People Operations Coordinator

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
• Create 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
• Cook up new hire setup for multi-position hires
• 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 updates 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 escalate 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 escalate concerns that may affect an assignment
• Credential and State Reporting Compliance
• Carefully 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
• Carefully 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

• Carefully coordinate Marshall Teacher Residency onboarding, including CWC email accounts, TB documentation, contracts, and W-9s
• Maintain the MTR resident roster and employment records
• 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
• Buils simple systems that make repeat work faster and less error prone
• Service Oriented
• 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
• Embody 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