About Portledge School: Portledge School was founded in 1965 and is located on the beautiful North Shore of Long Island. Approximately fifty minutes (28 miles) from NYC by train, Portledge is nestled on a pastoral 63-acre tree-lined campus that is known for its cherry blossoms in spring. Enrolling approximately 525 students in grades PN-12, Portledge offers a competitive college preparatory program in a warm, inclusive community. We seek to inspire our students to realize their individual potential by developing critical thinking skills and moral courage necessary for lifelong learning in an increasingly complex world. Portledge is fully committed to a culturally diverse faculty and student body.
Job Description: Portledge School is seeking an experienced, congenial, diplomatic, collaborative HR Generalist/ Manager of Human Resources to support our organization in ensuring smooth and effective operations. This person will be an integral part of the CFO operational team, reporting directly to the CFO, and will have both administrative and strategic responsibilities in collaboration with the broader team. At Portledge our faculty and staff are at the core of our success and we understand that when our personnel thrive, the school is most successful in achieving its mission; this role is critical to that success.
Roles and Responsibilities: Policies and Procedures - Development, Implementation and Communication
Provide an effective and dedicated HR advisory service to employees in relation to absence and health issues, conduct and capability, grievance matters, organizational change, and all other employee-relations matters, leveraging legal counsel and/or insurance coverage as appropriate
Assist in the communication, interpretation, and upkeep of employee handbook, employee directory data, and organizational chart, and contribute to the development of policies
Ensure that HR policies and procedures for all personnel are well-developed, formally presented, clearly articulated, translated as necessary, consistently applied, and conform to legal requirements
Be available to provide guidance and interpretation of HR policies and procedures for all personnel for business operations including translation as required
Ensure legal compliance of HR state and federal regulations and applicable employment laws, and update policies and/or procedures as required
Suggest new HR-department procedures and policies to continually improve efficiency of the HR department and organization as a whole, and to improve employee experience
Coordinate with the Communications Team as needed to create and distribute any necessary internal communications
Update and distribute annual employee contracts, managing both Salaried Employee contracts and Hourly Employee contracts with due care; document and administer approved stipends appropriately, engage in budget planning discussions
Manage all part time / seasonal employee (eg, external coaches, substitutes) contracts and onboarding requirements
Coordinate with Athletics Department on anticipated and actual Coaching cycles per internal/external individuals
Coordinate with Summer Program Manager on anticipated and actual Summer Hires
Engage with CFO and Head of School on budget planning
Manage the Payroll (for example, Hourly Bi-weekly, Overtime controls, Salary Monthly, external reporting requirements, bonus/incentive pay, tracking vacation/sick usage, appropriately addressing benefits, addressing expense reimbursements); coordinate with accounting/reporting team-mates in a timely and clear manner
Manage the Employee Benefits (for example, Open Enrollments, Health Coverage vendors/consortium, TIAA/vendor, individual employee questions, changes, training); coordinate with accounting/payables team-mates in a timely and clear manner
Contracts Database - On-Site Vendor Personnel
Manage individual relationships per vendor teams who are on-site daily: namely, Security and Food Services; such as, addressing complaints or disputes with Portledge Community if any, initiating timely communication regarding Portledge Calendar updates (days open/closed/half), initiating timely communication regarding updates if any to on-site policy/protocol, active participation in related Vendor RFPs when needed.
Coordinate with BOCES as needed for on-site employees and time-worked record keeping
Manage ‘frequent substitutes’ records including feedback reports and caps on days worked, if any
Manage ‘Vendor Questionnaires’ for any vendors with on-site, student-facing personnel; coordinate with other departments as needed for seasonal questionnaire updates and coordinate with CFO for COI management
Maintain a database of job descriptions for all roles at the school as well as future roles as relevant.
Coordinate with the Hiring Committee to complete relevant recruiting and hiring tasks for all areas of staffing including management of postings and database (Paycor) throughout all searches
Maintain and cultivate relationships with hiring agency partners (Carney Sandoe, NemNet, Educator’s Ally, etc) as primary point of contact in all searches
Attend hiring fairs and relevant trainings as needed or requested
Administer new employee on-boarding and orientation in conjunction with relevant department personnel
Distribute employee parking passes for all new employees and each academic year and maintain aligned listing of employee vehicles
Collect parking passes and equipment upon employee separation form school
Develop and maintain talent development processes
Coordinate with the Professional Development team on relevant programming
Execute annual performance reviews; i.e., SEA and Cafe, including documentation for any follow up plans
Monitor, report on and address employee morale and company culture
Conduct exit interviews and recommend post-exit internal corrective action if necessary.
Understand the mission, culture and climate of Portledge school, engaging with school members, the parent community, and the wider educational community, representing the interests of Portledge
Be fully committed to supporting DEI including an unbiased, anti racist hiring practice and community culture
Communicate clearly and enthusiastically to all staff and stakeholders across the Portledge community and counterparts
Be visible on campus as appropriate through routine visits/meetings at other departments’ locations as well as engagement in community events; always be responsive and accessible
Remain up-to-date with business management trends and cultivate professional standards and development by participating in educational opportunities, reading professional publications, maintaining personal networks, and participating in local, regional, and national professional organizations (such as, ISM)
Complete inquiries and paperwork as needed regarding employee injuries
Process complaints regarding sexual harassment, discrimination, or other instances of workplace complaints and assist in any necessary investigations and disciplinary actions.
Prepare and respond to audit/filing documentation requests accurately and timely
Maintain NYSAIS/NBOA/NYSED-SORIS/BEDS and related reportable data with regard to employees, provide analytics to Business Office team as needed
Demonstrated knowledge of the human resources field
Committed to acting only after carefully considering multiple cultural perspectives
Ability to develop trusting, supportive relationships with employees
Excellent written, verbal, and interpersonal communication abilities
Successful working in a fast paced, mission driven, collaborative environment
Understanding of state and federal employment regulations
Awareness of OSHA and related regulations and compliance
Understanding of personnel and compliance records management
Strong analytical and problem solving skills
Ability to maintain confidentiality
Ability to develop institutional foresight and articulate strategies to management
Flexible, compassionate, outcome-driven leader who is not limited by job description or title, and views school life/environment as an opportunity for lifelong learning.
Committed to fully embracing DEI work with immediate focus on ensuring anti-racist policies and procedures for HR matters
Education and Experience Requirements:
Bachelor’s degree in human resources, business administration, or a related field
5-10 years human resources experience
Experience with Blackbaud and Paycor systems
Proficiency with Google Suite
HRCI PHR or SHRM certification preferred
Bilingual English/Spanish strongly preferred
Application Notes: Please apply through the application link in the job posting and include your resume and cover letter.
About Portledge School
Portledge School was founded in 1965 and is located on the beautiful North Shore of Long Island. Approximately fifty minutes (28 miles) from NYC by train, Portledge is nestled on a pastoral 63-acre tree-lined campus that is known for its cherry blossoms in spring. Enrolling approximately 525 students in grades PN-12, Portledge offers a competitive college preparatory program in a warm, inclusive community. We seek to inspire our students to realize their individual potential by developing critical thinking skills and moral courage necessary for lifelong learning in an increasingly complex world. Portledge is fully committed to a culturally diverse faculty and student body.