Human Resources Operations Specialist

The HR Operations Specialist will provide critical support to the HR Operations Unit. Under the guidance of the HR Operations Manager, the Specialist will oversee several administrative components of the unit to help ensure the HR team has the tools, guidance, and resources to operate and serve MSH staff and partners in the most efficient and effective manner.

The Operations Specialist will provide administrative oversight and support to areas including how MSH manages the employee lifecycle (hiring, on-boarding, and off-boarding), process mapping and improvement, HRIS management, employee handbooks, immigration, and compliance, including affirmative action, federal reporting, audit support, etc.

The Operations Specialist will provide backup support to the HR Senior Associate as needed and have dotted line reporting to the HRIS Manager.

Specific Responsibilities

Operations and Project Management Support (35%)

• Under the oversight of the HR Operations Manager, assist with planning, coordination and execution HR projects and strategic initiatives designated by the CPCO
• Play an active role in HR-wide initiatives and projects.
• Assist with annual objective setting for the HR team and progress tracking
• Assist with processing mapping initiatives with ultimate objective of optimizing HR processes
• Track internal policies and liaise with relevant parties to keep them updated.
• Assist with HR budget tracking
• Manage POs and invoices related to the unit
• Provide analytical reports related to HR as requested by the organization

Compliance (25%)

• Coordinate with HRIS team to pull data for regular compliance reporting (Vets 4212, EEO, etc). Review data for accuracy and submit to appropriate agencies as required.
• Compile and review data for Affirmative Action Plan reporting. Work across HR team (HR Partners, Recruiters) to implement necessary changes to ensure compliance, including scheduling manager training related to recruitment.
• Liaise with compliance vendors to manage billing and payment.
• Ensure compliance postings are up to date in US facilities.
• With guidance, regularly review US and global employment handbook, including maintenance of global benefits database.
• Stay abreast of local labor law developments.

HRIS Support (25%)

• Under the supervision of the HRIS Manager, work with globally decentralized data entry personnel to promote data accuracy and integrity.
• Assist in development of standard reports for ongoing customer needs. Help maintain data integrity in systems by running queries and analyzing data.
• Assist in the review, testing, and implementation of HRIS system upgrades and implementation of modules. Collaborate with functional and vendor technical staff to coordinate and work through support ticket resolution. Document issues, results, and processes.
• Provide support for HRIS including, but not limited to, researching and resolving HRIS problems, unexpected results or process flaws; perform scheduled activities; recommend solutions or alternate methods to meet requirements.
• Assist with developing user procedures, guidelines and documentation. Train new system users on processes/functionality.

Immigration (10%)

• Coordinate with HR Partner team to maintain regular immigration reporting and issue management.
• Act as a key contact between immigration counsel and employees/their managers to ensure inbound and outbound cases are managed from hire to termination.
• Manage all immigration invoice matters in a timely fashion.

Other duties (5%)

• Provide backstop support to Senior HR Associate
• Other duties as assigned

Education

Required

Bachelor’s degree or equivalent

Preferred

Bachelor’s degree with focus in Human Resources or Business Management

Experience

Required

A minimum of 3 years of related experience, particularly within HR or Operations at an international organization

Knowledge and Skills

• Ability to perform administrative work of a complex nature with direction
• Strong organizational and project management skills
• Excellent interpersonal skills and proven ability to communicate effectively regarding sensitive and confidential matters.
• Proficiency with MS Office Suite, Human Resources Information Systems, Applicant Tracking Systems, Google Drive
• Excellent English communication skills required in both verbal and written.
• High level of personal integrity, discretion and ethics, with ability to handle appropriately confidential information
• Additional language skills in French advantageous
• Experience in a global organization highly preferred
• Excel skills and prior responsibility for report generation a plus
• Demonstration of ability and motivation to support a diverse team
• Experience in Workday or similar HRIS platforms

Competencies

• Proactive, pragmatic and resourceful problem solver
• Exceptional interpersonal skills
• Outstanding project management and problem-solving skills with excellent multi-tasking abilities and attention to detail.
• Customer service oriented skills, with the motivation and ability to function independently or as a team member
• Sense of urgency to ensure the ability to meet deadlines
• A self-starter with the ability to keep projects moving forward
• Ability to prioritize deliverables effectively and independently
• Ability to exercise discretion and sound judgement to protect the confidentiality of sensitive information.

Physical Demands

• Keyboard use, pulling drawers, lifting papers <10 lbs.