Administrative Manager

More Than Words (MTW) seeks an experienced and talented Administrative Manager.  The Administrative Manager will support the Administrative and Human Resources (HR) department for our adult and youth staff.  In addition, the Administrative Manager will oversee the process for both the internal and external recruitment for our adult positions.  The Administrative Manager will not oversee the recruitment of our youth staff, but they will provide administrative support as necessary. 

Currently, MTW has an adult staff of 60+ full-time employees and we serve over 300 young people a year with anywhere from 50-90 youth on payroll across both its Boston and Waltham sites. The candidate must be enthusiastic, organized and reliable, and they must have a strong ability to work well independently and drive processes forward.  They must be able to utilize current resources and willing to embrace new technology to advance and streamline processes.  This is a full-time, exempt position and will report to the Chief Financial Officer (CFO). 

About More Than Words

More Than Words (MTW) is a nonprofit social enterprise that empowers youth, ages 16-24, who are in the foster care system, court involved, homeless, or out of school to take charge of their lives by taking charge of a business. MTW offers job training opportunities and transition support services to equip youth with first-hand experience working as a team to operate retail and online businesses and to develop the tools to enable them to make progress around education, employment and life goals.  The MTW model is premised on the belief that an actual job – one which provides hands-on, real-world training combined with high expectations, accountability and opportunities for personal development, is the best way to equip youth with marketable skills critical for success in work, college and life. 

Key responsibilities of this position include, but are not limited to, the following:

HR Administration for Adult and Coordinator Staff (40%)

• Support the Director of Administration (DOA) with onboarding and offboarding processes including coordinating new hire orientation and training schedules and facilitating the completion of necessary paperwork and other HR documentation
• In collaboration with the Director of Administration, support general benefits administration such as Open Enrollment, updating profiles on the Paychex payroll system, maintaining resource documentation for the staff, etc
• Using the internal HRIS system, ensure all CORIs are up to date, all certification and trainings such as CPR/First Aid certificates are current and paid time off accruals are accurate
• Maintain professional development tracker for all staff

Coordinator Administration

• Assist the Director of Career Services with the administration of our Coordinator staff including maintaining contracts, tracking benefits such as paid time off accruals etc.
• Provide administrative support for recruitment efforts such as ensuring job descriptions are current and accurate and posting on MTW’s website.

  

HR Administration for Youth Staff (20%)

• Manage CORIs and background checks
• Provide administrative support for Youth Staff such as updating employee information in Paychex and Salesforce, verifying SS# and personal information, completing employment verification forms, assisting in replacing lost checks, etc.
• Receive bi-weekly youth payroll hours from site leaders and prepare and reconcile them for bi-weekly payroll processing with the DOA
• Assist with any other general reporting and/or related HR tasks, as needed

Recruitment and Hiring – Adult Staff (40%)

• Manage the recruitment process including but not limited to posting open positions to all necessary job boards and sites (such as LinkedIn, Idealist and Indeed), conducting phone screens, scheduling interviews with collaborators and updating the HRIS system with current applicant information

• Ensure job descriptions are current and accurate

• Provide consistent communication of status updates to recruitment collaborators

• In collaboration with the CFO, prepare and extend job offers to successful candidates

• Coordinate and conduct all reference checks and background checks including CORIs

• Support the recruitment and onboarding of Service positions, i.e. AmeriCorps Vistas or Northeastern Co-ops (on average between 6-10 positions per year)

• Collaborate with Volunteer coordinator in processing of new volunteer reference and background checks (approx. 3-4 volunteers per month)

• Network with local universities/institutions and participate in local/online job fairs to ensure open positions are listed broadly to reach the greatest diversity of candidates

Candidates should possess the following qualifications:

• A strong commitment to the mission of More Than Words by being able to step up and follow through to deliver a high quality of work
• 1-3 years of related Administrative, HR and/or Recruitment experience
• Strong confidence and ability to utilize current technology and systems to streamline and maintain efficient processes. Experience with Microsoft and SharePoint a plus
• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Ability to work both independently and as part of a team
• A go-getter attitude with a drive to meet and exceed goals and to move tasks and initiatives forward
• Desire to generate excitement around working at More Than Words and naturally build relationships with prospects, candidates, hiring managers and interviewing teams
• Candidate must be able to work under pressure and remain calm in the midst of many changing circumstances

Compensation:  $52,000-$63,499 Commensurate with skills and experience 

Location: Primarily at our Waltham location with occasional visits to our Boston site for staff events, training, professional development, etc.