Senior HR Operations & Compliance Specialist

Overview

The Senior HR Operations and Compliance Specialist is responsible for ensuring the integrity, compliance, and operational effectiveness of Human Resources programs, policies, and processes. This role serves as the primary owner of HR compliance activities, reporting, policy management, audit readiness, contract administration, and HR operational controls. The position partners closely with internal stakeholders and external organizations, including Princeton University and the Department of Energy (DOE), to monitor regulatory requirements, proactively manage change, and ensure adherence to applicable federal, state, local, contractual, and organizational requirements.

Responsibilities

The Senior HR Operations and Compliance Specialist leads HR reporting, coordinates internal and external audits, and maintains critical HR governance documentation and communication channels. The role continuously evaluates HR processes to identify opportunities for improvement, strengthen controls, mitigate risk, and enhance operational efficiency.

In addition, the position provides oversight and administration of employee leaves, ensuring compliance with applicable laws and policies while delivering effective support to employees and managers. While leave administration remains an important responsibility, the primary focus of the role is HR compliance, governance, risk management, audit preparedness, and operational excellence.

Given the highly sensitive nature of human resources information, this role serves as a trusted steward of confidential employee, organizational, and regulatory data. The position is responsible for maintaining the highest standards of discretion, integrity, and professional judgment, fostering trust across all levels of the organization while ensuring information is handled, communicated, and protected in accordance with legal, regulatory, and organizational requirements. A strong commitment to confidentiality is essential to preserving employee confidence, mitigating risk, and upholding the credibility and integrity of the Human Resources function.

CORE Duties Include:

HR Compliance, Governance, Audit & Contract Management (80-85%)

Policy Management and Regulatory Compliance• Own the development, review, implementation, and management of HR policies, procedures, and practices to ensure compliance with applicable federal, state, local, contractual, and organizational requirements.
• Establish and maintain a policy review framework, including review schedules, version control, and change management processes.
• Monitor regulatory and contractual developments and proactively assess impacts to HR programs, policies, and practices.
• Partner with Princeton, DOE, legal counsel, and internal stakeholders to interpret requirements, implement changes, and mitigate compliance risks.
• Develop communication and training plans to ensure employee and management understanding of policy updates and compliance obligations.

Compliance Reporting and Contract Administration
• Serve as the primary owner of all HR compliance reporting requirements, ensuring accuracy, completeness, and timely submission of required reports, including Appendix A and other contractual deliverables.
• Develop and maintain reporting calendars and documentation to ensure ongoing compliance with contractual obligations.
• Identify compliance risks and develop corrective action plans to address gaps and strengthen organizational controls.

Audit and Risk Management
• Lead HR audit readiness efforts by establishing and maintaining documentation, records, controls, and processes necessary to support internal and external audits.
• Coordinate HR participation in audits, including payroll, benefits, compliance, compensation, and governmental reviews.
• Conduct periodic internal compliance reviews and process audits to assess adherence to policies, procedures, contractual requirements, and regulatory standards.
• Develop and implement corrective action plans to address audit findings and strengthen compliance controls.
• Track and report compliance metrics, audit outcomes, and risk mitigation activities to HR leadership.

HR Operations and Knowledge Management• Manage and oversee HR operational communication channels, including the HR shared mailbox, ensuring timely and accurate responses and escalation of complex matters.
• Maintain HR intranet content to ensure information remains accurate, accessible, and compliant.
• Ensure all required labor law postings and notices are current, compliant, and properly displayed in accordance with applicable regulations.
• Develop standardized processes and documentation to improve consistency, transparency, and employee access to HR information.

Continuous Improvement and Operational Excellence• Evaluate HR processes, controls, and workflows to identify opportunities to improve compliance, efficiency, effectiveness, and employee experience.
• Lead process improvement initiatives, including workflow redesign, documentation, automation, and measurement of outcomes.
• Develop and maintain process documentation, standard operating procedures, and internal controls supporting HR operations and compliance.

Leave Administration (15-20%)
• Administer leave programs in compliance with policies and applicable federal, state, and organizational requirements. Includes communications, documentation, and reporting, while maintaining confidentiality and compliance.
• Coordinate leave processes with Occupational Medicine, Payroll, managers, employees, and third-party providers.
• Ensure accurate and timely processing of leave transactions and coordination with payroll to support proper pay administration.
• Partner with Princeton University Benefits to identify opportunities for enhanced coordination, process standardization, and shared service delivery.

Qualifications

Education & Experience:

• A bachelor's degree in business, Human Resources or other business-related field.
• Must have a minimum of 6 years demonstrated hands-on applicable HR compliance and operations work experience required.

Knowledge, Skills, & Abilities:

• This role requires a results-oriented professional who takes initiative in a complex matrix environment and can transition between strategy and hands-on attention to detail and execution
• Strong written and verbal communication and consultation skills and proven track record, including the ability to collaborate and work with all employees.
• High attention to detail, organizational skills, and ability to manage multiple priorities.
• Excellent analytical, communication, and problem-solving skills.
• Demonstrated commitment to continuous improvement, operational excellence, and proactive identification of opportunities to strengthen compliance, efficiency, and employee experience.
• Strong knowledge of HR compliance, governance, risk management, internal controls, audit readiness, and corrective action planning.
• Experience in preparing contractual compliance reports and managing compliance obligations associated with government-funded organizations.Extensive knowledge of the leave requirements and other legal protections afforded by the FMA, NJFLA, and other applicable laws.
• Advanced proficiency with Microsoft Office Suite or Google Suite tools.
• Experience working in a DOE laboratory, federal contractor, or similarly regulated environment preferred.

Working Conditions:

• Typical indoor office setting.
• On-site presence is essential to foster strong professional relationships with PPPL and Princeton University stakeholders. We're open to flexible arrangements, allowing for occasional remote work one day a week after trust has been established and an on-boarding period has been met.
• We are not supporting visa or relocation for this position

Standard Weekly Hours

40.00

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver's License Required

No

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Salary Range

$93,400 to $149,200