People Operations Coordinator

Cwc-Los-Angeles; Los Angeles (CA); Hybrid; USD 58,000 - 72,000; Full time

Job summary

CWC LA is seeking a meticulous People Operations Coordinator to manage onboarding, credentialing, and compliance for 450+ employees across six schools and the Regional Support Office. You will own document verification (I-9, TB, fingerprint clearance) and ensure timely start for new hires while coordinating offboarding and maintaining critical compliance trackers.

Your role includes annual monitoring, reporting, and state/federal submissions, plus triaging HR inquiries and supporting recruitment

Qualifications

• Bachelor's degree, or two or more years of relevant professional or administrative experience in place of a degree.
• Outstanding organizational skills and best-in-class attention to detail.
• Handle confidential information discreetly and professionally at all times.
• Communicate effectively in writing and verbally with adults of varying professional experience.

Responsibilities

• Manage onboarding end-to-end, verify required documentation (I-9, TB clearance, fingerprint clearance, credentials).
• Coordinate employee offboarding and ensure all steps are completed across Payroll, Benefits, IT, Data, and Operations.
• Maintain DOJ portal, TB and CPR tracking, and credential records with state and credentialing authorities.
• Coordinate annual Williams Monitoring, CALSAAS reporting, ESSA grid maintenance, and LAUSD oversight preparation.
• Triage People and HR inboxes and route requests to appropriate owners; support recruitment with resume screening and ATS administration.
• Support Marshall Teacher Residency onboarding and assist the Manager of Recruitment with events and screening.

Skills

Organizational skills

Attention to detail

Effective communication

Google Workspace

HRIS (Paycom)

Recruitment exposure

Spanish (nice to have)

Education

Bachelor's degree

Tools

Paycom

Microsoft Office

Google Workspace

Job description

The People Operations Coordinator is the operational center of the People and HR team at CWC LA and the first point of contact for more than 450 employees across six schools and the Regional Support Office. Reporting to the Senior Director of People and HR, you will manage the employee lifecycle from the moment an offer is sent through final separation, and you will own the credential and state reporting compliance work that keeps our schools in good standing with LAUSD and the state.You will run onboarding end to end, verifying that every clearance and document, including the I-9, TB clearance, Department of Justice fingerprint clearance, and credential authorization, is complete before an employee is cleared to begin work. You will manage offboarding with the same rigor, coordinating across Payroll, Benefits, IT, Data, and Operations so that no item is left open. You will maintain the systems that carry legal weight for the organization, including the DOJ portal, TB and CPR tracking, and credential records verified through the California Commission on Teacher Credentialing. You will also lead annual Williams Monitoring, CALSAAS reporting, ESSA grid maintenance, and LAUSD oversight preparation, each of which carries a fixed submission window and audit exposure.Alongside that work, you will triage the People and HR inboxes and route requests to the right owner, process change requests and stipends through Finance approval and signature, maintain personnel records and the staff directory, administer annual offer letters, support the Marshall Teacher Residency program, and assist the Manager of Recruitment with resume screening, ATS administration, and recruitment events.What this role requires is exceptional organization, the discipline to keep systems current and follow items through to genuine completion, sound judgment about what to escalate, and consistent discretion with confidential information. You will work closely with the full People and HR team and gain broad exposure across nearly every function in the department, which makes this a strong foundation for a career in the field. This is a hybrid role with 2 days required weekly at the regional office or at a school site location.Key ResponsibilitiesEmployee Support and Inbox ManagementMonitor the people-hr@ and talent-hr@ inboxes throughout the workdayReview and triage all incoming requests, responding directly where appropriateDetermine the appropriate owner and route requests to Payroll and Benefits, Recruitment, IT, or the Sr. Director of People and HRFollow up on unresolved requests and ensure visibility on cross functional mattersServe as a warm, responsive first point of contact for employees, managers and executives at every siteNew Hire OnboardingPrepare and send onboarding documents once an offer is acceptedCreate Paycom accounts for new hires and monitor onboarding completionVerify required documentation, including I-9, TB clearance, fingerprint clearance, and credentialsAssign onboarding and compliance training through SafeSchoolsConfirm all requirements are met and issue the cleared to start notification to school leadershipMaintain the onboarding tracker and serve as the primary point of contact for new hires through their start dateCoordinate with hiring managers, IT, Data, and school operations on new hire setupFlag multi-position hires for additional review before clearanceEmployee OffboardingProcess voluntary and involuntary separations from notice through close outConfirm final working date, separation reason, and outstanding items including timecardsSend offboarding communications outlining next steps and final pay informationNotify Payroll, Benefits, IT, Data, Operations, and technology collection of each separationConfirm account deactivation and file separation documentation in the personnel recordChange Requests and StipendsReceive and review change requests and stipend requests submitted by supervisorsDetermine whether Finance approval is required and route requests for budget approval before preparing documentationPrepare Change Request Forms and stipend letters and route for signature through Dropbox SignUpdate the payroll and stipend trackers and notify Payroll of approved changesVoid and return requests that are incomplete or not applicable, with a clear explanation to the supervisorCompliance TrackingMaintain the DOJ Applicant Processing Portal, verifying fingerprint clearance before new hires are cleared to start and removing separated employees quarterlyReview volunteer clearance status upon request from School Operations ManagersMonitor DOJ notifications and escalate any reportable event immediately to the Sr. Director of People and HRTrack TB clearance expirations, send reminders and calendar invitations, verify documentation, and update Paycom and personnel filesMaintain the CPR tracker, notify School Operations Managers of upcoming renewals, and verify submitted certificationsVerify educator credentials through the California Commission on Teacher Credentialing and confirm employees are working under the appropriate credential, permit, or authorizationMaintain credential records and trackers, monitor upcoming expirations, and notify employees of renewal requirementsSupport school leadership with credential and assignment questions and escalate concerns that may affect an assignmentCredential and State Reporting ComplianceCoordinate the annual Williams Monitoring process for schools under monitoring, including document collection, verification that teacher assignments align with credential authorizations, portal submission by the second day of school, and response to portal commentsComplete annual CALSAAS reporting, including review of educator assignments against credential authorizations, research of discrepancies, and coordination of corrections with school leadership within the required 14 day windowMaintain ESSA compliance grids, verify educator qualifications, and update grids as staffing changes occurSupport annual LAUSD oversight visits, including assignment verification, grid preparation for the Head of Schools and school leadership, and certificated and classified staff countsMaintain supporting documentation for all compliance reporting in the designated shared drives for future auditsCoordinate MTR grant compliance documentation and reporting in partnership with the Manager of Recruitment and the MTR program teamRecords and DocumentationMaintain personnel files and the staff directoryComplete induction verifications and AB 2534 and SB 48 verificationsMaintain Paycom employee records and custom fields, routing pay affecting changes to Payroll and BenefitsAdminister annual offer letters, including mail merge, distribution, and completion trackingMaintain the job description library and keep formatting and versions currentMaintain grid and tracker documentation across compliance workstreamsProgram SupportCoordinate Marshall Teacher Residency onboarding, including CWC email accounts, TB documentation, contracts, and W-9sMaintain the MTR resident roster and employment recordsSupport induction program administrationSchedule People and HR trainings and updates during professional development daysRecruitment SupportScreen resumes against role criteria and flag strong candidates for the Manager of RecruitmentSchedule phone screens and interviews and support onsite interview daysAttend and support career fairs and recruitment eventsCore CompetenciesOrganization and Follow Through1. Keeps trackers, files, and system records current and accurate without being reminded.2. Manages many small deadlines across compliance, onboarding, and records at the same time.3. Follows up persistently until an item is genuinely closed, not just sent.4. Builds simple systems that make repeat work faster and less error prone.Service Oriented Communication1. Responds to employees promptly, warmly, and in plain language.2. Knows when to answer a question directly and when to route it to someone with more authority.3. Writes clearly enough that a recipient knows exactly what to do next.4. Keeps school leaders informed on onboarding, clearance, and separation status.Discretion and Integrity1. Handles personnel, medical, and clearance information with care at all times.2. Understands that fingerprint, TB, and credential clearances are legal requirements, not paperwork.3. Escalates reportable and sensitive matters immediately rather than sitting on them.4. Does what they say they will do, when they say they will do it.Compliance Ownership1. Treats state and federal reporting deadlines as fixed, and works backward from them.2. Reads a credential authorization carefully and asks when something does not line up rather than assuming.3. Keeps documentation organized well enough that an auditor could follow it a year later.4. Partners with school leaders to resolve assignment discrepancies before a submission window closes.Systems and Detail Fluency1. Works confidently in Google Workspace, spreadsheets, and an HRIS.2. Learns new platforms quickly and builds working knowledge of how records connect across them.3. Notices when data is inconsistent between systems and corrects it at the source.4. Uses checklists and trackers rather than memory.Embodies Our Operating Values1. We operate with generosity of spirit. We assume the best. We strive to be empathetic and compassionate.2. We operate with integrity. We align our beliefs with our actions.3. We operate with humility. We are respectful. We engage with an understanding that our experiences and perspectives are limited.4. We operate with urgency and discipline. We know we can't wait, yet we respect that change takes time, care, and thought.5. We operate as learners. We encourage vulnerability, poising ourselves for development and growth.6. We operate with curiosity. We ask, "How? Why? Why not?"7. We operate with the utmost professionalism. We do what we say we are going to do when we say we are going to do it.Passionate about CWC LA's mission and impact on its students and communitiesBachelor's degree, or two or more years of relevant professional or administrative experience in place of a degreeOutstanding organizational skills and best in class attention to detailHandle confidential information discretely and professionally at all timesCommunicate effectively in writing and verbally with adults of varying professional experienceComfortable with Google Workspace, spreadsheets, and learning new platforms quicklyEnjoy working in a fast-paced, collaborative environment that promotes autonomy, flexibility, and accountabilityDriven, take initiative, and follow through on commitments without close supervisionProfessionally mature, humble, reflective, solution-oriented, and hold the highest ethical standardsDemonstrate technical skills with Microsoft Office and Google Workspace and managing dataExperience in a school, charter, or nonprofit setting (preferred)Familiarity with an HRIS such as Paycom (preferred)Exposure to recruitment, resume screening, or interview coordination (preferred)Proficient in Spanish, both orally and in writing (nice to have)QualitiesUnderstanding of diverse perspectives to cultivate collaborative and productive partnershipsBelief and willingness to ensure that all students can learn and achieve at high levelsHandle confidential information discretely and professionally at all timesOutstanding organizational skills and attention to detailSolid drive to surpass objectives and take initiativePhysical RequirementsApproximately 50% of the time is spent sitting while frequently required to walk, stand, and bendOccasionally required to stoop, kneel, crouch, or crawlEmployees will be required to lift and move unassisted up to 25 poundsSitting or standing for extended periods and manual dexterity to operate a computer and other various office equipment as needed