Specialist, HR & Operations

JOB Under general supervision, the Operations & HR Specialist performs a broad range of administrative, operational, and compliance-related support functions shared between Human Resources and Operations. The position provides administrative and operational support in areas such as recruitment, onboarding, employee benefits support, HR and operations records and file maintenance, employee timekeeping and leave processing, assigned reporting and training-related activities, and other operational and campus support functions under the direction of College leadership.

This position reports directly to the Executive Director of Human Resources and works closely with the Vice President of Operations and the Director of Facilities and Grounds.

EXAMPLE OF DUTIES

Administrative and Human Resources SupportAssist with recruitment activities, including preparing and posting vacancy announcements, monitoring applicant materials, supporting applicant tracking and status management, coordinating interview logistics, and assisting with background check administration.

Participate in employee interviews as a committee member, process support representative, or observer, as assigned, to help promote consistency and adherence to established hiring practices.

Assist with onboarding and new employee orientation activities, including follow-up throughout the onboarding process to help ensure timely completion of required paperwork and successful transition into employment with the College.

Assist in the administration of employee benefits programs, including health, supplemental, and insurance benefits, supplemental retirement plans, and the North Carolina Retirement Systems; support annual open enrollment and assist employees with benefit enrollment and qualifying changes through applicable online systems.

Assist with the preparation and delivery of presentations, trainings, and informational sessions related to employee benefits and other human resources matters.

Maintain accurate, complete, and confidential personnel records and files in accordance with institutional requirements and applicable records practices.

Assist with HR-related administrative functions, including onboarding, orientation, interviews, exit processes, training activities, and special events, as assigned by the supervisor.

Assist in preparing workspaces for new employees and coordinating offboarding logistics to help ensure offices are orderly and College property and equipment are accounted for upon separation.

Serve as an initial point of support for selected HR and operations processes and provide general administrative assistance to both functional areas.

Assist with general document creation, revision, organization, and upkeep, including forms, maps, logs, and other operational or HR materials.

Assist with organizing, maintaining, purging, monitoring, and relocating digital and paper files in accordance with institutional practices.

Assist HR, Operations, and Maintenance with purchase orders, requisitions, and P-Card reconciliation, as assigned.

Actively support and participate in employee engagement efforts, campus activities, and institutional events to help foster positive relationships, visibility of Human Resources, and a connected campus environment.

Timekeeping and Leave SupportAssist the Director of Facilities and Grounds with the completion, collection, and approval routing of departmental staff timesheets.

Oversee the monthly collection, review, and Colleague entry of permanent employee timesheet and leave data to ensure completeness, accuracy, and appropriate approvals in support of payroll processing.

Identify, monitor, and communicate discrepancies, omissions, or approval issues to the Executive Director of Human Resources for resolution as needed.

Maintain accurate timekeeping documentation and related records in accordance with institutional practices.

Compliance, Reporting, and Training AdministrationAssist with annual and periodic reporting requirements and mandates, including support for reports such as DAVE, Clery Act, OSHA, space utilization, and other assigned institutional reports.

Serve as a data collector and administrative support resource for annualized and recurring reports for HR and Operations, as assigned.

Coordinate and monitor the assignment and completion of required annual training for employees and students, as identified by Human Resources for employees and the Vice President of Operations for students.

Work with academic and administrative departments to support awareness of required and optional training opportunities.

Operations, Facilities, and Campus SupportAssist with building and grounds inspections and report identified issues, hazards, or concerns through the College's support portal or other designated process.

Ensure campus signage within buildings and on exterior doors remains current and report or coordinate updates as needed.

Help maintain accurate campus directories, including wall, phone, and online directories, and report updates to the appropriate department.

Assist with updating and maintaining campus and facilities maps.

When necessary, serve as a courier to pick up supplies, parts, or materials to support institutional operations and reduce disruption to other staff.

Conduct periodic reviews of the College website and intranet to identify outdated employee names, titles, office locations, and similar information, and report needed updates to the appropriate department.

Vehicle and Key ManagementAssist with the administration of fleet and College-owned vehicle operations, including maintaining monthly mileage records, calculating and reporting applicable fleet utilization in accordance with NC Motor Fleet Management requirements, and reviewing and reconciling fleet and gas card billing records.

Perform periodic inspections of College-owned and institutionally used vehicles to identify cleanliness needs, visible damage, defects, and maintenance concerns; document findings and report noted or operator-reported concerns to the Vice President of Operations.

Coordinate routine and needed vehicle maintenance; maintain accurate vehicle service and mileage records; and communicate vehicle availability and service status to appropriate departments, including the Business Office, to support travel planning, track vehicle utilization, and review operating expenses.

Catalog, assign, retrieve, and track building keys; maintain accurate key issuance, return, and inventory records, and update related logs as required.

Incident, Safety, and Emergency SupportServe as the initial intake point for workers' compensation matters in the absence of the Executive Director of HR and assist with student and guest accident documentation, as assigned.

When incidents appear related to unsafe or deficient facilities conditions, document concerns promptly and coordinate immediate reporting to Operations for corrective action.

Assist in campuswide announcements and communications to employees, students, and the public in the event of drills, emergencies, closures, or other operational disruptions.

Other Important DutiesScheduling / Facilities CoordinationCoordinate and schedule non-instructional campus facilities for College meetings, special events, Board of Trustees functions, student organization activities, and approved external use.

Serve as the primary point of contact for facility use and solicitation requests from internal departments, community partners, industry representatives, and the public; assist with event planning, space selection, and related logistics.

Review and assess proposed facility use requests to ensure the event or activity is appropriate for the requested space and aligns with College procedures, operational requirements, and institutional expectations prior to scheduling, elevating any concerns to the immediate supervisor.

Maintain an accurate master calendar for non-instructional facility usage and coordinate scheduling details with relevant campus departments.

Ensure facilities are prepared, presentable, and appropriately equipped for scheduled events by coordinating setup and support needs with Maintenance, IT, Equine, and other applicable personnel.

Coordinate part-time or event support staffing, as needed, to support scheduled activities and special events.

Collect, maintain, and process documentation related to facility use, including agreements, setup details, procedures, invoices, receipts, and payment-related information for submission to the Business Office.

Meet with prospective users to provide tours, explain available services and requirements, and assist in planning events consistent with College procedures.

Provide recommendations regarding facility use procedures, operational practices, equipment/resource needs, and fee schedules.

General Other Important DutiesIdentify unused equipment and inventory and notify Purchasing for review; assist with related removal, relocation, or follow-up actions in accordance with Purchasing guidance and as directed by the supervisor.

Document and report the relocation of tagged College assets between campus locations, including item description, asset tag number, former location, and new location when appropriate, and notify Purchasing in advance of larger office, classroom, or departmental moves involving multiple tagged items.

Assist with general campus logistics and support functions that contribute to institutional operations and readiness.

Serve as backup support for shipping, receiving, and mailroom operations.

Assist with mail runs and related pickup, delivery, or shipping needs when standard alternatives are unavailable.

Deliver bank deposits to the bank for the Business Office, as assigned and in accordance with College procedures.

Participate in training and professional development activities to remain current on regulatory and compliance requirements.

Serve on College committees as assigned. and participate in institutional activities as assigned.

Perform other duties as assigned.