Associate Manager, Operational Efficiency

Reporting Relationship

The Associate Manager, Operational Efficiency is a member of the People & Culture team and operates in a dual reporting structure, with equal accountability (50/50) to the Senior Manager, People Operations, Systems & Compliance and the Senior Manager, Talent Lifecycle & Engagement. This matrix model reflects the generalist nature of the role and ensures the Associate Manager is well-integrated across both functional areas of the team.

Position Overview

The Associate Manager, Operational Efficiency is the operational hub and generalist of the team; a detail-oriented, people-centered practitioner who keeps Robin Hood's People & Culture function running smoothly. As a generalist, this role provides broad support across the P&C function, lending a hand wherever the team needs it whether supporting recruitment, coordinating a compliance filing, or helping a team member meet a deadline.

Within that generalist scope, this role holds clear primary ownership in two areas: onboarding and offboarding and event execution. The Associate Manager owns the scheduling and coordination of the full onboarding experience-ensuring every new hire feels welcomed, prepared, and set up for success from day one-and serves as the execution lead for all P&C events, managing logistics and on-the-ground coordination from start to finish. Beyond those areas, this role provides essential administrative support across recruitment (scheduling, posting, tracking, and reporting), talent management (review cycle monitoring and recordkeeping), and HRIS data entry-all in close partnership with the Senior Managers who own and oversee each function.

This role is also a primary point of contact for staff navigating everyday payroll questions. The Associate Manager partners closely with Finance to ensure benefits and payroll are administered accurately and on time, serving as the critical communication link between the P&C team and Finance on employee changes, leave updates, and benefits transactions. Success in this role requires exceptional attention to detail, strong follow-through, and a genuinely proactive, solutions-oriented approach to the work.

Responsibilities

Key responsibilities include, but are not limited to:

Onboarding (15%)

• Own and execute the end-to-end onboarding process for all new hires including background checks, I-9s, wage forms, and all legally required documentation ensuring everything is completed, processed, signed, and saved accurately and on time.
• Own the scheduling and coordination of the full onboarding experience from new hire orientation through early milestone check-ins ensuring every new hire has the tools, information, and support they need to get started successfully.
• Conduct new hire orientation end-to-end, including an overview of Robin Hood's handbook, policies, benefits, time and attendance, time-off, professional development programs and HRIS/HCM.
• Communicate all new hire information to Finance in a timely manner to ensure accurate and on-time payroll setup.
• Partner with the Senior Manager, People Operations, Systems & Compliance to continuously identify and implement process improvement opportunities across the onboarding experience.

Offboarding (10%)

• Own and execute all offboarding tasks for departing staff including HRIS termination, timely deprovisioning of Robin Hood assets, COBRA processing and generation of the Payroll and Benefits Termination Summary and communicating all changes to Finance promptly to ensure accurate and timely final pay and benefits processing.
• Conduct benefits and payroll exit meetings, ensuring departing staff understand how their pay and benefits will be handled through their last day and beyond.
• Continuously identify and implement process improvement opportunities across the offboarding experience.

Talent Acquisition (25%)

• Provide comprehensive administrative support to the Senior Manager, Talent Lifecycle & Engagement across all active searches including posting open roles to the careers page and external job boards, maintaining accurate and up-to-date job listings, scheduling and coordinating candidate screenings, hiring manager interviews, and panel interviews, and ensuring timely, professional communication with candidates and interviewers throughout the process.
• Maintain organized recruiting records across all open and closed searches, including resume banks, pipeline tracking, recruiting reports, and applicant data; generate weekly status reports for the Senior Manager, Talent Lifecycle & Engagement on open positions, pipeline activity, and candidate status.
• Support Summer Associate and intern recruiting logistics and program coordination in partnership with the Senior Manager, Talent Lifecycle & Engagement.

Talent Management (5%)

• Support the performance review cycle by monitoring completion status, sending timely reminders to managers and employees, and maintaining accurate and up-to-date records in the HRIS and performance management system.
• Track goal-setting activity and mid-year check-in completion across the organization; flag outstanding items to the Senior Manager, People Operations, Systems & Compliance for follow-up.

HRIS & Payroll (20%)

• Maintain accurate employee data in the HRIS/HCM across the full employee lifecycle from new hires, status changes, compensation updates, benefit changes, leaves, to terminations ensuring Finance receives timely, accurate information on all changes affecting payroll and benefits.
• Partner closely with Finance on all payroll-related P&C tasks, including pay cycle coordination, benefits updates, and any changes affecting compensation; escalate systems-related issues to the Senior Manager, People Operations, Systems & Compliance.
• Support the Senior Manager, People Operations, Systems & Compliance with data entry, tracking, and HRIS-related tasks as needed.
• Support the administration of Robin Hood's tuition reimbursement program by coordinating payment processing with Finance in partnership with the Senior Manager, Talent Lifecycle, ensuring timely and accurate reimbursement for eligible staff.

Immigration Management (5%)

• When immigration needs arise, coordinate with outside immigration counsel on active visa cases, track visa statuses and renewal deadlines, and ensure all required documentation is collected, organized, and maintained accurately.
• Serve as the primary internal point of contact for immigration matters, keeping the CPCO and affected employees informed and ensuring no deadlines are missed.

Records Retention & Compliance Support (5%)

• Create and maintain digital and hard copy employee personnel files in compliance with applicable legal retention requirements (8-year standard).
• Support the Senior Manager, People Operations on EEO-1 reporting, annual benefits audits, and other compliance filings as needed.
• Process employment verifications and maintain up-to-date org charts and staff directory.

Event Execution (10%)

• Support the execution for all P&C events including all-staff engagement events, recognition programs, and team activities by managing logistics, vendor coordination, and on-the-ground execution.
• Partner with the Senior Manager, Talent Lifecycle on event programming and timing, ensuring events align with the broader engagement and retention strategy.

Growth & Development (5%)

• Gain deeper expertise in talent acquisition, talent management, and HR systems and data, taking on more project-based and strategic work as capacity grows and the role evolves.
• In partnership with the P&C team, continuously identify and embed tools including AI-powered solutions and process automation that reduce time spent on routine administrative tasks, increasing capacity for higher-impact work and contributing to the overall operational efficiency of the P&C team.

Qualifications

• A bachelor's degree is preferred, though candidates with equivalent professional experience are encouraged to apply.
• SHRM or HRCI Certification preferred.
• Minimum of 4 years of experience in human resources, people operations, or a closely related administrative or coordination role, with exposure to complex HR tasks including talent management support, onboarding and offboarding ownership, benefits administration, compliance, and immigration coordination preferred.
• Strong working knowledge of ADP or a comparable HRIS platform; demonstrated ability to maintain accurate employee data across the full employee lifecycle with precision and timeliness.
• Experience administering employee benefits programs, including health, dental, vision, FSA/HSA, and retirement plans, as well as managing enrollment changes, qualifying life events, and terminations.
• Proficiency and quick to learn any applicant tracking system (ATS); experience with ADP Workforce Now's recruiting module a plus.
• Demonstrated ability to partner effectively with Finance in communicating employee changes clearly, accurately, and on time to ensure payroll and benefits are administered without error.
• Comfortable exploring and adopting AI tools and process automation to improve efficiency; a proactive, curious approach to identifying smarter ways of working is a plus.
• Strong organizational skills; able to manage multiple concurrent work streams, e.g.: onboarding, offboarding, benefits, payroll coordination, and compliance support with accuracy and consistent follow-through.
• Outstanding customer service skills; approaches every staff interaction with warmth, professionalism, and responsiveness.
• Strong written and verbal communication skills; able to explain complex benefits and payroll information clearly and accessible to staff at all levels.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with Canva or comparable tools a plus.
• Keen attention to detail, particularly with numbers and data; demonstrated ability to catch and correct errors proactively.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Thrives in a dynamic, deadline-driven environment while maintaining flexibility and a positive, solutions-oriented attitude.

Robin Hood Organizational Competencies

• Adaptability: Seeks out new ways to improve onboarding, offboarding, benefits administration, and event coordination processes quickly grasping what needs to be done and finding better ways to do it as team needs, systems, and organizational priorities evolve.
• Collaboration & Relationship Building: Partners closely with Finance, benefits vendors, and all P&C team members to ensure employee changes are communicated accurately and work is completed together; builds relationships that balance empathy with accountability and considers stakeholder dynamics particularly the Finance partnership in every interaction.
• Communication: Articulates information directly and clearly in written