HR Administrative Assistant

HR Administrative Assistant
Salary Range: $44,505-$48,133
Kalamazoo Defender is an independent non-profit organization that provides legal representation to the adult indigent population charged with a crime within Kalamazoo County. We take a holistic approach, employing compassionate professionals who work with our clients to identify and address additional needs beyond their legal case. In collaboration with our robust network of area service providers, we aim to connect our clients to relevant support services.
We fight for justice in the courts, care in the community, and dignity in the world. Our mission is rooted in the conviction that poverty and various forms of discrimination put our clients on inequitable footing within and beyond our criminal justice system. Our job is to be their zealous defender in the face of these systemic barriers, fighting for them in court, organizing care for them in our community, and advocating for their inherent dignity in the broader world.
THE JOB:
Kalamazoo Defender is seeking a full-time Human Resources Administrative Assistant to play a key role in supporting our team behind the scenes, ensuring that staff feel valued, equipped, and empowered to do their best work. This position is ideal for someone who understands the profound connection between staff well-being and client outcomes—someone who recognizes that strong HR processes ultimately impact the individuals we serve. In addition to HR responsibilities, this role also serves as back-up for the Reception Team, offering frequent opportunities for clients, staff, and partner interactions. Success in this position requires high levels of integrity, adaptability, and a strong commitment to confidentiality as you transition between HR and front-facing duties.
The ideal candidate is a detail-oriented, proactive problem-solver with strong organizational skills and a compassionate, empathetic approach to HR work. They understand the weight of mission-driven work, the toll of working within the criminal justice system, and the importance of fostering a supportive and equitable workplace culture.
RESPONSIBILITIES:
• Serve as the primary point of contact for applicants, managing the applicant tracking system and maintaining timely communication among hiring teams.
• Coordinate interview schedules with the hiring teams and candidates.
• Serve as liaison for internship programs and teams.
• Maintain and organize digital personnel files, including new hire paperwork and employee benefit changes.
• Process and document payroll-related reports, contractor payroll, and monthly benefits-related bills.
• Assist in onboarding new employees, ensuring a welcoming and seamless experience.
• Assist with creating and recording process and policy documentations, training, SOP’s, and videos.
• Uphold strict confidentiality and professionalism in handling personnel matters.
• Recognize and support the emotional and mental well-being of staff working in a high-impact, mission-driven environment.
• Assist in coordinating employee appreciation efforts, wellness initiatives, and engagement programs.
• Help foster a workplace culture that prioritizes compassion, equity, and sustainability for employees.
• Serve as back-up for the reception team, stepping in when needed to ensure seamless front desk operations. This includes greeting visitors, directing them appropriately, answering and routing phone calls, and maintaining a welcoming and professional environment.
• Assist with event preparation and coordination, ensuring smooth logistics for internal and external meetings, staff gatherings, and organizational events.
• Assist with administrative tasks for the Directors and HR teams such as data entry, scheduling, document preparation, and calendar management.
• Keep staff informed of pertinent information by creating and displaying signage.
• Help maintain organized and clean supply rooms and kitchen areas.
• Handle high-stress situations with patience and de-escalation techniques.
• Proactively seek opportunities to improve HR and administrative processes.
• Perform any other duties as assigned, contributing to the overall effectiveness and success of the defense team.
QUALIFICATIONS:
REQUIRED:
• Strong commitment to Kalamazoo Defender's mission and values.
• Ability to work effectively with diverse populations, including individuals with disabilities, those struggling with addiction, and those experiencing mental health crises.
• Demonstrated resilience in challenging situations.
• Commitment to cultural awareness, maintaining professionalism, ensuring confidentiality, and acting with compassion and integrity.
• Commitment to fostering a positive, equitable work environment.
• Excellent interpersonal, verbal, and written communication skills.
• Strong ethical judgment and discretion in handling confidential personnel matters.
• Ability to manage high-stress situations with grace, patience, and de-escalation techniques.
• Creative thinker who looks ahead – actively seeking opportunities and proposing solutions.
• Proficiency in Microsoft Office and other basic office technologies and comfortable learning and working with new software, systems, and technology tools.
• Strong organizational and multitasking skills.
• Ability to prioritize work tasks while working both collaboratively and independently.
PREFERRED:
• 2+ years of prior experience in human resources, administrative support, or customer service.
• Experience using HR software, payroll systems (e.g., QuickBooks), or applicant tracking systems (e.g., Indeed, BambooHR).
• Knowledge of the criminal justice system and legal processes, particularly as they relate to indigent defense.
• Bilingual abilities.
BENEFITS:
• Health care coverage including medical, dental, and vision, with employee premiums covered 100%.
• Retirement program offering both 403B and Roth options with employer match of 1.5 times employee contributions up to 5%.
• Five weeks of paid time off (pro-rated for start date), paid holiday closures, and additional paid parental leave program.
• Robust employee assistance program that includes services for all household members.
• Optional Flexible Spending and Dependent Care Flexible Spending Accounts.
• Kalamazoo Defender is a Michigan Tri-Share participating employer, which means that qualifying employees may be eligible for childcare assistance, with costs shared between the employee, the employer, and the state.
• An opportunity to work with like-minded, mission-driven individuals in a dynamic and innovative holistic legal program, backed by a county capable of maximizing Kalamazoo Defender's mission.
NON-DISCRIMINATION POLICY:
Kalamazoo Defender is committed to fostering an inclusive, respectful, and supportive environment for all individuals. We uphold a policy of equal opportunity and prohibit discrimination in any form against employees, employee applicants, directors, board members, interns, clients, volunteers, vendors, or any other individuals associated with our organization. We prohibit discrimination based on race, including
hairstyles associated with race such as braids, locs, twists, afros, cornrows, Bantu knots, etc., sex, gender identity, gender expression, sexual orientation, religion, including clothing associated with religion such as hijabs, turbans, etc., national origin (ancestry), citizenship status, age, height, weight, pregnancy, ability, socio-economic background or circumstances, military or veteran status, marital or partnership status, genetic predisposition, carrier status, or body art, including piercings and tattoos.
We are committed to maintaining a workplace and environment free from discrimination, harassment, and retaliation, and will comply with and aim to surpass antidiscrimination policies set forth by local, state, and federal laws protecting against such actions.
Kalamazoo Defender values diversity and strives to create an environment where all individuals feel valued, respected, and empowered to bring their unique perspectives, experiences, and full authentic selves into the space.
HOW TO APPLY:
Kalamazoo Defender is an equal opportunity employer and encourages applicants from all backgrounds to apply.
Please send your resume and cover letter to Jobs@KalamazooDefender.org or to the following address:
Kalamazoo Defender
Attn: Human Resources 151 S Rose St - Ste 200
Kalamazoo, MI 49007