Assistant Director, HR & Operations

Job Summary

The Assistant Director, HR & Operations, plays a key role in driving the internal infrastructure that helps our team thrive. As a member of the leadership team, this individual will help develop and implement HR processes, manage payroll and benefits administration, and oversee the day-to-day administrative, operational, and IT needs of the organization.

The ideal candidate brings strong organizational skills, a systems mindset, and a commitment to fostering a positive, inclusive workplace culture. They are both detail-oriented and able to think strategically, strengthening processes while supporting staff across the organization.

Key Responsibilities

Payroll & Human Resources (approx. 75%)

• Oversee and manage Youth Alive’s payroll function, ensuring accurate and timely processing of all employee checks
• Maintain compliance with federal, state, and local payroll, wage, and hour laws and best practices
• Administer employee leaves of absence and wage garnishments
• Verify employee timesheets, attendance, and time-off requests for accuracy
• Liaise with Finance as needed and assist with annual benefits enrollment and employee support
• Serve as the internal, on-site point of contact for HR-related questions and partner with HR consultants on strategic and compliance matters
• Develop and support the implementation of HR processes, including recruiting, onboarding, offboarding, performance management, professional development, benefits administration, and leaves of absence
• Help maintain and communicate HR policies and procedures; ensure documentation is up to date and accessible
• Oversee and manage the background check process through the State of California, ensuring compliance with all applicable regulations and timely completion for new hires; conduct ongoing checks to verify that required employee licenses and certifications remain current and in good standing
• Support a positive team culture through employee engagement efforts, internal communications, and EDIJ practices

Operations & Administration (approx. 25%)

• Supervise the Office Manager, providing guidance and helping prioritize tasks to support operational needs
• Monitor and manage the administrative budget to ensure alignment with organizational goals
• Maintain and manage vendor relationships and contracts (e.g., IT support, copier services, water delivery)
• Ensure organizational compliance with all donor-required insurance policies; partner with insurance broker to maintain appropriate coverage levels and manage all certificates of insurance (COIs) and related documentation.
• Coordinate office moves with the Office Manager
• Oversee IT inventory and coordinate with vendors to ensure smooth technology support for staff, including managing software subscriptions, such as Adobe, Grammarly, Microsoft 365, etc.
• Develop and implement organizational purchasing processes and protocols
• Support Office Manager with coordination logistics for internal and external meetings, including:
  • Monthly all-staff meetings
  • Annual staff retreat
  • Bi-monthly board meetings
  • Program-specific training and events, as needed
• Proactively surface and scope operational projects to strengthen internal infrastructure
• Continually identify and implement opportunities for improved efficiency in administrative and operational systems

Qualifications

• 5+ years of HR and operations experience, ideally in a nonprofit or mission-driven organization
• A minimum of 2 years managing full cycle payroll operations
• 1-2 years of supervisory experience
• Strong project management, organization, and time management skills
• Comprehensive knowledge of CA payroll regulations and best practices
• Familiarity with payroll systems
• Familiarity with HR policies, practices, and employee lifecycle processes
• Excellent interpersonal and communication skills; collaborative and service-oriented mindset
• Proficiency in monitoring and managing budgets, tracking expenditures, and making cost-conscious decisions aligned with organization policies
• Comfortable learning and managing technology platforms: experience with IT inventory (laptops, phones) and tools like Google Workspace, Zoom, and basic cybersecurity protocols (e.g., 2FA)
• Experience managing vendor relationships and negotiating contracts for services such as IT, office equipment, and facilities support
• Commitment to equity, inclusion, and fostering a healthy team culture

Preferred Qualifications

• Bachelor's degree in a related field, or equivalent combination of education and experience
• HR certification (SHRM and/or HRCI)

Additional Notes

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Youth ALIVE! is an equal opportunity employer and is committed to fostering an inclusive and equitable workplace where all individuals are valued and respected.