HR Operations Administrator - 2000604

Position Summary: The Human Resources Coordinator provides critical operational support across the full

employee lifecycle, with primary responsibility for onboarding, new hire coordination, HR operations, and

recruitment logistics. Reporting to the Chief People and Culture Officer (CPCO), the coordinator serves as a

central point of contact for candidates, new hires, hiring managers, and internal partners, ensuring that core HR

processes run accurately, on schedule, and in alignment with compliance requirements.

In addition to onboarding and HR operations, the coordinator also supports the CPCO directly by helping

manage day-to-day administrative operations, including inbound communications, scheduling, invoice tracking,

and general follow-up across internal and external stakeholders. This dimension of the role calls for strong

organizational instincts, discretion, and the ability to anticipate what needs attention before it becomes urgent.

The ideal candidate is meticulous, highly organized, responsive, and comfortable operating across multiple

systems and workstreams simultaneously. This role is suited for a detail orientated professional seeking to

deepen their experience in HR operations and compliance within a mission-driven, highly regulated

environment.”

Essential Duties and Responsibilities

Onboarding and New Hire Coordination

• Initiate and manage onboarding workflows in the ATS, ensuring timely and accurate completion of all

required documentation.

• Serve as the primary point of contact for new recruits throughout the onboarding process, providing

clear, timely communication at every stage.

• Prepare wage notices, job descriptions, and change-of-status documentation.

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• Prepare and distribute onboarding and welcome materials.

• Coordinate onboarding logistics with hiring managers, including program access and required systems

(e.g., Connectivity Form, Chrome River, Cognizant).

• Collaborate with IT to set up accounts, profiles, and software systems.

• Collect, verify, and organize onboarding documents, including medical, personnel, payroll, and

compliance-related forms.

• Process pre-employment background checks (SCR and LexisNexis).

• Submit and update DOE requests and roster status for CCCS applicable programs (active and inactive).

• Process DOH 6000 SCR requests for applicable active employees, consistent with SACC/CCFS data

requirements.

• Coordinate with Compliance to ensure documentation meets standards, including LexisNexis results, I-9

document verification, and motor vehicle records.

HR Operations

• Complete employment verifications.

• Assist with internal audits, including:

◦ LexisNexis: providing redacted documents and requested information.

◦ Beacon of Hope (BOH), Justice Center SCR information request completion.

Office and Coordination Support

• Serve as a coordinating point of contact for the HR office, routing inquiries, monitoring inbound

communications, and ensuring timely follow-up on open items.

• Track invoices, approvals, and vendor correspondence related to HR operations, flagging items

requiring the CPCO's attention and following through to resolution.

• Support scheduling and calendar coordination for HR-related meetings, interviews, and cross-functional

touchpoints.

• Maintain task and follow-up lists across active HR projects, surfacing pending actions, deadlines, and

outstanding items proactively.

• Draft and send routine follow-up communications on behalf of the HR function where appropriate,

ensuring professional tone and consistency.

• Provide general office administrative support to keep day-to-day HR operations organized and running

smoothly.

Recruitment and Job Posting

• Prepare and post internal job advertisements.

• Manage the job requisition lifecycle, including reconciling openings and closing out requisitions.

• Maintain onboarding tracking spreadsheets and generating reports.

• Update the onboarding portal, including:

◦ Creating and adding new forms, tasks, and templates.

◦ Adding or updating locations for all programs as needed.

◦ Revising and updating task templates and groups to reflect compliance updates.

Qualifications

Education and/or experience

Required:

• Associate's degree required, bachelor’s degree in human resources, Business Administration, or a related

field preferred.

• Two or more years of experience in an HR coordinator, HR assistant, or comparable administrative role,

ideally in a nonprofit or multi-site environment.

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• Experience with ATS and HRIS platforms; familiarity with onboarding workflows and compliance

documentation.

• Strong working knowledge of Microsoft Office (Outlook, Word, Excel, Teams); comfort learning new

systems quickly.

• Demonstrated ability to manage multiple priorities with accuracy and follow-through.

• Excellent written and verbal communication skills, with a professional and service-oriented approach.

• High level of discretion and judgment in handling confidential information.

Preferred

• Experience supporting a senior HR leader or executive.

• Familiarity with New York State and New York City employment documentation requirements.

• Experience working with compliance requirements specific to SCR, DOH, DOE, or similar regulatory

frameworks.

Skills, Licenses, and/or competencies required:

• Organization and attention to detail

• Anticipation and follow-through

• Discretion and professionalism

• Clear, responsive communication

• Collaboration across functions and stakeholders

• Service orientated approach toward candidates, new hires, and internal partners.

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Please

note that additional hours will be required to meet deadlines and attend events.

Working conditions and physical demands

The demands described here are representative of those that must be met by an employee to successfully

perform the essential functions of this job.

• Work under demanding conditions such as deadlines and project challenges.

• Hybrid work environment with regular in-office presence in New York City.

• Ability to engage with diverse people.

• Ability to operate standard office equipment i.e. copier, fax, scanner, computer and printer.

• Ability to use and respond to phone calls and questions.

• Ability to lift files, open filing cabinets, bend or stand to retrieve employee documents in cabinets.