People Operations Associate

POSITION OVERVIEW: The People Operations Associate supports the daily operations of Hudson Guild's People Operations Department. Reporting to the People Operations Manager, this role is responsible for managing aspects of the hiring and onboarding processes, maintaining employee records, and assisting with the overall administration of PO systems and compliance procedures. The ideal candidate is highly organized, detail-oriented, and capable of working both independently and collaboratively across departments.

REQUIRED QUALIFICATIONS

• Bachelor's degree in Human Resource Management, Industrial/Organizational Psychology, Business, or a related field
• At least one (1) year of administrative and/or customer service experience
• Strong organizational and multitasking abilities, with keen attention to detail
• Excellent communication and interpersonal skills
• Familiarity with HRIS platforms (e.g., BambooHR), applicant tracking systems, and Google Workspace a plus

KEY RESPONSIBILITIES:

Recruitment & Hiring

• Coordinate all steps of the hiring process in alignment with Hudson Guild's recruitment procedures
• Maintain and update the applicant tracking system (ATS); review applications, screen candidates, schedule interviews, and send offer letters
• Coordinate interview logistics, including scheduling, greeting candidates, and preparing interview rooms
• Conduct reference checks and respond to hiring status inquiries
• Ensure completion of pre-hire documentation and clearance procedures (e.g., SEL, NSOPW, SCR clearances)

Onboarding & Offboarding

• Facilitate onboarding tasks such as setting up accounts, sending welcome communications, and coordinating hardware/software access for new hires
• Support offboarding tasks, including the collection of equipment, termination of accounts, and temporary access delegation for managers
• Provide new staff with technical assistance during their first 30 days, including support with Google Workspace, YaRooms, and Zoom

Employee Records & HRIS Management

• Maintain up-to-date and audit-ready personnel files, ensuring all required documentation is complete and filed appropriately
• Upload, organize, and update employee records and dates in the HRIS (BambooHR)
• Prepare files and documentation for audits and internal compliance reviews

Employee Support & Communication

• Respond to employee questions and requests in a timely and professional manner
• Maintain confidentiality and protect sensitive HR data and employee records
• Assist in the development and delivery of staff trainings (e.g., guides, tutorials, walkthroughs) for internal tools and platforms

Departmental Support & Development

• Participate in HR and agency-wide meetings, trainings, and seminars
• Support the planning and execution of HR-led events such as staff orientations, recognition events, and professional development workshops
• Contribute to agency initiatives by supporting data collection and participating in Continuous Quality Improvement (CQI) processes
• Promote and participate in Hudson Guild's community-building activities and events

Other Duties

• Perform additional administrative or HR-related tasks as assigned by the HR Coordinator or department leadership

WORKING CONDITIONS: Typical office environment that require frequent sitting, standing, walking, talking, hearing & reaching. Occasional stooping, crouching, and kneeling. The role requires the use of standard office equipment, including computers, phones, and copiers.

PHYSICAL REQUIREMENTS: Occasionally lift and/or move up to 25 pounds. Frequently read printed materials and computer screens. Frequently operate a computer keyboard, mouse, & other office equipment.

EXPECTED HOURS/TYPICAL SHIFT: Monday to Friday, 9AM- 5PM with occasional evening or early morning hours for special events

As a full time employee at Hudson Guild, you will be eligible for:

• 24 Vacation Days
• 1 Floating Holiday
• 12 Sick Days
• Medical, Dental and Vision Insurance
• 403b Plan

The Hudson Guild is an Equal Opportunity Employer.