Human Resources Manager
The Human Resources Manager is responsible for administering policies relating to all phases of human resources activity. This position maintains knowledge of legal requirements and government reporting regulations affecting human resources functions, and ensures that policies, procedures and reporting are in compliance. With regards to hiring, the HR manager assists supervisors with posting jobs and with other aspects of the hiring process as requested by individual supervisors such as accepting applications, maintaining status communication with applicants, sharing information with other involved employees during internal review processes, etc. Upon completion of hiring processes, the HR manager maintains all application and hiring process documents. The position designs and arranges new employee orientations. The HR manager administers benefits plans, and keeps record of benefits plan participation, such as insurance, sick leave, leaves of absence, and personnel transactions such as hires, promotions, transfers, performance reviews, terminations, worker’s comp claims, and employee statistics for government reporting. The HR manager investigates accidents and prepares reports for insurance carriers. The HR manager advises management in appropriate resolution of employee relations issues. This position prepares employee separation notices and related documentation, and conducts exit interviews to determine reasons behind separations. This position maintains the employee handbook and responds to inquiries regarding HR policies, procedures and programs. The HR manager coordinates the annual performance review program to ensure effectiveness, compliance, and equity within the school. The HR manager conducts training sessions on a variety of topics including hiring and interview skills, work planning procedures, accessibility and diversity sensitivity, etc. This part-time, non-exempt position reports to the Executive Director. Other duties may be assigned.
Policies and Procedures
Updates and maintains Employee Handbook and administers the policies therein; recommends new policies as identified; ensures that policies are well-communicated and responds to questions and provides clarification to employees. Manages the school’s HR records retention and destruction procedures.
Handles change forms for all HR programs.
Prepares job descriptions working with each supervisor, seeks approval from the executive director, ensures consistency of format and up to date information.
Posts open positions, accepts applications, assists hiring supervisors as requested, conducts background screening as needed, and maintains application process files; prepares hire letter with supervisors and executive director approvals, ensures all new-hire paperwork is completed and filed promptly and accurately; with finance director and executive director, plans for temporary housing, travel and moving expenses for new hires.
Plans and conducts new employee orientation including the scheduling of area supervisor orientations.
Communicates with IT for computer-related needs such as email addresses for new employees and interns.
Conducts salary studies for new positions.
Conducts exit interviews and prepares termination paper work to include cancellation of health and life insurance and COBRA activation.
Tracks and records transfers, promotions and performance reviews.
Maintains updated emergency contacts list for all employees.
Maintains knowledge of legal requirements and government reporting regulations affecting the human resources functions, and ensures policies, procedures, and reporting are in compliance; ensures that employment forms, i.e., I-9s, W-4s and NC-4s are completed accurately and filed correctly; tracks and reports employment-related statistics according to state and federal laws.
Directs seasonal employees to the Employment Security Commission for unemployment insurance filings.
Files accident reports and serves as liaison with Penland’s worker’s comp insurance provider.
Assists staff with requirements for filing for leave time using Family Medical Leave Act.
Assists Penland’s finance director in completing the annual worker’s comp audit.
Works with office coordinators on administering and filing up to date driver’s license checks for staff, core, resident artists, studio assistants, and instructors.
Enrolls employees in benefits programs; educates employees on benefits options and responds to questions and provides clarification on benefit plans, organizes staff enrollment meetings for various benefits programs, and follows up on benefits-related issues with insurance carriers.
Negotiates health benefits with insurance carrier annually, researches ways to keep benefits plans cost-effective, advises management on annual health benefits options, and seeks management’s approval.
Coordinates the school’s FLEX spending program.
Coordinates employee appreciation activities including – birthday coffee house treat, 10- year bonus, and the annual holiday party.
Manages annual performance review program; including calendaring, providing information and current forms to management and employees and collecting and filing evaluations in personnel files.
Provides pre-evaluation supervisor training to ensure balanced review processes across organization
Reports on reviews and calculation of merit process to executive director.
Works with the finance director to update salary study work sheet to determine merit bonus and COLA.
Makes recommendation to executive director on salary adjustment allocations.
Plans and organizes compensation surveys.
Serves as staff liaison for the personnel committee of the board.
Develops agendas with the chair, arranges meetings, completes minutes, completes follow up on all action items.
Coordinates the annual fall selection of a staff representative.
Researches topics of interest to the personnel committee and prepares annual reports on such as retention rates compared with national benchmarks, health benefits, and retirement programs.
Liaison with the Finance Director
Serves as backup to the finance director for payroll reporting, understands all employee schedules in order to evaluate overtime and payroll accurately
Develops and manages the personnel budget- to include changes to employee hours and positions, TIAA contributions, merit pool, life and health insurance estimates and correct tax calculations
Receives and analyzes requests for new positions or changes to an existing position from supervisors, presents to the finance director, deputy director, and executive director during annual budget process and strategic planning processes; maintains contact with supervisors as to status of requests; ensures that costs related to new positions have been considered such as computers, desks, work spaces, and job related equipment.
Tracks TIAA and other benefits enrollment dates
Provide employment data for grants and other staff needs
Maintains file of duplicate payroll reports
Arranges annual CPR and First Aid training for employees.
Conducts training related to supervisor responsibilities.
Proposes, conducts and evaluates other HR training sessions for employees.
Assists supervisors with intern applications, selection processes as requested, managing the orientations, evaluations, and staying abreast of legal requirements and best practices.
Opens mail for the development and registration offices, records payments or contributions, restrictively endorses checks, and makes copies of cash receipts before forwarding to the appropriate office.
Other duties as assigned.
Bachelor’s degree (B.S.) or equivalent from a four-year college or university; or three five years related experience and/or training; or equivalent combination of education and experience.
PHR certification preferred.
Strong customer service orientation; approachable; good listener; able to interact with all levels of personnel
Excellent interpersonal, written and verbal communications skills
Exceptional attention to detail and strong organizational skills and the demonstrated ability to manage large amounts of complex and detailed information accurately and efficiently
Excellent computer skills, MS Word, Excel and PowerPoint required; experience with databases is helpful
Demonstrated ability to maintain confidentiality and privacy
Ability to work independently or collaboratively with others on a team effort
A sense of humor and high standards of personal and professional excellence
Knowledge of the arts in general and crafts in particular is a plus.
Enthusiasm for Penland’s mission, its employees, donors and customers
While performing the duties of this job, the employee is regularly required to sit and to work at a computer. The employee is frequently required to use hands to finger, handle, or touch objects, tools, or controls and to talk fluently and to hear. The employee is frequently required to stand and to walk in areas of the campus with uneven terrain. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Specific vision abilities required by this job include close vision.
Annual compensation is discussed during the interview process. The part-time position is non-exempt and eligible for vacation, holiday and sick time benefits.
The position will remain open until filled, however the initial review of applications will consist of applications received by December 1, 2013. Send resume and cover letter addressing relevant experience and interest in the position and contact information for at least 3 references to Jasmin McFayden, Executive Assistant, Penland School of Crafts, PO Box 37, Penland, NC 28765 or.
Penland School of Crafts is a national center for craft education offering residential workshops, residencies, community education programs, and exhibitions. Located on 420 acres in the NC Mountains, Penland has 15 teaching studios and 57 historic and contemporary buildings. Penland School of Crafts is an equal opportunity employer with a staff of 65. Penland operates with a $14.8 million endowment and an annual operating budget of $5.2 million. Penland School of Crafts is an equal opportunity employer.