People Operations Coordinator

The Chesapeake Bay Foundation seeks a People Operations Coordinator in the People & Culture Department to be based at the Philip Merrill Environmental Center in Annapolis, MD.

THE CHESAPEAKE BAY FOUNDATION

Established in 1966, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home. Through our education, advocacy, litigation, and restoration efforts, we work together toward our vision of a healthy and resilient Chesapeake Bay ecosystem where people, plants, and animals thrive together.
 

CBF has a staff of approximately 200 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary.
 

CBF’s headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world’s most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia.

DEPARTMENT DESCRIPTION

People & Culture 

The People & Culture s Department s mission is to recruit, train, and retain highly professional and motivated staff to achieve CBF’s goals. The department established and implements strategies and procedures that are consistent with best practices in the field to carry out this mission.

CONTEXT OF THE POSITION 

The People Operations Coordinator plays a crucial role in supporting the People and Culture department in various HR functional tasks. This position is essential in ensuring the smooth and efficient operation of our processes. 

This is a part-time position at 30 hours per week, benefit eligible.

ESSENTIAL FUNCTIONS

Employee Records & Administration

• Assist in the maintenance and updates of employee files, ensuring confidentiality and data security.
• Generate HR reports and provide insights to department decision-making.
• Prepare quarterly metric data report for the organization.
• Ensure all personnel files processed for payroll are included and saved in the in the Paylocity employee record.

Family Medical Leave Act & Disability Claim Support

• Handle confidential HR matters with discretion and professionalism.
• Process FMLA and disability claims, including collecting necessary documentation, coordinating with employees and providers, and ensuring compliance with applicable regulations.
• Track FMLA and disability leave periods, maintain accurate records, and provide timely updates to management and employees.

Worker s Compensation Support

• Generate HR reports to support the annual audit process.
• Process claims including collecting necessary documentation (First Report of Injury forms), approval and submits the claims through the KeyRisk portal, and coordinate with the employee and claims adjustor until the claim is      closed.
• Serve as primary contact for all land base injury claims.

Recruitment & Personnel Support

• Prepare all bonus requests by processing the form for signatures.
• Serve as the back-up to the Recruitment Coordinator in preparing onboarding, offboarding and personnel change materials.

Benefit Administration

• Assist in the audit process in reviewing and updating benefit elections in both the ENavigator system.  Reviews Paylocity to ensure the data feed matches.
• Assist Payroll and Benefits Coordinator during open enrollment process to get all employees selection enrolled into HRIS system.

General Administrative Tasks

• Support the VP for People and Director in various projects assigned.
• Coordinate team meetings: develop agendas in consult with the team lead, notify staff, work with other CBF departments for arrangements as needed, record meeting minutes, and track action items.
• Manage credit card and department expenditures; prepare, code, and submit bills, invoices, receipts, and expense reports.  Coordinate with Director to understand the approved budget to help with coding aspects.
• Maintain and update the department’s Simplrr intranet site to ensure information is accurate, current, and accessible to staff.
• Monitor, track, and communicate compliance-related updates and required must read materials to staff in a timely manner.

• Minimum of 1-3 years’ experience in an HR support role to senior level positions.
• Possess strong communication and collaboration skills, and is highly organized, flexible, and fast paced.
• Basic understanding of HR functions and best practices.
• Experience with Paylocity or other HRIS system a plus. 
• Excellent organizational and time management skills.
• Proficiency in MS Office Suite and HRIS systems (Paylocity a plus, not requirement).
• High level of attention to detail and confidentiality.
• Ability to have reliable transportation to travel to other CBF locations or for work-related items as needed
• A team player with a positive attitude and a willingness to learn and grow within the department and organization.