Greenpeace is a global, independent campaigning organization that uses peaceful protest and creative communication to expose global environmental problems and promote solutions that are essential to a green and peaceful future. For over fifty years, Greenpeace has fought to save the planet from the threat of global warming, destruction of ancient forests, deterioration of our oceans, and the threat of a nuclear disaster loom large. As an independent organization, Greenpeace does not accept funds from any corporations or government entities. Greenpeace is headquartered in the Netherlands, with offices all around the world in over fifty countries.
ABOUT THE JOB
The People & Culture Assistant will support Greenpeace’s passionate and exceptional team members, providing proactive services that foster a friendly and collaborative work experience and administering policies and benefits that protect both staff and the organization.
The People & Culture Assistant role is perfect for someone wanting to transition into the Human Resources profession and experientially learn in one of the most dynamic environmental NGOs in the world. This role isn’t for someone wanting a boring DC desk job. This position will be the air traffic controller for the day-to-day activities and key projects for the People & Culture team, occasionally working directly with People & Culture team members and on projects independently.
The Coordinator maintains a high level of customer service to internal and external clients when explaining personnel policies, benefits, and procedures or when responding to administrative requests for information. They work proactively with other team members to ensure requests are resolved appropriately and timely. They are the CEO of People & Culture customer service!
Systems Administration, Records Management & Data Entry
The Coordinator serves as the gatekeeper and administrator of all personnel records. They ensure data integrity. They electronically create, file, sort, and maintain personnel records for the entire employee population. They own the creation, maintenance, termination, and archival of employee records within the HRIS, payroll, and time & attendance modules; in addition to OpFAT, Docuvantage, & Gmail. They own Frontline email distribution and administration.
The Coordinator regularly audits HRIS employee records and time & attendance configurations for accuracy and currency by running exacting custom reports. They ensure all employees have a completed Form I-9 upon hire. They periodically conduct audits to ensure that completion and storage complies with federal regulations and guidelines. They proactively provide HRIS and time & attendance user support to all employees as needed. They are responsible for running all employee background checks and screening candidates according to established guidelines.
The coordinator is responsible for entering all new employee data in the HIRS as well as maintaining and updating employee records as necessary. This is no small task, we hire about 2,000 employees annually. The coordinator reviews new hire paperwork for accuracy and compliance, ensuring that the documents are updated and correctly completed.
As the departmental leader of administrative operations, the Coordinator processes, sorts, and distributes department mail to team members on a daily basis. They perform an array of clerical duties to include phone work, filing, photocopying and faxing. They draft and send accurate and professional correspondence, as directed by People & Culture management; quickly respond to employment and wage verifications; and search personnel files for information in order to respond to federal and state benefit/wage audits, credit bureaus, and finance companies.
Assist in the administration of organizational health and welfare benefits including tracking eligibility, conducting benefits orientations, reconciling invoices and conducting enrollment audits.
Most contact with the People & Culture Department is initiated by staff through a ticketing system. The Coordinator ensures that all administrative requests are responded to within established guidelines and delegates tickets to the appropriate People & Culture team member.
The Coordinator will assist with administrative tasks or projects as directed by department leadership.
Minimum requirements include:
Associates Degree or equivilent experience
1-2 years of experience managing administrative tasks successfully
1-3 years of customer service experience
Proven ability to work independently and handle confidential information
Additional qualifications for this role include, but are not limited to:
Proven ability to work both independently and in close coordination with a team
Working knowledge of HRIS databases and payroll software, or proven ability to quickly learn new database systems
Excellent presentation, project management, and facilitation skills
Capacity to effectively establish relationships, build rapport, and de-escalate situations with clients from all tiers of the organization
Detail-oriented, with a strong sense of urgency
Managing multiple and changing priorities effectively
Ability to work autonomously and collaboratively within teams
Strong interpersonal and communication skills, professionalism, and integrity
Intermediate-advanced with Microsoft Office Suite, especially Excel. Excel skill will be initially assessed during the recruitment process.
Applications will be reviewed on a rolling basis and will conclude once we have found the best candidate.