People Operations Specialist

People Operations Specialist

The People Operations Specialist plays a key operational role supporting the employee lifecycle and day-to-day workplace experience. This position supports Human Resources (HR), Talent Development (TD), Facilities, and End-User Information Technology (IT) to ensure employees are onboarded smoothly, supported consistently, and able to do their best work in a well-run environment. The Specialist is highly organized, service-oriented, and comfortable juggling multiple priorities with discretion and attention to detail.

Key Responsibilities

Human Resources

• Employee Support: Serve as a first point of contact for employee questions and requests; triage inquiries and escalate as appropriate.
• Support core HR processes including: new hire paperwork, employee file maintenance, and data accuracy in HRIS and other HR systems; offer letter coordination and onboarding/offboarding administration; process background and professional reference checks; status changes (promotions, leaves, terminations) documentation and workflow tracking; open enrollment, annual reviews, employee immunizations.
• Coordinate benefits and leave administration support (e.g., enrollment materials, vendor communications, tracking documentation) in partnership with HR leaders/benefits brokers.
• Assist with compliance-related tasks (I-9/E-Verify processes as applicable, policy acknowledgements, required training tracking, poster compliance coordination, etc.).
• Support HR programs such as recognition, engagement surveys, anniversaries, and culture initiatives.
• Maintain confidential employee records and uphold privacy standards in all interactions.

Talent Development

• Learning Session Support: Coordinate logistics, including scheduling sessions, booking rooms, sending invitations, ordering food, and tracking attendance/completions.
• Support facilitation needs (materials preparation, printing, supplies, room setup for sessions).
• 360 Coordination: Collect 360 rater lists from each participant. Coordinate all 360 scheduling (including individual coaching sessions), manager briefings, kick-offs, and group sessions.
• Learning Management System (LMS): Set up learning sessions, enrollments, and communications in LMS. Maintain training sign-ups, completions, and staff records.
• Track metrics for participation and completion and prepare basic reports for leaders.
• Create and manage project portals (e.g., TalentSmartEQ, Blanchard Exchange) when required.
• Maintain updates to talent resources such as Career Maps (staff-facing visual resources).
• Support professional development request process (form collection, coordinating approvals, tracking, logistics).

Facilities & Workplace Experience

• Office Liaison: First point of contact for building services (Security, Parking, Maintenance) and for staff with Facilities inquiries.
• Coordinate workplace operations to support a safe, functional, and welcoming environment: requesting and creating office access badges, keys, administration of workstation reservation software; office supply ordering and inventory management; conference room readiness, overall office presentation.
• Submit and track facilities requests (e.g., repairs, maintenance, security) with building management and vendors.
• Partner with People Operations Manager as needed to support incident reporting, emergency procedures communication, and basic compliance tracking.

End-User IT Support

• End-user IT provisioning and access: Liaise with IT providers for staff onboarding/offboarding and ongoing operations; ensure onboarding staff receive the appropriate systems access; coordinate ordering of new end-user equipment, as needed; hardware return logistics and deprovisioning completion.
• Administer the cybersecurity training platform, including user management, training assignment coordination, and completion tracking.
• Maintain and reconcile IT asset inventory records and assist with lifecycle tracking.
• Daily Operations: Support the People Operations Manager with the implementation and administration of end-user information technology services for the organization.

Administrative

• Meetings: Prepare for and actively participate in all Riley Children's Foundation meetings as appropriate. Ensure expectations and tools for meeting agendas and follow-up are implemented.
• Budget: Work with your officer/direct manager to develop, manage and monitor the budget, staying within overall budget guidelines.
• Technology: Understand and effectively use the technology available at the Riley Children's Foundation.
• Compliance: Ensure strict compliance with all Foundation policies, as well as local, state and federal laws that govern business practices.

Other Duties as Assigned

• Riley Children's Foundation events: Participate in Riley Children's Foundation events as requested.
• Other duties as assigned.

Education and Experience

To perform this job successfully, an individual must have the following education and/or experience.

• Education: Bachelor's degree is required with a concentration in Human Resources, Business, or Behavioral Science field preferred. Working knowledge of HRIS, talent management, and end-user IT systems. Experience with benefits coordination strongly preferred.
• Experience: Minimum of 2 to 4 years of experience in areas including HR, organization development, end-user IT, and facilities, preferably in a non-profit/fundraising environment.
• Skills: Exceptional customer service approach. Individual must be exceedingly well organized and have high attention to detail. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Exceptional written and verbal communication skills. Demonstrated success in a "best practice" human resource function. Proficiency in Microsoft Office products with a key focus on Word, Excel, PowerPoint and Outlook; experience with SharePoint is a plus. Proficiency in use of databases. Proficiency in Canva.
• Qualities: Personal belief in Riley Children's Foundation vision, mission, core values and strategic direction. Results oriented. Ability to work independently under pressure and effectively prioritize a varied and diverse workload. Creative and resourceful. Inquisitive and sharp minded coupled with demonstrated aptitude for customer experience strategy. Self-motivating and self-starting. Ability to take quiet pride in one's work. Perseverance. Team player. Must adhere to the highest ethical standards. Professional demeanor. Occasional evening and weekend work.