Processes and Learning Specialist

Xiente; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

Xiente in Philadelphia is seeking a Processes & Learning Specialist to support HR by improving organizational processes, coordinating onboarding, and implementing learning programs across the organization.

You will maintain training records, develop SOPs and job aids, deliver onboarding and training, and partner with leaders to translate needs into practical solutions, ensuring timely completion and continuous improvement.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Organizational Development, Education, Psychology, or related field preferred.
• Minimum of five (5) years of experience in HR, Learning & Development, HR Operations, Organizational Development, process improvement, or related area.
• Experience coordinating training, employee development, HR programs, onboarding, or process improvement initiatives.
• Experience facilitating presentations, orientations, workshops, or employee training sessions.
• Experience developing or maintaining SOPs, workflows, process documentation, or job aids preferred.

Responsibilities

• Map and improve organizational processes for efficiency, consistency, and tech adoption.
• Maintain a centralized repository of processes, SOPs, workflows, and resources.
• Coordinate onboarding training and new employee onboarding from pre-employment through initial period.
• Develop and standardize SOPs, checklists, workflows, and job aids.
• Coordinate learning programs, including calendars, registrations, logistics, and materials.
• Maintain training records and monitor completion of required trainings.
• Prepare HR reports, dashboards, and process documentation for leadership.
• Comply with organizational rules and perform other duties as assigned.

Skills

Communication

Organization

Project management

Analytical thinking

Problem solving

Interpersonal skills

Independence

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

HRIS

LMS

Job description

Description

Processes and Learning Specialist

Department: People and Culture
Reports To: VP of People and Culture
Status: Full-Time

Position Summary

The Processes & Learning Specialist supports the HR function by improving organizational processes, coordinating onboarding, and implementing learning and development programs across the organization.

Success in this role is measured through timely and accurate HR processes, effective onboarding and training, employee and manager satisfaction, and measurable improvements in HR efficiency and employee development.

Primary Responsibilities

• Map, document, standardize, and continuously improve organizational processes, identifying opportunities to increase efficiency, consistency, employee experience, and the use of technology.
• Maintain a centralized repository of organizational processes, procedures, SOPs, workflows, and related resources. Ensure documents remain current, accessible, and are periodically reviewed with the appropriate department owners.
• Partner with department and program leaders to review existing processes, identify gaps or inefficiencies, and coordinate the implementation of approved improvements.
• Develop and standardize SOPs, checklists, workflows, and job aids to promote consistent execution of organizational and program processes.
• Coordinate and deliver onboarding training for new employees, including organizational orientation, HR policies and procedures, and role‑specific operational and program training.
• Coordinate and continuously improve the new employee onboarding process from pre‑employment through the initial onboarding period. Ensure required documentation, orientation, training, introductions, and follow‑up activities are completed within established timelines.
• Conduct onboarding follow‑up activities, as applicable, to identify employee questions, training needs, process gaps, and opportunities to improve the new employee experience.
• Coordinate learning and development programs, including the annual organizational learning calendar, training calendars, registrations, communications, logistics, materials, and follow‑up activities.
• Support training needs assessments in partnership with managers and HR leadership and assist with translating identified needs into practical learning solutions.
• Develop, update, and organize training materials, employee guides, presentations, onboarding resources, SOPs, job aids, and other learning content.
• Maintain employee training records and monitor completion of required organizational, compliance, and program‑specific training.
• Follow up with employees and supervisors when required training remains incomplete and ensure required or mandatory program trainings are kept current.
• Prepare HR reports, dashboards, presentations, and process documentation for the VP of People and Culture and other stakeholders as assigned.
• Coordinate organizational activities related to HR initiatives.
• Comply with organizational rules and policies.
• Perform other duties assigned by the VP of People and Culture that relate to the purpose of the position.

Organizational Competencies

Customer Service

• Complies with service expectations of internal clients and employees while remaining results‑oriented.
• Communicates assertively, respectfully, and clearly with staff, managers, and stakeholders.

Productivity

• Demonstrates a commitment to efficiency, accuracy, and quality while meeting deadlines.
• Demonstrates accountability and follows through on assigned projects and deliverables.

Innovation

• Is technology‑oriented and incorporates appropriate technology into HR and learning processes.
• Proposes creative solutions and new ideas to improve HR processes and employee development.

Teamwork

• Adjusts positively to changing priorities and supports a collaborative, mission‑driven environment.
• Values different perspectives and promotes respectful, transparent communication and collaboration.

Requirements

Qualifications & Experience

• Bachelor’s degree in Human Resources, Business Administration, Organizational Development, Education, Psychology, or a related field preferred.
• Minimum of five (5) years of experience in Human Resources, Learning & Development, HR Operations, Organizational Development, process improvement, or a related area.
• Experience coordinating training, employee development, HR programs, onboarding, or process improvement initiatives.
• Experience facilitating presentations, orientations, workshops, or employee training sessions.
• Experience developing or maintaining SOPs, workflows, process documentation, or job aids preferred.
• Strong organizational, project coordination, analytical, and problem‑solving abilities.
• Excellent written and verbal communication and interpersonal skills, with the ability to work effectively with employees, managers, and leadership.
• Proficiency with Microsoft Office or Google Workspace.
• Experience with HRIS, LMS, or other HR technology is preferred.
• Ability to work independently, manage multiple priorities, maintain confidentiality, and meet deadlines.
• Experience working in a nonprofit or mission‑driven organization is preferred.

Metrics & Outcomes

Success in this position includes:

• 100% of new employees completing required onboarding within established timelines.
• Maintaining required organizational and program‑specific training completion at 95% or higher within established deadlines.
• Achieving 90% or higher participant satisfaction with onboarding and learning programs, measured through surveys or equivalent evaluations.
• Reviewing and maintaining assigned organizational SOPs, workflows, and process documentation according to established schedules.

Xiente is an Equal Opportunity Employer.