People Operations Specialist

Please note that this position is based in San Diego, CA. Acadia's hybrid model requires this role to work in our office three days per week on average.

Position Summary:

This role is responsible for specialized areas within the operations and administration of the employee life cycle, including onboarding, data updates, compliance requirements, offboarding, employment documentation, reports, and updates to streamline HR processes. Serves as department primary point of contact for general employee inquiries

Primary Responsibilities:

• Updates and maintains the HRIS by performing data input for employee set up and changes when needed, generates and distributes monthly reports
• Coordinates designated new hire processes with key stakeholders to ensure a positive onboarding experience; ensures accuracy, timeliness and delivery of employee new hire, termination and change notifications to appropriate parties
• Coordinates and completes I-9/E-Verify process for new hires and updates to existing employees; stays current on updates to I-9 regulations; audits and maintains I-9 binders as required to ensure compliance, shares training and best-practices with other I-9 practitioners in the department
• Responsible for creation and distribution of monthly org charts, as well as fulfilling ad hoc org chart requests
• Collaborates with People Business Partners (“PBPs”) and with other departments as needed to perform employee off-boarding activities. Sends termination emails, completes required paperwork, sends out termination packets, collects forms, files and closes out employee and benefit files, monitors the receipt of separation agreements and repayments and coordinates associated payments
• Ensure appropriate documents such as offer letters, relocation summaries and signed job description are stored to HRIS employee profiles.
• Administers the Tuition Reimbursement program
• Initiates new relocation benefit services with program provider
• Completes and distributes annual and new hire wage notifications to meet state-specific and federal requirements
• Maintains required State and Federal postings for Corporate offices
• Maintains the Job Description file; assists PBPs and LMS Training group with annual job description updates
• Conducts employment verifications
• Prepares credentialing letters for sales specialists
• Maintains immigration documentation files and assists in work visa filings
• Train and onboard Contingent Workers (“CWRs”) or FTE People Ops Coordinators or other support personnel in the People Ops area
• Performs other assignments as directed.

Education/Experience/Skills:

Bachelor’s degree in a related field or an equivalent combination of education and applicable job experience may be considered. A minimum of 4 years’ human resources experience. Prior experience in the medical or life sciences field is preferred.

Must Possess:

• Experience maintaining a complex HRIS, with extensive knowledge of Human Capital Management data and system maintenance, troubleshooting and report generation
• Experience initiating and maintaining I-9 documentation and systems
• Familiarity with state and federal employment regulations
• Proficiency in using the latest versions of Microsoft Office, including Outlook, Word, and PowerPoint
• Advanced proficiency with Excel.
• Demonstrated proficiency in data management and analytics
• Excellent verbal/written and interpersonal skills
• Strong analytical and problem-solving skills and attention to detail
• Self-motivation, team orientation and a pro-active approach to work
• Highest level of integrity and the ability to maintain confidential information
• Ability to accomplish multiple projects, work assignments and priorities with little supervision
• Ability to work under pressure, organize and prioritize projects and workload, and work to tight deadlines in a fast-paced environment

Physical Requirements

This role involves regular standing, walking, sitting, and the use of hands for handling or operating equipment. The employee may also need to reach, climb, balance, stoop, kneel, crouch, and maintain visual, verbal, and auditory communication in a standard office environment and while working independently from remote locations. The employee must occasionally lift and/or move up to 20 pounds.  This position requires the ability to travel independently overnight and/or work after hours as required by travel schedules or business needs.