Operations & Administrative Manager

Overview

Digital Harbor Foundation is dedicated to fostering learning, creativity, productivity, and community through education with a vision of digital equity for everyone. Driven by our sincere belief that access to opportunity is a basic right, we take bold yet practical actions to support making a better future now. Through a portfolio of projects focused on developing leadership within communities, we support those closest to challenges to take deliberate actions based on a design thinking approach, backed by data analysis, grounded in a practice of collective impact, and driven by a commitment to racial equity.

At Digital Harbor Foundation, the Operations & Administrative Manager is responsible for managing and strengthening the organizational functions of Human Resources and Operations. This role provides strategic and operational oversight, supports organizational compliance, and ensures a high-quality employee experience. The Operations & Administrative Manager reports to the Chief Operating Officer (COO) and is an integral member of the Operations Team.

Education and Experience Requirements

• Associates Degree in a related subject desired, Bachelor’s preferred.
• 5+ years of administrative assistance experience, preferably in human resources.
• Experience in nonprofits, education or technology is highly valued.

Knowledge, Skills and Abilities

• High level of interpersonal and ethical skills to handle highly sensitive and confidential information, situations, and documentation.
• Superb verbal and written communication skills with attention to detail in composing and editing materials.
• Comfort proactively learning new skills.
• Comfort using HR databases and systems.
• Ability to collaborate on informal and formal team-based projects.
• Forward-thinking, proactive approach to organizational improvement.
• Proficient with Google Suite (Sheets, Docs, Slides). 

Additional Notes

This position is based in the Baltimore, MD office of Digital Harbor Foundation with opportunities for telework.

Role and Responsibilities

Human Resources Management

• Serve as a primary resource for employees regarding HR needs, including employee changes, profile updates, direct deposit confirmation/changes, and general HR inquiries.
• Provide guidance to employees and supervisors regarding policies, procedures, and HR best practices.

Recruitment & Hiring Management

• Oversee all recruitment activities including developing job descriptions and hiring plans, posting positions, managing applicant tracking, screening candidates, and coordinating multi-stage interview processes.
• Ensure consistent and equitable hiring practices aligned with organizational values.
• Lead new hire onboarding including documentation, reference checks, HR orientation, and coordinated onboarding schedules.
• Ensure compliance with USCIS Form I-9 Employment Eligibility Verification requirements.

HR Technical & Functional Administration

• Manage first-level technical support for internal HR systems (Paycom, Carefirst, Health Equity, UNUM).
• Maintain and regularly update HR documentation including the HR Notion site, employee handbook, policies, processes, and forms.

Human Resources Information System (HRIS) Management

• Oversee HRIS data accuracy by entering and auditing information for employees, contractors, interns, and volunteers.
• Generate reports and communicate with employees to ensure all required documents are complete and current.

Benefit Administration & Management

• Manage enrollment, cancellation, and changes to benefits.
• Lead annual open enrollment, including communication, coordination, and supporting employees with elections.
• Process enrollment, cancellation, and changes of benefits. Provide support regarding annual open enrollment communication and election process. 

Performance Management

• Manage mid-year and end-of-year performance evaluation processes.
• Assist in researching, evaluating, and recommending performance management platforms to support improved and more streamlined performance review cycles in the future.
• Support supervisors with documentation, process adherence, and implementation of any updated performance management tools or systems.

HR Compliance & File Maintenance

• Maintain compliant, organized personnel files in Google Drive with appropriate and consistent access permissions.
• Support ongoing HR compliance efforts, audits, and documentation reviews.
• Upload documents and forms to employees’ personnel files.

Operations Management

• Coordinate building maintenance needs for the Tech Center in partnership with the City.
• Manage receipt, documentation, deposit, and reporting processes for mail and checks received at the Tech Center.
• Support organizational operational processes, workflows, and documentation improvements.

Ad-Hoc, Incidental Tasks, Projects, or Reports

• Support special projects, reporting initiatives, and process improvements as assigned.
• Complete incidental tasks that contribute to the smooth functioning of the Operations Team.
• Draft general organizational correspondence and follow up on administrative matters.
• Create agendas and participate in meetings, as necessary.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time or new ones may be assigned, with or without notice.

Compensation

Compensation for this full-time position is $65,000 - $70,000 annually, commensurate with experience. 

Digital Harbor provides a best-in-class comprehensive set of benefits to support the team. All regular, full-time employees are eligible for to receive:

Health Benefits & Insurance

• Carefirst Blue Cross Blue Shield - Health, Dental, and Vision Insurance (100% of the premium paid for employees and 85% of dependents)
• Pre-Tax Health Savings Account (HSA) (with $275 monthly employer contributions)
• Pre-Tax Flexible Savings Account (FSA)
• Paid Accidental Death & Dismemberment (AD&D) Insurance
• Paid Short-Term & Long-Term Disability Insurance
• Paid Basic Life Insurance
• Supplemental Voluntary Life Insurance (Employee, Spouse & Dependent Children)
• Total Pet Plan and Supplemental Wishbone Pet Insurance
• Employee Opportunity Program (EAP) - Health and Wellness
• Wellness Reimbursement Program 

Retirement

• 401k Retirement Plan (with 6% matching)

Paid Time Off

• 15 Days Paid Time Off Per Year
• 20 Days Paid Time Off Per Year (after 3rd Anniversary)
• 25 Days Paid Time Off Per Year (after 6th Anniversary)
• 16 Paid Holidays (14 common plus 2 flexible holidays, including Dec 25 - Jan 1)
• Paid Bereavement Leave
• Paid Parental Leave for Moms and Dads (two weeks after first year)

If our mission and vision align with your personal values, please apply!

A cover letter outlining your qualifications for the position along with your resume is required. Interviews will be conducted virtually.

Digital Harbor is an equal opportunity employer.