People Operations Coordinator

Citizens of the World Los Angeles; Los Angeles (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Citizens of the World Los Angeles (CWC LA) is seeking a meticulous People Operations Coordinator to serve as the operational center of the People and HR team for 450+ employees across six schools and the Regional Support Office. You will own the onboarding, credentialing, and compliance processes, guiding new hires from offer to start and ensuring accurate records in Paycom and credentialing portals.

Hybrid role with two mandatory days on-site weekly.

Qualifications

• Excellent organization and record-keeping skills.
• Discretion with confidential information and strong judgment.
• Strong communication and coordination abilities.

Responsibilities

• Monitor the people-hr@ and talent-hr@ inboxes and triage requests.
• Coordinate onboarding, including Paycom accounts and required documents (I-9, TB, fingerprint clearance).
• Manage offboarding, including notifications to Payroll, Benefits, IT, Data, and Operations.
• Process change requests and stipends with Finance approval and signature workflow.
• Maintain DOJ, TB, CPR, credential, and other compliance trackers; verify educator credentials.
• Coordinate annual Williams Monitoring, CALSAAS reporting, ESSA grids, and LAUSD oversight preparation.
• Maintain personnel files, staff directory, and annual offer letters.
• Support recruitment activities and resume screening; assist with events.

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 elevate, 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 Responsibilities

Employee Support and Inbox Management

• Monitor the people-hr@ and talent-hr@ inboxes throughout the workday
• Review and triage all incoming requests, responding directly where appropriate
• Determine the appropriate owner and route requests to Payroll and Benefits, Recruitment, IT, or the Sr. Director of People and HR
• Follow up on unresolved requests and ensure visibility on cross functional matters
• Serve as a warm, responsive first point of contact for employees, managers and executives at every site

New Hire Onboarding

• Prepare and send onboarding documents once an offer is accepted
• Create Paycom accounts for new hires and monitor onboarding completion
• Verify required documentation, including I-9, TB clearance, fingerprint clearance, and credentials
• Assign onboarding and compliance training through SafeSchools
• Confirm all requirements are met and issue the cleared to start notification to school leadership
• Maintain the onboarding tracker and serve as the primary point of contact for new hires through their start date
• Coordinate with hiring managers, IT, Data, and school operations on new hire setup
• Flag multi-position hires for additional review before clearance

Employee Offboarding

• Process voluntary and involuntary separations from notice through close out
• Confirm final working date, separation reason, and outstanding items including timecards
• Send offboarding communications outlining next steps and final pay information
• Notify Payroll, Benefits, IT, Data, Operations, and technology collection of each separation
• Confirm account deactivation and file separation documentation in the personnel record

Change Requests and Stipends

• Receive and review change requests and stipend requests submitted by supervisors
• Determine whether Finance approval is required and route requests for budget approval before preparing documentation
• Prepare Change Request Forms and stipend letters and route for signature through Dropbox Sign
• Update the payroll and stipend trackers and notify Payroll of approved changes
• Void and return requests that are incomplete or not applicable, with a clear explanation to the supervisor

Compliance Tracking

• Maintain the DOJ Applicant Processing Portal, verifying fingerprint clearance before new hires are cleared to start and removing separated employees quarterly
• Review volunteer clearance status upon request from School Operations Managers
• Monitor DOJ notifications and elevate any reportable event immediately to the Sr. Director of People and HR
• Track TB clearance expirations, send reminders and calendar invitations, verify documentation, and update Paycom and personnel files
• Maintain the CPR tracker, notify School Operations Managers of upcoming renewals, and verify submitted certifications
• Verify educator credentials through the California Commission on Teacher Credentialing and confirm employees are working under the appropriate credential, permit, or authorization
• Maintain credential records and trackers, monitor upcoming expirations, and notify employees of renewal requirements
• Support school leadership with credential and assignment questions and elevate concerns that may affect an assignment

Credential and State Reporting Compliance

• Coordinate 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 comments
• Complete 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 window
• Maintain ESSA compliance grids, verify educator qualifications, and update grids as staffing changes occur
• Support annual LAUSD oversight visits, including assignment verification, grid preparation for the Head of Schools and school leadership, and certificated and classified staff counts
• Maintain supporting documentation for all compliance reporting in the designated shared drives for future audits
• Coordinate MTR grant compliance documentation and reporting in partnership with the Manager of Recruitment and the MTR program team

Records and Documentation

• Maintain personnel files and the staff directory
• Complete induction verifications and AB 2534 and SB 48 verifications
• Maintain Paycom employee records and custom fields, routing pay affecting changes to Payroll and Benefits
• Administer annual offer letters, including mail merge, distribution, and completion tracking
• Maintain the job description library and keep formatting and versions current
• Maintain grid and tracker documentation across compliance workstreams

Program Support

• Coordinate Marshall Teacher Residency onboarding, including CWC email accounts, TB documentation, contracts, and W-9s
• Maintain the MTR resident roster and employment records
• Support induction program administration
• Schedule People and HR trainings and updates during professional development days

Recruitment Support

• Screen resumes against role criteria and flag strong candidates for the Manager of Recruitment
• Schedule phone screens and interviews and support onsite interview days
• Attend and support career fairs and recruitment events

Core Competencies

Organization and Follow Through

• Keeps trackers, files, and system records current and accurate without being reminded.
• Manages many small deadlines across compliance, onboarding, and records at the same time.
• Follows up persistently until an item is genuinely closed, not just sent.
• Builds simple systems that make repeat work faster and less error prone.

Service Oriented Communication

• Responds to employees promptly, warmly, and in plain language.
• Knows when to answer a question directly and when to route it to someone with more authority.
• Writes clearly enough that a recipient knows exactly what to do next.
• Keeps school leaders informed on onboarding, clearance, and separation status.

Discretion and Integrity

• Handles personnel, medical, and clearance information with care at all times.
• Understands that fingerprint, TB, and credential clearances are legal requirements, not paperwork.
• Escalates reportable and sensitive matters immediately rather than sitting on them.
• Does what they say they will do, when they say they will do it.

Compliance Ownership

• Treats state and federal reporting deadlines as fixed, and works backward from them.
• Reads a credential authorization carefully and asks when something does not line up rather than assuming.
• Keeps documentation organized well enough that an auditor could follow it a year later.
• Partners with school leaders to resolve assignment discrepancies before a submission window closes.

Systems and Detail Fluency

• Works confidently in Google Workspace, spreadsheets, and an HRIS.
• Learns new platforms quickly and builds working knowledge of how records connect across them.
• Notices when data is inconsistent between systems and corrects it at the source.
• Uses checklists and trackers rather than memory.

Embodies Our Operating Values

• We operate with generosity of spirit. We assume the best. We strive to be empathetic and compassionate.
• We operate with integrity. We align our beliefs with our actions.
• We operate with humility. We are respectful. We engage with an understanding that our experiences and perspectives are limited.
• We operate with urgency and discipline. We know we can't wait, yet we respect that change takes time, care, and thought.
• We operate as learners. We encourage vulnerability, poising ourselves for development and growth.
• We operate with curiosity. We ask, "How? Why? Why not?"
• 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.