HR Operations Administrator

Catholic Charities Archdiocese of New York; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Catholic Charities Archdiocese of New York is seeking an HR Operations Administrator to support the CPCO and HR team with routing, tracking, and documentation across the function. The role emphasizes organized processes, reliable follow-through, and cross-functional coordination.

The successful candidate will manage the department inbox, coordinate deadlines, prepare routine communications, and support reporting from HR systems. FLSA: Non-Exempt; Location: New York, NY; full-time position.

Qualifications

• Bachelor's degree.
• 3+ years of progressive administrative or HR operations experience, ideally in a nonprofit, multi-site, or regulated environment.
• Experience coordinating across multiple stakeholders, tracking deadlines, and maintaining documentation infrastructure.
• Working experience with ATS and HRIS platforms, including the ability to pull reports and navigate workflows.
• Proficiency in Microsoft Office including Excel and PowerPoint. Experience with AI tools a plus.
• Excellent written and verbal communication skills.
• Strong attention to detail, accuracy, and follow-through.
• High level of discretion in handling confidential information.

Responsibilities

• Manage the department's central operational inbox, directing requests to the appropriate team member.
• Track follow-through on routed requests and surface items needing escalation.
• Draft routine operational communications on behalf of the CPCO and department.
• Maintain tracking tools capturing active HR projects, deadlines, and recurring requirements.
• Coordinate logistics for recurring departmental activities including meetings, learning programs, and HR initiatives.
• Collect, organize, and maintain departmental data for CPCO reporting and HR system outputs.
• Maintain the department's process documentation library with version control and currency.
• Coordinate audit response logistics and vendor/invoice coordination with Finance.

Skills

Organization

Communication

Discretion

Attention to detail

Follow-through

Stakeholder coordination

Education

Bachelor's degree

Tools

ATS

HRIS

Excel

PowerPoint

AI tools

Job description

Description

HR Operations Administrator

Department: Human Resources · Reports To: Chief People and Culture Officer · FLSA: Non-Exempt · Location: New York, NY

POSITION SUMMARY

The HR Operations Administrator is the department's coordination anchor, supporting the Chief People and Culture Officer and the broader HR team in routing, tracking, and following through on the administrative and operational work that flows across the function. Incoming requests are directed to the appropriate functional owners, deadlines are tracked and surfaced proactively, documentation is organized and maintained, and stakeholders have a reliable point of contact for routine departmental matters. Functional ownership for benefits and payroll, compliance, onboarding, recruiting, and HR systems sits with the respective leaders in those areas. This role suits a candidate who is highly organized, service-oriented, attentive to detail, and takes satisfaction in well-run processes, clean documentation, and reliable follow-through.

CORE RESPONSIBILITIES

Departmental Coordination and Request Routing

• Manage the department's central operational inbox, ensuring requests from program leadership, employees, candidates, vendors, and external partners are directed to the appropriate team member.
• Track follow-through on routed requests, surfacing items that have stalled or require escalation.
• Draft routine operational communications on behalf of the CPCO and the department.

Tracking, Deadlines, and Operational Cadence

• Maintain tracking tools capturing active HR projects, deadlines, recurring operational requirements, and pending follow-up items across the department.
• Surface deadlines and pending items proactively to appropriate functional owners.
• Coordinate logistics for recurring departmental activities including team meetings, learning programs, and HR initiatives.

Data Collection, Organization, and Reporting Support

• Collect, organize, and maintain departmental data in support of CPCO reporting for executive, board and external audiences.
• Compile and prepare data reports from the ATS, Kronos, and other HR systems as needed.
• Maintain operational tracking logs for request routing volumes, vendor activity, and project status.

Documentation and Process Support

• Maintain the department's library of process documentation, templates, checklists, and reference materials, ensuring version control and currency.
• Support the CPCO and functional leaders in implementing process documentation and updates across the team.
• Maintain organized records of operational decisions, vendor agreements, and recurring departmental activities.
• Coordinate audit response logistics including document gathering, deadline tracking, and routing of information requests to functional owners.

Vendor and Invoice Coordination

• Track vendor activity, contracts, and invoicing, ensuring timely review and payment processing in coordination with Finance.
• Maintain a centralized record of vendor agreements and renewal timelines and coordinate logistics for vendor meetings and renewals.

Cross-Functional Stakeholder Contact and Support to the CPCO

• Serve as a consistent point of contact for program leadership, Finance, Legal, IT, and external partners on routine departmental matters.
• Support the CPCO's coordination with internal and external stakeholders by tracking commitments, follow-up items, and recurring touchpoints.
• Coordinate cross-functional touchpoints in support of HR-wide initiatives including the all-staff event and other organization-wide programs.

QUALIFICATIONS

Required

• Bachelor's degree.
• Three or more years of progressive administrative or HR operations experience, ideally in a nonprofit, multi-site, or regulated environment.
• Demonstrated experience coordinating across multiple stakeholders, tracking deadlines, and maintaining documentation infrastructure.
• Working experience with ATS and HRIS platforms, including the ability to pull reports and navigate workflows.
• Proficiency in Microsoft Office including Excel and PowerPoint. Experience with AI tools a plus.
• Excellent written and verbal communication skills.
• Strong attention to detail, accuracy, and follow-through.
• High level of discretion in handling confidential information.

Preferred

• Familiarity with regulatory environments such as SCR, DOH, DOE, or Justice Center.
• Experience supporting an HR function during a period of operational transformation.

Core Competencies

• Organization and follow-through
• Service orientation toward HR team members and internal partners
• Attention to detail and accuracy
• Clear, professional communication across audiences
• Collaboration across functions and stakeholders
• Discretion and professionalism with sensitive information
• Capacity to manage multiple priorities in parallel
• Strong interpersonal skills

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are generally 9:00 AM to 5: PM Monday - Friday. Please note that additional hours will be required to meet program deadlines

Working conditions and physical demands

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Work under demanding conditions such as deadlines and project challenges.
• Ability to engage with diverse people.
• Ability to operate standard office equipment i.e. copier, fax, scanner, computer and printer.
• Ability to use and respond to phone calls and questions.
• Ability to lift files, open filing cabinets, bend or stand to retrieve employee documents in cabinets.

Catholic Charities is an equal opportunity employer committed to building a diverse, inclusive, and accessible workplace that honors the dignity of every person. We welcome applicants of all backgrounds and ensure fair consideration without regard to race, color, religion, creed, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.