HR Operations Administrator - 2000604

Catholic Charities, Archdiocese of New York; New York (NY); On-site; USD 42,000 - 49,000; Full time

Job summary

Catholic Charities, Archdiocese of New York is seeking an HR Coordinator to provide operational support across the employee lifecycle, focusing on onboarding, HR operations, and recruitment logistics. The role reports to the Chief People and Culture Officer and serves as the main contact for candidates, hires, and managers.

The ideal candidate is organized, discreet, and adept with ATS/HRIS systems, Excel, and compliance processes in a mission-driven environment.

Qualifications

• Associate's degree required, bachelor’s degree in human resources, Business Administration, or a related field preferred.
• Two or more years of experience in an HR coordinator, HR assistant, or comparable administrative role, ideally in a nonprofit or multi-site environment.
• Experience with ATS and HRIS platforms; familiarity with onboarding workflows and compliance documentation.
• Strong working knowledge of Microsoft Office (Outlook, Word, Excel, Teams); comfort learning new systems quickly.
• Demonstrated ability to manage multiple priorities with accuracy and follow-through.
• Excellent written and verbal communication skills, with a professional and service-oriented approach.
• High level of discretion and judgment in handling confidential information.

Responsibilities

• Initiate and manage onboarding workflows in the ATS, ensuring timely and accurate completion of all documentation.
• Serve as the primary contact for new recruits throughout onboarding, providing clear communication at every stage.
• Prepare wage notices, job descriptions, and change-of-status documentation.
• Coordinate onboarding logistics with hiring managers and IT for accounts and software setup.
• Process pre-employment background checks and verify compliance forms.
• Complete employment verifications and assist with internal audits related to SCR and DOE requirements.
• Route inquiries, track invoices, and schedule HR meetings and interviews.
• Maintain onboarding portal updates and generate reports.

Job description

Position Summary: The Human Resources Coordinator provides critical operational support across the full employee lifecycle, with primary responsibility for onboarding, new hire coordination, HR operations, and recruitment logistics. Reporting to the Chief People and Culture Officer (CPCO), the coordinator serves as a central point of contact for candidates, new hires, hiring managers, and internal partners, ensuring that core HR processes run accurately, on schedule, and in alignment with compliance requirements.

In addition to onboarding and HR operations, the coordinator also supports the CPCO directly by helping manage day-to-day administrative operations, including inbound communications, scheduling, invoice tracking, and general follow-up across internal and external stakeholders. This dimension of the role calls for strong organizational instincts, discretion, and the ability to anticipate what needs attention before it becomes urgent.

The ideal candidate is meticulous, highly organized, responsive, and comfortable operating across multiple systems and workstreams simultaneously. This role is suited for a detail orientated professional seeking to deepen their experience in HR operations and compliance within a mission-driven, highly regulated environment.

Salary: $30.22 - $35.71 hourly

Essential Duties and Responsibilities

Onboarding and New Hire Coordination

• Initiate and manage onboarding workflows in the ATS, ensuring timely and accurate completion of all (required documentation.)
• Serve as the primary point of contact for new recruits throughout the onboarding process, providing clear, timely communication at every stage.
• Prepare wage notices, job descriptions, and change-of-status documentation.
• Prepare and distribute onboarding and welcome materials.
• Coordinate onboarding logistics with hiring managers, including program access and required systems (e.g., Connectivity Form, Chrome River, Cognizant).
• Collaborate with IT to set up accounts, profiles, and software systems.
• Collect, verify, and organize onboarding documents, including medical, personnel, payroll, and compliance-related forms.
• Process pre-employment background checks (SCR and LexisNexis).
• Submit and update DOE requests and roster status for CCCS applicable programs (active and inactive).
• Process DOH 6000 SCR requests for applicable active employees, consistent with SACC/CCFS data requirements.
• Coordinate with Compliance to ensure documentation meets standards, including LexisNexis results, I-9 document verification, and motor vehicle records.

HR Operations

• Complete employment verifications.
• Assist with internal audits, including:
  • LexisNexis: providing redacted documents and requested information.
  • Beacon of Hope (BOH), Justice Center SCR information request completion.

Office and Coordination Support

• Serve as a coordinating point of contact for the HR office, routing inquiries, monitoring inbound communications, and ensuring timely follow-up on open items.
• Track invoices, approvals, and vendor correspondence related to HR operations, flagging items requiring the CPCO's attention and following through to resolution.
• Support scheduling and calendar coordination for HR-related meetings, interviews, and cross-functional touchpoints.
• Maintain task and follow-up lists across active HR projects, surfacing pending actions, deadlines, and outstanding items proactively.
• Draft and send routine follow-up communications on behalf of the HR function where appropriate, ensuring professional tone and consistency.
• Provide general office administrative support to keep day-to-day HR operations organized and running smoothly.

Recruitment and Job Posting

• Prepare and post internal job advertisements.
• Manage the job requisition lifecycle, including reconciling openings and closing out requisitions.
• Maintain onboarding tracking spreadsheets and generating reports.
• Update the onboarding portal, including:
  • Creating and adding new forms, tasks, and templates.
  • Adding or updating locations for all programs as needed.
  • Revising and updating task templates and groups to reflect compliance updates.

Education and/or experience Required

• Associate's degree required, bachelor’s degree in human resources, Business Administration, or a related field preferred.
• Two or more years of experience in an HR coordinator, HR assistant, or comparable administrative role, ideally in a nonprofit or multi-site environment.
• Experience with ATS and HRIS platforms; familiarity with onboarding workflows and compliance documentation.
• Strong working knowledge of Microsoft Office (Outlook, Word, Excel, Teams); comfort learning new systems quickly.
• Demonstrated ability to manage multiple priorities with accuracy and follow-through.
• Excellent written and verbal communication skills, with a professional and service-oriented approach.
• High level of discretion and judgment in handling confidential information.

Preferred

• Experience supporting a senior HR leader or executive.
• Familiarity with New York State and New York City employment documentation requirements.
• Experience working with compliance requirements specific to SCR, DOH, DOE, or similar regulatory frameworks.

Skills, Licenses, and/or competencies required

• Organization and attention to detail
• Anticipation and follow-through
• Discretion and professionalism
• Clear, responsive communication
• Collaboration across functions and stakeholders
• Service orientated approach toward candidates, new hires, and internal partners.

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 deadlines and attend events.

Working conditions and physical demands

• 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 and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law.