The People Operations Assistant supports the People Operations team by helping to ensure timely, accurate, and consistent People Operations services across the agency. This role provides administrative and coordination support, maintains confidential records, conducts new hire orientation sessions, and supports onboarding coordination. The People Operations Assistant also assists with People Operations communications, templates, and quick reference materials.

The role requires strong judgment, discretion, and attention to detail when handling sensitive information, and includes supporting data entry, tracking, and reporting in HRIS systems and related tools.

Essential Job Functions

The People Operations Assistant will be responsible for the following duties:

People Operations Administration & Records

• Maintain People Operations filing systems and records, including personnel files, medical files, benefits records, and Form I-9 documentation, in alignment with confidentiality and retention expectations.
• Create, organize, update, and archive People Operations forms and materials, including evaluation forms, onboarding paperwork, and benefits enrollment documents.
• Perform routine administrative tasks such as scanning, copying, filing, document preparation, and data entry with a high level of accuracy and attention to detail.
• Monitor supply levels for People Operations materials and office supplies and coordinate restocking to support day-to-day department needs.
• Conduct periodic audits of personnel records to identify missing or incomplete documentation and coordinate follow-up to support file compliance.

Onboarding & Orientation Support

• Conduct new hire orientation sessions, including presenting People Operations information, reviewing required onboarding steps, and responding to general questions.
• Coordinate with the People Operations Generalist to ensure orientation schedules, materials, and required onboarding documentation are prepared and up to date.
• Support tracking of onboarding completion and follow up on missing items, as assigned.

Meetings, Events, & Coordination

• Coordinate meetings and logistics as assigned, including securing space, preparing materials, and supporting communication with participants.
• Support department meetings and agency-wide trainings or events, including scheduling, materials preparation, and participant support.
• Prepare meeting agendas and materials, take notes as needed, and distribute follow up items to support timely completion of next steps.
• Track action items and deadlines for assigned People Operations projects and initiatives and follow-up with stakeholders as needed.

Projects & Communications Support

• Draft and send People Operations correspondence as assigned, using clear and professional written communication.
• Conduct research, fact checking, and content editing support for People Operations projects, communications, and materials.
• Draft, format, and update People Operations quick reference guides, templates, and internal communications, as assigned.
• Coordinate and deliver announcements during monthly All-Staff Meetings in collaboration with the People Operations team, including recognition of employee milestones such as birthdays, work anniversaries, and promotions, and prepare supporting materials as needed.
• Provide timely and responsive support to staff inquiries and route complex questions to the appropriate People Operations team member.

Other Duties

• Perform other duties and projects as assigned.

Special Skills and Knowledge

Required:

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Professional judgment and ability to maintain discretion and confidentiality with employee and agency information, including HIPAA and privacy requirements as applicable.
• Clear verbal communication and strong writing skills.
• Ability to work independently and as part of a team, with a proactive and solutions-oriented approach.
• Demonstrated ability to problem solve, exercise initiative, and manage competing priorities in a fast-paced environment.
• Basic project coordination skills, including tracking timelines, follow up items, and deliverables.

Preferred:

• Interest in building knowledge of People Operations/ HR systems and benefits programs.

Education and Certification

Required:

• Associate or bachelor’s degree, or equivalent combination of education and commensurate experience supporting administrative, or People Operations/ HR functions.
• Minimum of one (1) to three (3) years of experience in People Operations, Human Resources, or administrative support.

Preferred:

• Bachelor’s degree in Human Resources, Business Administration, or a related field.

Technical Skills

• Intermediate Excel skills for data tracking, reporting, reconciliations, and basic workforce metrics.
• Strong working knowledge of Microsoft Office applications, including Word, Outlook, and Teams.
• Experience managing calendars, scheduling tools, and virtual meeting platforms for coordination and logistics support.
• Proficiency entering and maintaining data in tracking tools, dashboards, HR systems, document management tools, and shared drives.
• Comfort learning and navigating HRIS systems and reporting tools, including Paylocity or similar platforms.

Work Environment & Schedule

This is a hybrid position that includes a combination of on-site and remote work, determined by departmental needs and supervisor discretion. Key expectations include:

• In-office presence for team meetings, cross-department collaboration, and other in person requirements.
• Remote work flexibility to support documentation, reporting, administrative planning, and data review responsibilities.
• Work is performed in an office setting and regularly uses standard office equipment.
• Adherence to workplace policies and confidentiality standards is required.
• Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.

Physical Demands

• Travel and Mobility: Ability to move within the workplace to support meetings, onboarding, and records management functions.
• Physical Activity: Ability to lift, carry, push, or pull materials such as files, boxes, and office supplies, up to 15 lbs., as needed.
• Sitting and Standing: Ability to sit for extended periods while completing computer-based work and documentation. Ability to stand or move around the workplace during onboarding sessions, meetings, and administrative tasks.
• Communication: Ability to communicate clearly and professionally in person, by phone, and via video platforms with staff and external partners, as needed.
• Documentation: Ability to complete accurate, timely documentation and reporting using HR systems, computer applications, and standard office equipment.

Successful candidates will welcome the opportunity to work in a racially and gender-diverse environment and to contribute to a positive and inclusive atmosphere. Working at GMHC requires a demonstrated awareness of and commitment to the concerns of the breadth of the communities that we serve.