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NY Green Bank · 3 hours ago

Office Manager II or Sr. Office Manager, Human Resources

Albany , Albany, NY, US

Full-time

Hybrid

Mid, Senior Level

$67K/yr - $97K/yr

6+ years exp

NY Green Bank is a leader in advancing New York’s energy transition, aiming to expand the state’s clean energy economy. The Sr. HR Office Manager/ Office Manager II is responsible for coordinating HR operations and administrative workflows, ensuring smooth execution of HR functions and supporting leadership development efforts.

Financial Services

Responsibilities

Monitor and maintain HR team schedules (hybrid schedules, out-of-office coverage, key deadlines) to ensure continuity of support and predictable execution

Coordinate meetings end-to-end (scheduling, room/Teams logistics, agendas/pre-reads, attendee coordination) across both HR departments and cross-functional partners

Take meeting minutes/notes and distribute clear decisions, owners, due dates, and follow-ups; communicate reminders and ensure next steps close on time

Support Directors in monitoring and maintaining OKRs and team performance metrics, including cadence tracking, status rollups, and follow-through against commitments

Provide high-trust "managing up" support to HR leaders by anticipating needs, preparing materials, surfacing risks early, proactively closing loops, and ensuring leaders have what they need ahead of deadlines and meetings

Develop and format executive-ready PowerPoint presentations; compile inputs, build drafts, manage versions, and prepare final materials

Draft and coordinate HR communications (employee notices, program updates, reminders, event communications), ensuring alignment with HR leadership and Communications as needed

Maintain trackers for commitments, action items, approvals, and key deliverables; escalate risks and slippage proactively

Support development, updates, and maintenance of Job Descriptions, HR policies, procedures, SOPs, templates, and other HR documentation across both departments

Coordinate review cycles, incorporate edits, and route documents for required stakeholder review/approval; maintain approvals and version control

Maintain "source of truth" storage, naming conventions, permissions, and file structure for HR documentation and shared work products

Create and manage employee personnel files (digital and/or paper) with confidentiality and consistent file architecture

Manage governance, employee relations and leadership development data bases as first point of contact in scheduling and data entry

Manage document retention practices and disposition processes in alignment with policy and regulatory requirements

Maintain compliance bulletin boards and required federal/state/local postings; support audit readiness by ensuring documentation is accurate and retrievable

Run recurring and ad hoc HRIS reports (e.g., headcount, turnover, org changes, onboarding status, participation tracking, compliance-related reporting support)

Support HRIS data updates and data integrity (timely corrections, exception tracking, validation support)

Maintain and update org charts and support organizational data; coordinate validation cycles with leaders as needed

Provide onboarding scheduling coordination (orientation schedule, stakeholder meetings, required sessions, 30/60/90-day check-in scheduling support)

Support HR contracts, purchasing requests, vendor coordination, invoice tracking, and budget monitoring (as assigned)

Support expense and related approval processes (routing, documentation, reconciliation support, follow-ups with approvers)

Coordinate company events and recognition activities (planning logistics, calendars/invites, vendor coordination, communications drafts, day-of support)

Coordinate HR team celebrations and culture touchpoints (birthdays, anniversaries, milestones) and support broader employee experience logistics as assigned

Support emergency communication alerts and readiness processes in coordination with designated partners (Facilities/Security/IT/Communications), including distribution lists and templates as assigned

Qualification

HR administrationProject coordinationMicrosoft 365HRIS experienceHR certificationCustomer service orientationAttention to detailOrganizational skills

Required

High School diploma with 7 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 2 years in a supervisory role

High School diploma with 6 years of progressively responsible experience in HR administration, HR Operations office management, executive coordination, or similar in a high accountability environment including at least 1 year in a supervisory role

Strong working knowledge of HR practices and confidentiality requirements across core HR processes

Significant experience managing up (supporting senior leaders with proactive planning, prioritization, follow-through, and anticipatory execution in a fast-moving environment)

Advanced proficiency in Microsoft 365, including PowerPoint (executive-ready decks) and Excel (tracking, reporting, reconciliations; pivots/filters as needed)

Demonstrated strength in professional drafting (memos, templates, SOPs, communications, meeting notes) with high attention to detail and tone

HRIS experience running reports and supporting accurate data updates (ADP experience helpful)

Strong project coordination and administrative execution capability, tracking tasks, managing dependencies, driving follow-through, and maintaining high-quality documentation

Exceptional organization, responsiveness, and customer service orientation; able to manage competing priorities across multiple leaders and deadlines

Must be in-office at least 3 days each week with full-time presence in office for the initial 3-6 months

Preferred

An Associate degree with 6 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 2 years in a supervisory role

An Associate degree with 5 years of progressively responsible experience in HR administration, HR Operations, office management, executive coordination, or similar in a high accountability environment including 1 year in a supervisory role

HR certification (SHRM/HRCI)

The ability to support full-time on-site presence highly desired

Accounting and/or Finance experience, including comfort with budget tracking, invoice review, reconciliations, and/or partnering closely with Finance teams

Experience supporting governance functions (policies, committee support, approvals tracking, audit readiness) and/or leadership development operations (training schedules, participation tracking)

Experience supporting contracts/procurement workflows and budget/invoice tracking in partnership with Finance

Experience working in a broader Corporate Operations support capacity with responsibilities for, or tight coordination with, IT, Contracts/Procurement, Communications, Facilities, Finance, and HR, including managing dependencies, routing approvals, and ensuring cross-functional follow-through

Demonstrated ability to operate as a high-volume workflow coordinator across multiple leaders, anticipating conflicts, prioritizing rapidly, and driving action tracking through closure (air traffic control" style execution)