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People Operations Specialist

Riley Children'S Foundation, Llc
3 days ago
Full-time
On-site
Indianapolis, Indiana, United States
People Operations


Position Purpose

The People Operations Specialist plays a key operational role supporting the employee lifecycle and day-to-day workplace experience. This position supports Human Resources (HR), Talent Development (TD), Facilities, and End-User Information Technology (IT) to ensure employees are onboarded smoothly, supported consistently, and able to do their best work in a well-run environment. The Specialist is highly organized, service-oriented, and comfortable juggling multiple priorities with discretion and attention to detail.


Key Responsibilities

  1. Human Resources
  • Employee Support: Serve as a first point of contact for employee questions and requests; triage inquiries and escalate as appropriate. 
  • Support core HR processes including: 
    • New hire paperwork, employee file maintenance, and data accuracy in HRIS and other HR systems
    • Offer letter coordination and onboarding/offboarding administration
    • Process background and professional reference checks
    • Status changes (promotions, leaves, terminations) documentation and workflow tracking
    • Open enrollment, Annual Reviews, Employee Immunizations
  • Coordinate benefits and leave administration support (e.g., enrollment materials, vendor communications, tracking documentation) in partnership with HR leaders/benefits brokers. 
  • Assist with compliance-related tasks (I-9/E-Verify processes as applicable, policy acknowledgements, required training tracking, poster compliance coordination, etc.). 
  • Support HR programs such as recognition, engagement surveys, anniversaries, and culture initiatives. 
  • Maintain confidential employee records and uphold privacy standards in all interactions.
  1. Talent Development
  • Learning Session Support: Coordinate logistics, including scheduling sessions, booking rooms, sending invitations, ordering food, and tracking attendance/completions. 
  • Support facilitation needs (materials preparation, printing, supplies, room setup for sessions). 
  • 360 Coordination: Collect 360 rater lists from each participant. Coordinate all 360 scheduling (including individual coaching sessions), manager briefings, kick-offs, and group sessions. 
  • Learning Management System (LMS): Set up learning sessions, enrollments, and communications in LMS. Maintain training sign-ups, completions, and staff records. 
  • Track metrics for participation and completion and prepare basic reports for leaders.
  • Create and manage project portals (e.g., TalentSmartEQ, Blanchard Exchange) when required.
  • Maintain updates to talent resources such as Career Maps (staff-facing visual resources).
  • Support professional development request process (form collection, coordinating approvals, tracking, logistics).
  1. Facilities & Workplace Experience
  • Office Liaison: First point of contact for building services (Security, Parking, Maintenance) and for staff with Facilities inquiries.
  • Coordinate workplace operations to support a safe, functional, and welcoming environment: 
    • Requesting and creating office access badges, keys, administration of workstation reservation software,
    • Office supply ordering and inventory management,
    • Conference room readiness, overall office presentation. 
  • Submit and track facilities requests (e.g., repairs, maintenance, security) with building management and vendors. 
  • Partner with People Operations Manager as needed to support incident reporting, emergency procedures communication, and basic compliance tracking.
  1. End-User IT Support
  • End-user IT provisioning and access: Liaise with IT providers for staff onboarding/offboarding and ongoing operations
    • Ensure onboarding staff receive the appropriate systems access
    • Coordinate ordering of new end-user equipment, as needed
    • Hardware return logistics and deprovisioning completion
  • Administer the cybersecurity training platform, including user management, training assignment coordination, and completion tracking. 
  • Maintain and reconcile IT asset inventory records and assist with lifecycle tracking. 
  • Daily Operations: Support the People Operations Manager with the implementation and administration of end-user information technology services for the organization.  
  1. Administrative 
  • Meetings: Prepare for and actively participate in all Riley Children’s Foundation meetings as appropriate. Ensure expectations and tools for meeting agendas and follow-up are implemented.
  • Budget: Work with your officer/direct manager to develop, manage and monitor the budget, staying within overall budget guidelines.
  • Technology: Understand and effectively use the technology available at the Riley Children’s Foundation. 
  • Compliance: Ensure strict compliance with all Foundation policies, as well as local, state and federal laws that govern business practices.
  1. Other Duties as Assigned
  • Riley Children’s Foundation events: Participate in Riley Children’s Foundation events as requested.
  • Other duties as assigned.



Education and Experience

To perform this job successfully, an individual must have the following education and/or experience. 

  • Education: Bachelor’s degree is required with a concentration in Human Resources, Business, or Behavioral Science field preferred. Working knowledge of HRIS, talent management, and end-user IT systems. Experience with benefits coordination strongly preferred. 
  • Experience: Minimum of 2 to 4 years of experience in areas including HR, organization development, end-user IT, and facilities, preferably in a non-profit/fundraising environment.
  • Skills Exceptional customer service approach. Individual must be exceedingly well organized and have high attention to detail. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Exceptional written and verbal communication skills. Demonstrated success in a “best practice” human resource function. Proficiency in Microsoft Office products with a key focus on Word, Excel, PowerPoint and Outlook; experience with SharePoint is a plus. Proficiency in use of databases. Proficiency in Canva.
  • Qualities: Personal belief in Riley Children’s Foundation vision, mission, core values and strategic direction. Results oriented. Ability to work independently under pressure and effectively prioritize a varied and diverse workload. Creative and resourceful. Inquisitive and sharp minded coupled with demonstrated aptitude for customer experience strategy. Self-motivating and self-starting. Ability to take quiet pride in one’s work. Perseverance. Team player. Must adhere to the highest ethical standards. Professional demeanor. Occasional evening and weekend work.