The Sr. HR Operations & System Specialist at Graham Windham coordinates credentialing, onboarding, and essential HR operations. Based in Brooklyn with a hybrid work setup, this role oversees employee data management, invoicing, benefits coordination, and payroll-related support to sustain compliant, efficient services.
Position Details
- Position title: Sr. HR Operations & System Specialist
- Position type: Full-Time, Salary, Exempt
- Schedule: 35 hours per week
- Format: Hybrid
- Department/Program: Talent Development and Support
- Location: 1 Pierrepont Plaza, Suite 901, Brooklyn, NY 11201
- Direct Supervisor: Sr. Manager, People Analytics, Systems and Automation
- Direct Reports: N/A
Responsibilities
- Own the complete credentialing lifecycle for new hires and applicable staff
- Verify licenses, certifications, background clearances, and documentation prior to hire, ensuring compliance
- Maintain credentialing trackers and keep documentation audit-ready at all times
- Monitor expirations and renewals to sustain ongoing compliance
- Collaborate with program leaders to confirm role-specific credentialing requirements
- Advise HR and leadership on credentialing processes and regulatory standards
- Coordinate onboarding to deliver a smooth, compliant, and timely experience for new hires
- Create and maintain complete personnel files with accurate documentation and proper storage
- Oversee onboarding logistics, including system access and employee ID creation
- Serve as a primary contact for new hires, offering guidance throughout onboarding
- Respond to HR tickets and employee inquiries with timely, high-quality service
- Triage onboarding, payroll, benefits, and general HR requests; escalate complex issues as needed
- Coordinate with HR, Finance, and IT partners on escalated matters
- Assist with employment and appointment verification requests
- Identify opportunities to enhance workflows and service delivery
- Process and track HR invoices, including benefits and vendor payments
- Partner with Accounts Payable to ensure timely and accurate payments
- Monitor invoice status, resolve discrepancies, and maintain organized records
- Coordinate payroll updates and ensure accurate submission of employee data
- Support payroll reconciliation and maintain payroll documentation
- Run and review reports such as ADP syncs to verify data accuracy
- Maintain accurate employee data within HR systems (Paycom, 15Five, Bravely, Monday)
- Manage incoming HR mail and documentation
- Assist with audits, reporting, and special projects
- Contribute to the development of HR process documentation and training materials
- Participate in team meetings and continuous improvement initiatives
Requirements
- Bachelor’s degree or equivalent experience
- 4 to 7 years of experience in HR operations, onboarding, or credentialing
- Experience managing compliance-heavy or credentialing processes
- Strong organizational skills and attention to detail
- Ability to manage multiple priorities in a fast-paced environment
- Excellent communication and customer service abilities
- Capacity to handle confidential information with discretion
Preferred Qualifications
- Experience in nonprofit, healthcare, or regulated environments
- Familiarity with HRIS platforms such as Paycom
- Experience with HR ticketing or service delivery models
Technologies
- Paycom
- 15Five
- Bravely
- Monday
Benefits
- Health insurance
- Retirement plans including pension and 403B thrift
- Career coaching via Bravely
- Performance based merit award program
Core Competencies
- Credentialing and compliance management
- Attention to detail and accuracy
- Organizational and time management skills
- Problem solving and critical thinking
- Customer service and employee support
- Process improvement mindset
- Accountability and follow-through
Salary & Compensation
Base salary is USD 72,000 per year. This position is Exempt under the FLSA. Eligible for benefits including health insurance, retirement plans (pension and 403B), Bravely career coaching, and the Performance Based Merit Award program.
About Graham Windham
Graham Windham provides life-changing tools and resources for children, young adults, and families facing obstacles from poverty, racial injustice, and limited access to education, healthcare, living-wage employment, and affordable housing. The organization partners with communities and collaborators to develop and implement innovative strategies that foster healthy, joyful, and successful lives.
Graham Windham collaborates with communities and strong partners to deliver programs and solutions that support families and communities in overcoming barriers and improving opportunities for positive outcomes.
Position Overview
Graham Windham seeks a highly organized, detail-oriented Sr. HR Operations & System Specialist to lead onboarding, credentialing, and core HR operations. The role owns end-to-end credentialing, ensuring compliance with regulatory and organizational requirements while providing a seamless onboarding experience. In addition, the position supports HR operations including employee support services, invoicing, benefits administration, and payroll coordination. The ideal candidate is execution-focused, adept at managing compliance-driven processes with accuracy and accountability, and reports to the Associate Vice President, Human Resources.
Equal Employment Opportunity
The Equal Employment Opportunity Policy at Graham Windham ensures fair and equal opportunity for all associates and applicants, regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability. Hiring and promotions are based on qualifications. Graham Windham fosters a discrimination- and harassment-free work environment and relies on all associates to uphold these standards.
