People Operations Coordinator

Citizens of the World Charter School - Los Angeles•Los Angeles, CA

11d•$21 - $23•Hybrid

About The Position

The People Operations Coordinator is the operational center of the People and HR team at CWC LA and the first point of contact for more than 450 employees across six schools and the Regional Support Office. Reporting to the Senior Director of People and HR, you will manage the employee lifecycle from the moment an offer is sent through final separation, and you will own the credential and state reporting compliance work that keeps our schools in good standing with LAUSD and the state. You will run onboarding end to end, verifying that every clearance and document, including the I-9, TB clearance, Department of Justice fingerprint clearance, and credential authorization, is complete before an employee is cleared to begin work. You will manage offboarding with the same rigor, coordinating across Payroll, Benefits, IT, Data, and Operations so that no item is left open. You will maintain the systems that carry legal weight for the organization, including the DOJ portal, TB and CPR tracking, and credential records verified through the California Commission on Teacher Credentialing. You will also lead annual Williams Monitoring, CALSAAS reporting, ESSA grid maintenance, and LAUSD oversight preparation, each of which carries a fixed submission window and audit exposure. Alongside that work, you will triage the People and HR inboxes and route requests to the right owner, process change requests and stipends through Finance approval and signature, maintain personnel records and the staff directory, administer annual offer letters, support the Marshall Teacher Residency program, and assist the Manager of Recruitment with resume screening, ATS administration, and recruitment events. What this role requires is exceptional organization, the discipline to keep systems current and follow items through to genuine completion, sound judgment about what to escalate, and consistent discretion with confidential information. You will work closely with the full People and HR team and gain broad exposure across nearly every function in the department, which makes this a strong foundation for a career in the field. This is a hybrid role with 2 days required weekly at the regional office or at a school site location.

Requirements

Bachelor's degree, or two or more years of relevant professional or administrative experience in place of a degree
Outstanding organizational skills and best in class attention to detail
Handle confidential information discretely and professionally at all times
Communicate effectively in writing and verbally with adults of varying professional experience
Comfortable with Google Workspace, spreadsheets, and learning new platforms quickly
Enjoy working in a fast-paced, collaborative environment that promotes autonomy, flexibility, and accountability
Driven, take initiative, and follow through on commitments without close supervision
Professionally mature, humble, reflective, solution-oriented, and hold the highest ethical standards
Demonstrate technical skills with Microsoft Office and Google Workspace and managing data

Nice To Haves

Experience in a school, charter, or nonprofit setting
Familiarity with an HRIS such as Paycom
Exposure to recruitment, resume screening, or interview coordination
Proficient in Spanish, both orally and in writing

Responsibilities

Monitor the people-hr@ and talent-hr@ inboxes throughout the workday
Review and triage all incoming requests, responding directly where appropriate
Determine the appropriate owner and route requests to Payroll and Benefits, Recruitment, IT, or the Sr. Director of People and HR
Follow up on unresolved requests and ensure visibility on cross functional matters
Serve as a warm, responsive first point of contact for employees, managers and executives at every site
Prepare and send onboarding documents once an offer is accepted
Create Paycom accounts for new hires and monitor onboarding completion
Verify required documentation, including I-9, TB clearance, fingerprint clearance, and credentials
Assign onboarding and compliance training through SafeSchools
Confirm all requirements are met and issue the cleared to start notification to school leadership
Maintain the onboarding tracker and serve as the primary point of contact for new hires through their start date
Coordinate with hiring managers, IT, Data, and school operations on new hire setup
Flag multi-position hires for additional review before clearance
Process voluntary and involuntary separations from notice through close out
Confirm final working date, separation reason, and outstanding items including timecards
Send offboarding communications outlining next steps and final pay information
Notify Payroll, Benefits, IT, Data, Operations, and technology collection of each separation
Confirm account deactivation and file separation documentation in the personnel record
Receive and review change requests and stipend requests submitted by supervisors
Determine whether Finance approval is required and route requests for budget approval before preparing documentation
Prepare Change Request Forms and stipend letters and route for signature through Dropbox Sign
Update the payroll and stipend trackers and notify Payroll of approved changes
Void and return requests that are incomplete or not applicable, with a clear explanation to the supervisor
Maintain the DOJ Applicant Processing Portal, verifying fingerprint clearance before new hires are cleared to start and removing separated employees quarterly
Review volunteer clearance status upon request from School Operations Managers
Monitor DOJ notifications and escalate any reportable event immediately to the Sr. Director of People and HR
Track TB clearance expirations, send reminders and calendar invitations, verify documentation, and update Paycom and personnel files
Maintain the CPR tracker, notify School Operations Managers of upcoming renewals, and verify submitted certifications
Verify educator credentials through the California Commission on Teacher Credentialing and confirm employees are working under the appropriate credential, permit, or authorization
Maintain credential records and trackers, monitor upcoming expirations, and notify employees of renewal requirements
Support school leadership with credential and assignment questions and escalate concerns that may affect an assignment
Coordinate the annual Williams Monitoring process for schools under monitoring, including document collection, verification that teacher assignments align with credential authorizations, portal submission by the second day of school, and response to portal comments
Complete annual CALSAAS reporting, including review of educator assignments against credential authorizations, research of discrepancies, and coordination of corrections with school leadership within the required 14 day window
Maintain ESSA compliance grids, verify educator qualifications, and update grids as staffing changes occur
Support annual LAUSD oversight visits, including assignment verification, grid preparation for the Head of Schools and school leadership, and certificated and classified staff counts
Maintain supporting documentation for all compliance reporting in the designated shared drives for future audits
Coordinate MTR grant compliance documentation and reporting in partnership with the Manager of Recruitment and the MTR program team
Maintain personnel files and the staff directory
Complete induction verifications and AB 2534 and SB 48 verifications
Maintain Paycom employee records and custom fields, routing pay affecting changes to Payroll and Benefits
Administer annual offer letters, including mail merge, distribution, and completion tracking
Maintain the job description library and keep formatting and versions current
Maintain grid and tracker documentation across compliance workstreams
Coordinate Marshall Teacher Residency onboarding, including CWC email accounts, TB documentation, contracts, and W-9s
Maintain the MTR resident roster and employment records
Support induction program administration
Schedule People and HR trainings and updates during professional development days
Screen resumes against role criteria and flag strong candidates for the Manager of Recruitment
Schedule phone screens and interviews and support onsite interview days
Attend and support career fairs and recruitment events