HR Operations Coordinator-Specialist

Description

Summary

The HR Operations Coordinator-Specialist provides day-to-day coordination and support across the Human Resources function, with a focus on HR reporting and analytics, HRIS administration, data integrity, employee lifecycle coordination, and the practical application of AI in HR.

The HR Operations Coordinator must be comfortable working with HR data and systems and interested in using technology and AI to make HR processes more efficient and insight-driven. The role works independently on assigned responsibilities, applying sound judgment within established frameworks to resolve routine to moderately complex issues, and escalates higher-risk or ambiguous situations to the Manager, HR Operations. Work is performed with a focus on accuracy, compliance, and developing subject-matter depth across HR systems and reporting.

Several functions — including HRIS administration, data integrity, reporting, and AI-enabled workflows — are performed in direct partnership with the Manager, HR Operations.

Essential Functions:

HR Operations - Compliance, Workers' Comp & HR Coordination

• Ensure personnel actions (new hires, promotions, terminations) contain accurate data and are submitted timely; research and resolve discrepancies.
• Maintain organized and confidential employee records and HR documentation.
• Participate in the planning, coordination, and communication of HR-related activities and initiatives.
• Support HR initiatives, audits, surveys, compliance activities, and special projects.
• Collaborate with HR team members and cross-functional stakeholders to improve processes and employee experience.
• Submit and track Jira tickets for HR-related IT requests, following up to ensure timely resolution.
• Process employee change forms accurately and route for required approvals.
• Support compliance reporting, including EEO-1 and Vets-100, and OSHA reporting.
• Support workers' compensation administration, including claim documentation and coordination with carriers/HR leadership.
• Partner with the HR Generalist-Specialist on submitting forms and checking time-no-pay or leave-related items.

HR Reporting & Analytics

• Prepare recurring and ad hoc HR reports, dashboards, and workforce metrics for HR leadership and business stakeholders.
• Maintain accurate employee and organizational data used for reporting and decision-making.
• Analyze HR data to identify trends, anomalies, data-quality issues, and opportunities for improvement.
• Support reporting on headcount, turnover, retention, recruitment, demographics, and other workforce metrics.
• Develop and maintain standardized reporting templates, definitions, and documentation.
• Ensure HR reports are accurate, timely, and handled in accordance with confidentiality requirements.

HRIS Administration & Data Integrity

• Provide day-to-day administrative support for the HRIS, including employee records, organizational structures, and system transactions.
• Conduct regular data audits to identify and resolve discrepancies.
• Coordinate onboarding, offboarding, and employee change transactions in HRIS.
• Manage administrative components of the termination process: employee communications, IT ticket submission, and DocuSign routing.
• Coordinate new location and new state setup across sites, including registration and compliance requirements at the location/state level.
• Assist with system testing, configuration changes, and implementation of new HRIS functionality.
• Troubleshoot HRIS issues and coordinate with HR, IT, Payroll, and vendors as needed.

AI & HR Technology Enablement

• Identify opportunities to use AI and automation to improve HR processes, reporting, and administrative efficiency.
• Use AI tools to assist with data analysis, reporting preparation, document creation, and process documentation.
• Evaluate AI-generated outputs for accuracy, relevance, bias, confidentiality, and compliance before use, escalating concerns to HR leadership as needed.
• Stay informed on emerging AI capabilities relevant to HR and recommend practical applications.
• Partner with HR and IT to ensure AI use aligns with data privacy, security, and employment regulations.

Qualifications

Experience

• Minimum 3 years of experience in HR, HR operations, HRIS administration, or reporting/analytics.
• Experience working with an HRIS and maintaining employee data.

Education

• Bachelor's degree in Human Resources, Business Administration, Analytics, Information Systems, or a related field, or equivalent relevant experience.

Knowledge

• Foundational knowledge of HR administration and compliance basics (e.g., HRIS data, recordkeeping, EEO/OSHA reporting), gained through prior HR experience, coursework, or training.
• Awareness of confidentiality and data privacy requirements related to employee records.
• Strong proficiency with Microsoft Excel; familiarity with HRIS platforms (Paylocity, Dayforce, UKG, ADP, Workday, or similar) a plus.
• Familiarity with AI tools such as ChatGPT, Microsoft Copilot, or enterprise AI platforms.

Skills/Abilities

• Strong attention to detail and accuracy in data entry, recordkeeping, and reporting.
• Ability to organize and manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated interest in AI, automation, or data-driven HR practices.
• Basic analytical skills to interpret HR data and generate reports.

Physical Requirements/Work Environment

• Hybrid work schedule, with regular in-office presence required to support in-person employee and leader interactions and maintain access to confidential records and systems.
• Standard indoor office environment with moderate noise levels; standard business hours with occasional flexibility needed to meet deadlines.
• Ability to communicate clearly in person, by phone, and virtually.
• Regular use of a computer, and keyboard, with visual acuity sufficient to review documents, data, and system screens for extended periods.
• Primarily sedentary office work; requires sitting for extended periods at a desk and computer workstation.
• Regular handling of confidential employee information, requiring discretion in a shared office workspace.