People Operations Manager

TITLE: People Operations Manager
STATUS: Full-time, Year-round
LOCATION: Hybrid (Flexible schedule; 1-2 days onsite presence off-season, 3-5 days onsite required in summer)
REPORTS TO: Director of Strategic Initiatives, People, and Culture
DEPARTMENT: People Operations
WORKS WITH: All staff
COMPENSATION: $60,000 - $72,000 per year (Grade 4)
BENEFITS: Health, dental & vision insurance, FSA, 403B retirement plan with an annual employer contribution, paid time off, life insurance, short- and long-term disability, Employee Assistance Program
SUMMER ONLY: Three meals a day, free access to classes, performances, talks, and studio usage

As our People Operations Manager, you will be the central force ensuring a seamless and positive experience for our staff. Reporting to the Director of Strategic Initiatives, People and Culture, you will own and manage our core People Ops functions-from benefits and payroll to compliance and our HRIS.

More than just managing operations, you will be a key partner in driving process improvements, ensuring data integrity, and serving as a trusted, service-minded resource for staff and managers. This is an ideal role for a detail-oriented professional who is passionate about optimizing HR systems and contributing to a supportive, high-functioning work environment.

RESPONSIBILITIES
Benefits and Payroll Administration

• Collaborate with Finance to oversee payroll processing, including timely and accurate input of payroll entries, new hires, terminations, status changes, benefits adjustments, and salary deductions.
• Conduct payroll variance reconciliation and partner with the Director of Finance to resolve discrepancies, providing transparency and accuracy in payroll data.
• Serve as a subject matter expert on benefits options, policies, and procedures, effectively communicating these details to employees and supporting them with decision-making.
• Maintain the relationship with benefits broker and lead the conversations annually to renegotiate benefits.
• Lead the annual benefits enrollment process.
• Frontline resource within the HR office to address questions and inquiries and provide HR support services to all staff and management team.
• Facilitates all elements of 403b payroll funding, employer contributions, and reporting.
• Facilitates all workers compensation claims.
• Respond to verification of employment (VOE), and unemployment requests timely and accurate.

  HRIS Systems and Compliance

• Manage all HRIS data maintenance, ensuring high standards of data integrity, security, and compliance with data protection laws.
• Maintain relationship with HRIS system vendor.
• Generate and maintain regular HR reports and dashboards, facilitating data-driven decision-making by tracking key metrics and identifying insights.
• Proactively monitor and ensure compliance with federal, state, and local employment laws, making recommendations for policy adjustments as needed.
• Support ongoing maintenance and improvement of HRIS-related systems, offering technical troubleshooting and guidance to employees as needed.
• Gradually increase usage of HRIS systems in tandem with organizational strategy.
• Maintains accurate, up-to-date personnel files, ensuring compliance with internal documentation standards.
• Leads drafting, seeking authorization, and dissemination of Letters of Agreement
• Leads tracking and reconciliation of PTO, ST, and LT disability
• Maintains personal policy handbook for the employees in accordance with federal and state laws.

Employee Lifecycle Management

• Act a key point of contact for staff and managers, addressing inquiries, resolving issues, and ensuring a positive employee experience.
• Collaborate with key partners across the organization to oversee the employee lifecycle, from onboarding through offboarding, ensuring a seamless process that aligns with our culture and values.
• Logistically drive and improve onboarding, benefits administration, leave management, and offboarding processes, creating a consistent and supportive employee experience.
• Regularly audit and refine employee lifecycle processes, identifying opportunities to enhance efficiencies and better support our people strategy.
• Facilitate the setup, administration, and support of performance reviews, ensuring timely completion and alignment with organizational goals.
• Provide guidance and insight on HR policies and procedures, acting as a trusted advisor for employees and managers and helping resolve concerns in a fair, transparent manner.
• Conduct regular audits of compliance measures and employment practices, recommending enhancements and assisting with documentation to ensure a legally sound, equitable work environment.
• Support the development and implementation of employee engagement initiatives, leveraging data and feedback to foster a positive, inclusive workplace culture.
• Contribute to team effort to support employees with a multitude of challenges including but not limited to, providing mediation, management coaching, employee crisis management, etc.

Required Qualifications

• Associate's Degree
• Minimum 3 years of HR/Payroll experience.
• Working knowledge of payroll compliance and agency.
• Proficient on Google Suite (Docs, Forms, Gmail)
• HRIS administration proficiency

Preferred Qualifications

• Prior nonprofit experience preferred.
• Experience using Paycom
• Team player with a take-charge attitude in a fast-paced work environment.
• Team values include respect and accountability
• Must be able to pass a background check
• Excellent customer service skills

Skills & Abilities

• Excellent organizational and oral and written communication skills.
• Attention to detail and enthusiasm for administrative tasks.
• Ability to handle confidential information with discretion.

Working Conditions / Physical Demands

Normal office working conditions include sitting, standing, bending, and moving to different locations on campus.

Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they meet about 60% of the criteria, while women and other marginalized groups tend to only apply if they meet every requirement. If you believe you could excel in this role, we encourage you to apply. Use your cover letter to tell us about your experience and what you hope to bring to this role. We value diverse backgrounds and experiences, including those returning to work after a gap or transitioning careers. We'd be glad to have you on our radar.

APPLICATION PROCESS

1. Submit the written application on https://www.paycomonline.net/v4/ats/web.php/jobs/View Job Details?job=206038&clientkey=40E656 CCFD 95385492E24A1C17094A1B
   Supplemental video and/or audio materials are welcome but not required.
2. Interview stages: Interview with the Hiring Manager on Zoom.
3. A Panel interview with staff from multiple departments.
4. Onsite Visit with a tour and interview with the Deputy Director.
5. Reference Check and Background Check.

Additional materials: Writing samples or project samples may be requested.
Accessibility Accommodations: Should you require any accommodations to facilitate your application, please don't hesitate to reach out to us at hr@jacobspillow.org. We are committed to providing support throughout the application journey, whether that's through email, a phone conversation, or a video call

recblid nnmfxq3v7fboa7p1z9ip9dcsai6u94