Diamond Legal Announces …
Director of Human Resources & Operations
This is a new role, so you’ll have a lot of creative license. The Director plans, directs, and coordinates the firm’s HR and Operations services.
If this is you, please read this entire page …
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Director of Human Resources & Operations
The focus of this job is on achieving results which are aligned with the larger picture of the organization and its strategic goals. Initiative, coupled with a sense of competitive drive, and the ability to stay focused on results despite changing conditions, is the key to achieving the performance objectives of this job. Because environmental and organizational conditions change rapidly, the work involves innovation and creativity in generating ideas for quick response. Decision-making is focused on implementing practical, timely solutions. The job requires getting things done quickly and handling a variety of activities. Self-assurance, and the confidence to purposely drive toward results while constantly problem-solving and engaging the commitment of others is essential. A leadership style that is firm and goal oriented, and yet motivates, trains, and engages others in an enthusiastic way is important. The emphasis on building rapport and relationships with individuals and groups requires an outgoing, poised and persuasive communication style.
Because the pace of the work is faster than average, the ability to learn quickly and thoroughly while continually recognizing and adapting to changing conditions is critical. The scope of the job may require effective delegation to proven people. Especially routine and repetitive details should be delegated but with responsibility for follow up and accountability for timely results. While the job requires the ability to act independently, a sense of urgency and the confidence to handle a variety of challenges, a full commitment to the success of the business and high standards of achievement are expected in this position. The emphasis is on results, and effective systems that achieve results through and with people, rather than on the details of implementation. The job environment is flexible, constantly changing and provides growth opportunity, recognition and reward for the achievement of business results.
Position Overview
This is a new role, so you’ll have a lot of creative license. The Director plans, directs, and coordinates the firm’s HR and Operations services. The Director will be:
- Assisting with development, implementation, and enforcement of the Firm’s personnel employment policies (Employee Handbook).
- Ensuring Performance Evaluations are scheduled and conducted for Attorney and Non-Attorney personnel accordance with firm policies and procedures.
- Assisting the Owner with preparing and conducting Non-Attorney Performance Evaluations.
- Making recommendations to the Owner about work assignments, promotions, discipline, terminations, etc., that are necessary for Non-Attorney personnel.
- Arranging for back-up and provide back-up (if needed) when Non-Attorney support staff members are absent.
- Proactively providing feedback and data to the Owner regarding staffing needs.
- Assisting with recruiting, vetting, hiring, and onboarding of team members.
The Director will also serve as bridge between the team members and the leadership for purposes of (1) recommending improvements, (2) enhancing the Diamond Experience, (3) creating a path for success for all team members.
Reporting Relationship
The Director reports to the owners with respect to all professional activities and all issues concerning the operations of the business.
Authority
The Director manages all non-attorney team members in accordance with the firm’s policies and procedures within the HR function to include interviewing, hiring, and training employees and vendors; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
The Director may recommend improvements to all business systems, policies and procedures.
Responsibilities
The Director’s responsibilities include, but are not limited to, the following:
Daily
- Ensuring that employees have the tools they need to perform their duties
- Supervising the Purchase routine office supplies within the budgeted amount
- Researching and obtaining approval for the purchase of office equipment & furniture; coordinating delivery and installation
- Supervising the management of the telephone system, including periodically evaluating the telephone system to ensure that the Firm has a cost effective and up-to-date system
- Managing the resource library, including all reference materials and subscriptions
- Ensuring offices, desks, accounts, etc. are set up for new employees
- Overseeing the Firm’s records retention and information storage & retrieval
- Supervising the management of all computer back-up systems
- Under the direction of the Owner, implementing and maintaining the Firm’s Systems, Policies and Procedures
- Ensuring the Firm’s activities are fully documented in writing
- Training staff in their respective duties using the Firm’s written policies and procedures
- Monitoring and enforcing the Firm’s rules to ensure that all work is completed in accord with the Firm’s approved rules, policies & procedures
Weekly
- Assist with administering payroll (verifying work hours, leave time, overtime)
- Submit Performance Metrics (KPI Reports) to Owner
- Attend or Conduct Staff Meetings
Monthly
- Attend Procedure Meetings or lead meetings in the Owner’s absence
- Liaison between the Firm and the landlord, to ensure
- Maintenance activities are performed
- Facility problems are solved
- Parking facilities are made available to employees
- Cleaning services are satisfactory
Quarterly
- Schedule and assist with Quarterly Performance Reviews
- Assist the Owners in drafting and delivering the evaluations of support staff
- Make substantive recommendations to the Owners regarding work assignments, promotions, discipline, terminations, etc., for Non-Attorney team members
Annually
- Schedule and assist with Compensation Reviews
As Needed
- Proactively provide feedback to the Owners regarding staffing needs
- Assist with recruiting, vetting, onboarding/training, discipline and terminations
Qualifications
- A demonstrative and proven track record of successfully fulfilling operations and HR responsibilities for law firms or other professional service firms for at least 5 years
- Strong team building; interpersonal skills and people management skills
- Outstanding written and verbal communication skills
- Deep understanding of all aspects of managing a hybrid team (meaning part virtual and part in-person)
- Must be self-motivated and self-directed to achieve his or her professional goals and Diamond Legal’s goals.
- Self-starter who thrives on immersion in a rapidly changing environment and excellent problem-solving and analytical skills
- Highly organized with a strong sense of urgency to get positive results
- Demonstrate sound judgment and creative problem solving
Education and/or Experience
- Bachelor’s degree in Business or a related field, or equivalent work experience
- Experience successfully managing a staff of at least 30 employees
- Experience managing employees in remote positions
Key Performance Indicators
KPIs will be reviewed and adjusted periodically based on the needs of the Firm.
Within 1st 90 days:
- 100% of Employees have Job Descriptions with KPIs for their position within 90-days of assuming position.
- Conduct at least 1 team/culture building exercise per month.
- Within the first 90 days, implement a performance review and management system
- Meet with everyone on the team and interview them individually within the first 90 days.
Additional KPIs for consideration:
- 90% of client payments are made on time each month.
- Submit weekly pipeline report by deadline each week.
- Document at least 1 new work process or system per month.
This post closes May 31, 2022 – you have this much time left to apply:
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Quick and easy steps for applying for this position:
Provide Your Contact Details
Answer a few contact-related questions about who you are.
1
Upload Your Resume
You will be asked to upload your current Resume in Microsoft Word or PDF format.
2
Complete Our 5-minute Survey
Here at Diamond Legal we know our people are our most valuable asset, and we are committed to providing a dynamic environment where everyone can be their best. And we believe in data and analytics. Please take 5-minutes to do our survey. This is not a test, there are no right or wrong responses, we’re not looking for any specific answers. Just be easy about it, don’t over think, you’ll get your results instantly, and we’ll be in touch shortly. Simply click here to take our survey.
3
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