law.
• Prepare offers and lead a consistent onboarding process, including completion of required forms, policy orientation, payroll and timekeeping setup, benefit information, workplace expectations, and introduction to ISB's mission and culture.
• Coordinate employee transitions and offboarding with leadership, Finance, IT, Facilities, and other stakeholders, including final documentation, return of organizational property, access changes, benefit or payroll information, and exit interviews when appropriate.
• Employee Relations and Performance Management
• Promote respectful communication, professionalism, accountability, and constructive working relationships throughout the organization.
• Guide supervisors in applying policies consistently and in documenting coaching, performance reviews, performance improvement plans, recognition, corrective action, attendance matters, and other employee decisions.
• Receive employee concerns with discretion and empathy; support prompt, impartial review of complaints, workplace conflicts, harassment or retaliation concerns, policy violations, and other employee-relations matters in coordination with leadership or outside advisors as needed.
• Support resolution of workplace concerns through clear communication, appropriate follow-up, and accurate documentation while avoiding favoritism and protecting confidentiality.
• Coordinate performance-review cycles, goal-setting, professional development, employee recognition, and follow-up actions.

Payroll, Time, and Attendance Support

• Work closely with Finance, supervisors, and the payroll provider to support accurate and timely payroll processing and to maintain clear separation of duties and approvals.
• Review timecards, schedules, missing punches, overtime approvals, paid-time-off balances, leave entries, holidays, and manager approvals; follow up on exceptions before payroll deadlines.
• Communicate approved new hires, separations, pay-rate or status changes, deductions, benefit changes, and other payroll-impacting information accurately and on time.
• Research payroll and timekeeping questions, coordinate corrections, maintain supporting records, and communicate resolutions professionally to employees and managers.
• Train and assist employees and supervisors in the proper use of time and attendance systems and related procedures.

Benefits, Leave, Compliance, and Training

• Assist with benefit enrollment, eligibility changes, annual open enrollment, employee communications, vendor coordination, and benefit recordkeeping.
• Coordinate requests for paid and unpaid leave, workplace accommodations, return-to-work documentation, and related communications in a consistent, respectful, and confidential manner.
• Help maintain compliance with applicable federal, state, and local employment requirements, including required notices, records, reporting, policy updates, and audit support; coordinate with legal, payroll, insurance, or HR advisors when specialized guidance is needed.
• Support workers' compensation, unemployment, workplace incident documentation, and required follow-up in coordination with leadership and the appropriate providers.
• Maintain and periodically review the employee handbook, HR procedures, forms, and templates; recommend improvements that are practical, fair, and aligned with organizational needs.
• Coordinate or deliver employee and supervisor training on policies, respectful workplace conduct, anti-harassment, safety, timekeeping, performance management, confidentiality, and other assigned topics.

Islamic Values and Organizational Culture

• Carry out HR responsibilities with amanah (trust and integrity), adl (justice and fairness), ihsan (excellence), rahmah (compassion), and shura (thoughtful consultation).
• Safeguard employee information as a trust, apply policies consistently, communicate truthfully, and treat employees and applicants with dignity, patience, and respect.
• Help foster a faith-centered, welcoming, and professional workplace that supports ISB's mission and encourages service, collaboration, accountability, and care for the community.
• Support reasonable faith-related practices and workplace accommodations, respectful scheduling around religious observances, and inclusive treatment of individuals from varied backgrounds, consistent with ISB policy and applicable law.
• Model conduct consistent with ISB's Islamic identity, organizational policies, and standards of professional behavior.

Special Projects and Organizational Support

• Lead or support special projects designated by executive leadership based on current organizational needs, priorities, workload, and available assignments.
• Projects may include policy rollouts, HR or payroll system implementations, records audits, employee surveys, organizational development, process improvement, compliance initiatives, event or volunteer administration, data cleanup, and other cross-functional administrative work.
• Develop project plans, coordinate stakeholders, track actions and deadlines, communicate progress, and complete assigned deliverables with appropriate follow-through.
• Perform other related duties as assigned to support ISB's operations and mission.

Skills / Qualifications:

• Bachelor's degree in human resources, business administration, nonprofit management, or a related field preferred; an equivalent combination of education and relevant experience may be considered.
• At least three years of progressively responsible HR administration, HR generalist, payroll, or closely related experience preferred; experience in a nonprofit, faith-based, school, community, or multi-department organization is a plus.
• Working knowledge of employee lifecycle administration, recruiting, employee relations, performance documentation, benefits, leave, payroll support, timekeeping, and confidential records management.
• General knowledge of applicable employment practices and the ability to recognize when an issue requires escalation to leadership, legal counsel, a payroll provider, or another specialist.
• High degree of discretion, sound judgment, integrity, emotional maturity, and ability to manage sensitive information and difficult conversations.
• Strong organization, attention to detail, follow-through, problem-solving, written communication, and interpersonal skills; able to manage multiple deadlines and changing priorities independently.
• Proficiency with Microsoft Office or Google Workspace and the ability to learn HR, payroll, benefits, applicant-tracking, and time and attendance systems.
• Ability to build trust and work effectively with employees, volunteers, supervisors, executive leadership, board members, vendors, and community stakeholders.
• Commitment to ISB's mission and Islamic values and the ability to support a diverse community with professionalism, fairness, compassion, and respect.
• SHRM-CP, PHR, payroll, or related professional certification is preferred but not required.
• Regular and reliable attendance is required. Occasional evening or weekend work may be necessary for employee meetings, training, events, deadlines, or special assignments.

Core Competencies:

• Confidentiality and trustworthiness
• Fair and consistent judgment
• Employee service and relationship building
• Clear communication and conflict resolution
• Accuracy, organization, and timely follow-through
• Initiative, adaptability, and project ownership
• Mission alignment and values-based leadership