HR Operations Specialist

Embark on a Journey of Impactful Adventure The HR Operations Specialist is responsible for coordinating all administrative and compliance tasks related to the onboarding of new employees and the offboarding of departing employees. This role ensures that each transition is handled in a professional, timely, and accurate manner while providing a positive experience for staff and supporting managers. The Specialist works closely with the

HRIS & HR

Operations Manager and hiring managers to ensure alignment with organizational policies, accreditation standards, and employment regulations. Who Are We? The YMCA of Greater Brandywine (YGBW) was named a 2025 Top Workplace by The Philadelphia Inquirer for a second consecutive year. An association of nine YMCAs serving Chester County, the YMCA of Greater Brandywine is a non-profit organization dedicated to nurturing the potential of every child, promoting healthy living, and fostering social responsibility through life-changing programs for all. Perks & Benefits Free family YMCA membership, including outdoor pools Medical, dental, and vision insurance, along with paid holidays and plentiful PTO for full-time employees Babysitting while you work (up to 4 hours per day) Generous program discounts on childcare, camp, youth sports, swimming lessons and more! 12% employer contribution to retirement savings upon reaching eligibility and optional 403B retirement savings plan upon hire. Employee Assistance Program Continuing education reimbursement, tuition discounts with Chestnut Hill College and Immaculata University Career development and paid training Unlimited referral bonus beginning at $300.00 What You'll Do Onboarding Review, approve, and send offer letters and onboarding packets to new hires and ensure completion in 20 days or less. Coordinate background checks, clearances, I-9 verification, and other compliance requirements for new hires; monitor clearance expiration dates and initiate timely renewal outreach to ensure no lapse in compliance status. Ensure timely setup of new hires in

HRIS/ATS

systems (e.g., Paycom). Schedule and coordinate orientations, trainings, and first-day logistics. Serve as the primary point of contact for new hires, answering questions and ensuring a smooth transition. Offboarding Coordinate the exit process, including collection of equipment, and system access removal. Process termination checklists in compliance with policies and timelines. Schedule and document exit interviews as needed. Support managers in completing offboarding requirements consistently. Personnel File Management Maintain comprehensive and confidential employee personnel files in compliance with federal, state, and local record retention requirements. Manage secure storage and retrieval systems for both physical and electronic personnel files, ensuring authorized access only. Coordinate employee transfers and all rates by allocation updates when employees change locations or departments across all branches of the association. Process and file employment-related documents including offer letters, performance reviews, disciplinary notices, accommodation requests, and separation paperwork. Compliance Tracking & Follow-Up Monitor active employee clearance records in the HRIS to identify upcoming expirations; proactively contact staff to initiate renewals and follow up persistently with non-responsive employees to prevent lapses in compliance status. Track and follow up on outstanding Praesidium Accreditation requirements, ensuring all applicable staff complete required training and documentation within established deadlines; escalate non-compliance to the

HRIS & HR

Operations Manager and Compliance Specialist as appropriate. Maintain up-to-date clearance and compliance documentation in the HRIS, ensuring accuracy of expiration dates, submission status, and renewal records across all active employees and branches. Partner with the Compliance Specialist to support periodic audits of clearance and compliance records; provide frontline follow-up on any gaps or deficiencies identified during audit review. Reporting & Collaboration Maintain accurate and up-to-date records for all onboarding and offboarding activities. Ensure compliance with federal, state, and local laws, as well as organizational policies and accreditation/licensing standards. Run regular reports to track onboarding and offboarding progress and identify outstanding tasks. Partner with the

HRIS & HR

Operations Manager to continuously improve processes and enhance the employee experience. Work closely with hiring managers and IT to ensure smooth transitions. Other duties as assigned. What You'll Need Associate's degree in Human Resources, Business Administration, or related field (or equivalent experience). 1-3 years of HR, onboarding, or administrative experience. Familiarity with

HRIS/ATS

systems (e.g., Paycom, Workday, ADP, or similar). Knowledge of employment compliance requirements (I-9, clearances, background checks, etc.). Strong organizational skills with attention to detail. Excellent communication and interpersonal skills with a customer-service mindset. Ability to manage multiple tasks and meet deadlines. Work Conditions and Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate. Why You Need To Apply Not meeting every single requirement? That's perfectly okay! Research shows that women and marginalized groups are often hesitant to apply for jobs unless they meet all the qualifications. If you're excited about this role, don't let a few mismatches in your experience hold you back. We want to see your application! You could be exactly what we're looking for!