Position: Corporate Services Coordinator
Employer: Vitamin Angels Alliance, Inc.
Location: Goleta, CA
Date: September 2020
Role or Purpose of Position
The Corporate Services Division has oversight of all HR, Accounting, Compliance, and IT functions within Vitamin Angels. The Corporate Services Coordinator (CSC) is a newly added position and will be a member of the Corporate Services Division. S/he will support the division by providing assistance to the Human Resources Director in a variety of HR functions, overseeing facilities and office operations and supporting the coordination of IT (equipment and office related) tasks within the company. This is a new position to build expanded capacity and to insure continuous and efficient productivity within Corporate Services.
S/he will participate in building and enhancing Vitamin Angels culture of excellence, caring and respect. The CSC will assist in fostering an environment of collaboration and teamwork to lead VA to even greater success.
The position is a part time role with hours expected to be between 20-29 hours per week on average. The Vitamin Angels office is remaining closed through the end of 2020. Accordingly, this position will be a remote, work-from-home position through 2020. Given the oversight of facilities, the CSC may need to access the office space in Goleta from time to time (1-2 per month). Once it is safe to open the office back up, the CSC will work from the offices in Goleta, CA.
The primary functions of this position are the following:
Assist HR Director in all HR functions (hiring, benefits, performance reviews, office events, etc.)
Coordinate & Monitor Facilities Maintenance and Office Operations
Support HR Director in oversight of IT functions (equipment and office needs, non SalesForce)
Major Duties and Responsibilities
Assist HR Director in Human Resource Functions:
- Support the HR Director in her/his role:
- Coordination of monthly all staff Operations Meetings.
Employee Handbook annual updates. Coordinate the distribution to all staff, obtain any required signed return documents after distribution, and update employee files.
Organizing, planning, supporting, and coordinating office events
Support HR Director in administration of all VA Insurance Policies renewals as necessary.
Managing of the annual performance appraisal process including all associated administrative functions such as forms generation and tracking, detailed communications, updating employee files, etc.
Assist in recruitment and hiring process, including but not limited to; creating and updating job descriptions, job postings, screening and routing of resumes to hiring team, scheduling interviews, etc.
Facilitation of all orientation and onboarding requirements for new hires.
Assist in the administration of all staff health care benefits and health insurance policies such as supporting the HR Director during open enrollment, reviewing health care invoices for accuracy, working with accounting to ensure appropriate payroll deductions are made, any associated administrative items, etc.
Other duties as assigned.
Maintain all employee personnel files, including filing of all related hard copy employee records for file.
Provide bi monthly payroll recap to accounting. Responsible for intake on all PTO, Optional holiday, holiday, etc. and reporting these to accounting.
- Receive and respond to email inquiries from website. Forward to appropriate parties as needed.
Coordinate Facilities Maintenance and Office Operations:
- Main contact for Bldg. Manager on all building related issues
- Manage all installations, repairs, maintenance and remodels with Bldg. Manager
- Assist in conducting equipment research and installations
- Conduct emergency response to loss of electricity, internet, etc. Communicate with needed parties to correct situation.
- Manage cleaning services for VA offices
- Coordinate replenishment of food/supplies for cooperative office use.
Support HR Director in Oversight of IT Functions: (non Salesforce)
- Manage equipment (computers, printers, and other office equipment) needs
- Work with IT support to meet ongoing IT needs for staff
- Coordinate maintenance and repair of equipment with our IT team
- Perform all functions related to the phone system – VOIP
- Coordinate purchase of all new phones, make directory changes and deletions, etc. with carrier
- Direct and coordinate meetings with repair workers as needed
Level of Decision-Making
Within the bounds of VA’s mission, values and policies, and sound professional practices, the Corporate Services Coordinator is free to manage his/her activities in whatever way will best serve VA clients, partners and employees – while being coached/mentored by the HR Director. Specific authorities associated with this position and their implementation procedures will be determined in conjunction with the HR Director.
VA operates under a collaborative, matrix management model. The Director of Human Resources or his/her designee supervises the CSC with respect to overall assignments and performance. The CSC interacts daily with all members of the VA team. The Corporate Services Coordinator establishes his/her own daily work priorities in coordination with the HR Director and ensures that activities continue consistent with the established schedule and budget.
Reports to: Human Resources Director
Primary working relationships:
- HR Director
- Staff Accountant
- Sr. VP of Operations
- IT Support Team
Travel required: No
Knowledge, Skills and Abilities
Minimum two years’ experience performing office administration and human resource support functions.
Computer literacy, knowledge of Microsoft Office Suite, Outlook, PowerPoint, etc.
Superior interpersonal skills,
Strong written and oral communications skills,
Superior organizational skills and attention to detail.
To apply, interested persons should submit a cover letter, resume or curriculum vitae to:
Maureen Boyle, Director of Human Resources
E-mail: [email protected]; or
Resumes will be accepted until September 30, 2020 or until a qualified applicant is identified.
Part time Paid Time Off, Holidays and 401(k)