People Operations Coordinator

Position Overview

The People Operations Coordinator plays a key role in delivering a smooth, organized, and people-centered experience across the volunteer lifecycle.

This is a hands-on role for someone who enjoys keeping the details organized, supporting people, improving processes, and making sure nothing falls through the cracks. Working closely with the Manager, People Operations, the Coordinator will support onboarding, offboarding, People systems, records, documentation, reporting, and day-to-day People Operations activities.

Technology and automation are important parts of how we operate. This role will help use automation to reduce repetitive administrative work while recognizing when a personal, human interaction is the better experience.

Key Responsibilities

Onboarding & Volunteer Lifecycle

• Coordinate the end-to-end onboarding process for new volunteers.
• Ensure required forms, agreements, acknowledgments, training, and documentation are completed.
• Coordinate system access, introductions, orientation activities, and onboarding communications.
• Track onboarding progress and follow up on outstanding items.
• Process volunteer changes, transfers, role updates, and other lifecycle activities.
• Support offboarding by coordinating documentation, system access removal, property return, and record updates.
• Help ensure every volunteer receives a consistent, organized, and welcoming experience.

People Operations Administration

• Support the daily administration of People Operations programs and processes.
• Maintain People calendars, trackers, checklists, templates, and documentation.
• Monitor People Operations inboxes or requests and ensure questions are routed and resolved appropriately.
• Follow up with volunteers and managers regarding outstanding actions or required documentation.
• Prepare People-related communications, forms, letters, and materials.
• Assist with special People projects and organizational initiatives.

HRIS, Records & Data Management

• Maintain accurate and up-to-date volunteer information within the HRIS and other People systems.
• Enter and update volunteer information, role changes, reporting relationships, status changes, and other records.
• Maintain organized and confidential personnel records.
• Perform routine audits to identify missing, incomplete, or inaccurate information.
• Correct discrepancies and follow up on missing information.
• Support data-quality standards and maintain accurate systems of record.

Automation & Process Improvement

• Support the automation of repetitive People Operations activities, including reminders, notifications, data collection, status updates, and recurring workflows.
• Identify manual processes that could be simplified, standardized, or automated.
• Help test and maintain automated workflows.
• Monitor automation to ensure processes are working correctly and exceptions are addressed.
• Recognize when a process requires human interaction rather than automation, particularly during onboarding, sensitive matters, or situations requiring judgment and personal support.
• Help create processes that balance efficiency with a strong human experience.

Compliance & Documentation

• Track required agreements, acknowledgments, training, and People documentation.
• Follow up on incomplete or overdue requirements.
• Maintain organized and audit-ready records.
• Support periodic audits of People files and systems.
• Follow established confidentiality, privacy, and data-handling requirements.
• Escalate potential compliance or documentation concerns to the appropriate People leader.

Reporting & Tracking

• Maintain People Operations dashboards, trackers, and reports.
• Support reporting on onboarding, offboarding, volunteer headcount, documentation completion, and other People metrics.
• Monitor outstanding activities and provide status updates to the Manager, People Operations.
• Identify recurring issues or trends that may require process improvements.

Volunteer & Manager Support

• Serve as an accessible point of contact for routine People Operations questions.
• Provide volunteers and managers with accurate information about People processes and resources.
• Help managers navigate onboarding, offboarding, documentation, and other operational requirements.
• Deliver responsive, professional, and people-centered support.
• Escalate sensitive or complex matters appropriately.

What We're Looking For

• Experience or demonstrated interest in People Operations, Human Resources, HR Administration, or a related field.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple tasks, deadlines, and follow-up activities simultaneously.
• Strong written and verbal communication skills.
• Comfortable working with HR systems, spreadsheets, Google Workspace, databases, and collaborative tools.
• Interest in technology, process improvement, and automation.
• Ability to learn new systems and processes quickly.
• Strong follow-through and a commitment to completing work accurately.
• Ability to work with confidential and sensitive information appropriately.
• Comfortable asking questions, identifying gaps, and escalating issues when necessary.
• Collaborative, service-oriented approach to supporting volunteers and managers.

People Operations is where many of the organization's most important day-to-day volunteer experiences happen.

The People Operations Coordinator helps ensure those experiences are organized, accurate, timely, and personal. By managing the details, maintaining strong records, supporting volunteers and managers, and using automation thoughtfully, this role helps create a People function that can grow without losing the human connection that makes a strong organization possible.

This is a great opportunity for someone who wants to build hands-on People Operations experience, learn HR systems and automation, contribute to meaningful projects, and grow within the People profession.