Hr & Administrative Operations Specialist

Position Overview

Blue Sea Educational Consulting is a multidisciplinary professional collaborative serving students, families, and school districts throughout Long Island.

We are seeking an experienced and highly organized HR & Administrative Operations Specialist for our Smithtown office. This position oversees day-to-day HR administration and compliance processes, coordinates payroll administration, and takes primary responsibility for school district contract administration and facility operations.

The specialist will serve as a key administrative contact for staff, providers, school district representatives, vendors, and company leadership. This role will also oversee the HR Coordinator’s daily work, provide training and guidance, and ensure administrative processes are completed accurately and on time.

The ideal candidate will have three to five years of relevant experience, strong administrative and computer skills, and the judgment to resolve routine issues independently and escalate matters appropriately.

Duties and Responsibilities

HR, Staff and Provider Administration and Compliance

• Oversee onboarding, orientations, status changes, and offboarding processes for staff and providers.
• Ensure personnel and provider files are accurate, complete, confidential, and maintained consistently.
• Oversee tracking of licenses, certifications, registrations, insurance documents, clearances, trainings, and compliance deadlines.
• Follow up on unresolved compliance issues and coordinate next steps with appropriate leadership.
• Coordinate responses to documentation requests, internal reviews, and audits.
• Serve as a primary contact for HR administrative questions and coordinate with leadership on matters requiring additional review.
• Identify opportunities to improve administrative procedures, tracking systems, and workflows.

Payroll and Benefits Administration

• Coordinate payroll administration and review timekeeping records and supporting documentation for accuracy.
• Resolve routine discrepancies with staff, providers, and appropriate internal contacts before payroll submission.
• Oversee PTO records and coordinate benefits enrollment, changes, and administrative questions.
• Maintain accurate payroll and benefits information within company systems.

School Contract Administration and Stakeholder Communication

• Take primary responsibility for administering school district contracts, amendments, and supporting documentation.
• Track renewals, deadlines, insurance requirements, and required submissions.
• Prepare and review contract-related documents for completeness and accuracy, coordinating leadership approval as needed.
• Serve as the primary administrative contact for district representatives regarding contracts and documentation requirements.
• Coordinate with internal departments to obtain information and complete district submissions.
• Maintain accurate records within company systems, spreadsheets, and district portals.
• Keep leadership informed of approaching deadlines, outstanding requirements, and issues requiring a decision.

Facility and Office Operations

• Coordinate office maintenance, repairs, inspections, and vendor appointments.
• Serve as the primary contact for building management and office service providers.
• Oversee office supplies, equipment, access records, and shared spaces.
• Track facility needs and coordinate approvals for purchases or services.
• Help ensure the Smithtown office remains organized, safe, professional, and fully operational.

Coordinator Oversight and Cross-Coverage

• Oversee the HR Coordinator’s daily work, establish priorities, and monitor completion of assigned tasks.
• Provide training, guidance, and feedback on administrative procedures and company systems.
• Review work for accuracy and support the resolution of questions or discrepancies.
• Maintain shared procedures, trackers, and records to support consistent coverage.
• Cross-train with the coordinator and provide direct coverage for onboarding, recordkeeping, compliance tracking, and other administrative duties when needed.

Skills and Qualifications

• Bachelor’s degree required.
• 3 to 5 years of relevant experience in HR administration, payroll, compliance, or administrative operations.
• Experience coordinating contracts, communicating with external stakeholders, or managing office operations preferred.
• Experience training or guiding administrative staff preferred.
• Strong administrative, computer, and data-management skills.
• Proficiency in Microsoft Outlook, Word, and Excel, including maintaining spreadsheets and tracking reports.
• Ability to learn new software and navigate multiple online systems and portals.
• Excellent attention to detail, organization, and follow-through.
• Strong written and verbal communication skills and the ability to work professionally with staff, providers, district contacts, vendors, and leadership.
• Ability to manage competing priorities, resolve routine issues independently, and meet deadlines.
• Sound judgment regarding when to escalate issues or seek approval.
• Professional discretion when handling confidential and sensitive information.

Schedule

Monday through Friday, 8:00 AM – 4:00 PM (with 1 hour paid lunch)

Benefits & Additional Details

• 3 weeks of PTO , available following successful completion of the 3-month probationary period
• 12 paid company holidays
• 401(k) eligibility beginning at the one-year anniversary, with company matching
• Opportunities for professional development, career advancement, and growth within the organization