Administrative Jobs in San Jose, CA (Now Hiring) — 878 open — Page 2

Job DetailsLevel: ManagementJob Location: Pioneer - San Jose, CA 95118Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $139,050.00 - $139,050.00 Salary/yearTravel Percentage: Up to 25%Job Shift: AnyJob Category: Admin - Clerical

Position: Director of Human Resources Operations

Department: Human Resources

Reports To: Chief Human Resources Officer

Direct Reports: Payroll Administrator, Recruiting Administrator, Other HR Operational Staff

Status: Full Time, Exempt

Compensation: $139,050 Annually

About HomeFirst

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

Our Values

Kindness: We act with empathy toward others.
Passion: We ignite change to fulfill our mission.
Excellence: We deliver exceptional service to our communities.

Position Summary

The Director of HR Operations serves as the operational leader of HomeFirst's Human Resources function and is responsible for the systems, processes, and administrative infrastructure that support the organization's workforce.

The Director provides leadership for the day-to-day administration of Human Resources operations, including payroll oversight, Human Resource Information System (HRIS) administration, recruiting operations, employee records, benefits administration in partnership with the agency's external broker, employment-related compliance administration, workforce reporting, and operational process improvement. The position establishes and maintains standardized workflows, operational controls, and service delivery practices that promote accuracy, efficiency, consistency, and accountability across the department.

Working in close partnership with the Chief Human Resources Officer, Senior Human Resources Business Partners, Recruiting and Payroll Administrators to ensure the operational functions effectively support the daily work and service to the agency.

This position requires considerable independent judgment.

Essential Functions

HR Operations & Shared Services

The Director provides leadership for the daily administration of Human Resources operations, ensuring human resources processes are delivered consistently, efficiently, and in accordance with organizational policies and applicable employment requirements. The position oversees the administrative functions that support employees and leaders throughout the employment lifecycle while maintaining standardized processes and exceptional customer service.

Responsibilities include

Oversee personnel administration throughout the employee lifecycle.
Ensure accurate maintenance of employee personnel records.
Oversee personnel action processing and position management.
Coordinate onboarding administration in partnership with Recruiting and Leadership & Learning.
Oversee leave administration processes and documentation.
Ensure timely employment verification and personnel correspondence.
Maintain HR document management practices and record retention standards.
Oversee benefits administration in partnership with the agency's external benefits broker.
Ensure consistent delivery of HR customer service.
Develop and maintain standardized operational workflows and procedures.

The Director establishes operational standards, monitors service delivery, and continuously evaluates administrative processes to improve efficiency, consistency, and employee experience.

HRIS Administration

The Director serves as the subject matter expert of HomeFirst's Human Resource Information System (HRIS), ensuring the system effectively supports payroll, workforce administration, personnel records, reporting, and employee self-service.

Responsibilities include

Oversee Paycom administration and optimization.
Maintain employee self-service functionality.
Ensure integrity of electronic personnel files.
Serve as the primary liaison with HR technology vendors.
Recommend process improvements that maximize system capabilities.
Support implementation of new functionality that improves operational efficiency.

The Director works collaboratively with Information Technology while maintaining highest level knowledge of the operational use and administration of the HRIS within Human Resources.

Payroll Administration

The Director provides operational oversight of payroll administration to ensure employees are paid accurately, timely, and in accordance with applicable laws, organizational policies, and established payroll practices.

Responsibilities include

Is a partner to the Payroll Administrator in payroll processing.
Monitor payroll compliance and internal controls.
Ensure accurate personnel action coordination.
Oversee position and compensation administration.
Monitor payroll reconciliation processes.
Maintain payroll audit readiness.
Provide guidance and support to payroll staff.

Recruiting Operations & Workforce Administration

The Director provides operational leadership for recruiting administration by ensuring efficient hiring processes from approved requisition through employee onboarding.

Responsibilities include

Is a partner to the Recruiting team.
Ensures applicant tracking and recruiting workflows are in place.
Monitors background screening processes.
Oversee new hire employment documentation.
Monitor position management and requisition tracking.
Monitor recruiting metrics and vacancy reporting.
Promote a positive candidate experience.

The Director partners closely with the Recruiting Administrator, and Senior HR Business Partners to ensure recruiting activities align with approved workforce plans and organizational priorities.

Benefits Administration

The Director oversees the operational administration of HomeFirst's employee benefits programs while serving as the primary liaison with the agency's external benefits broker.

Responsibilities include

Coordinate annual Open Enrollment activities.
Oversee employee benefit eligibility and enrollment processes.
Manage qualifying life event administration.
Coordinate employee benefit communications.
Maintain productive relationships with external benefit vendors.
Support employee benefit education.
Monitor benefit administration processes for accuracy and efficiency.
Assist with benefit reporting and annual renewals.

HR Reporting & Workforce Analytics

The Director oversees the development and maintenance of operational workforce reports that support informed decision-making across the organization.

Responsibilities include preparing and monitoring reports related to:

Workforce demographics
Turnover
Retention
Vacancy rates
Time-to-fill
Payroll metrics
Workforce trends

The Director prepares recurring workforce reports that support operational planning, executive reporting, and organizational decision-making while ensuring the integrity and accuracy of workforce data.

Employment Compliance Administration

The Director ensures the administrative compliance of Human Resources operations by maintaining accurate employment records and completing required employment-related filings and documentation.

Responsibilities include

Personnel records administration.
Employment eligibility verification.
Required employment notices.
Record retention.
Annual employment-related compliance filings.
HR audit preparation.
Wage and hour administrative documentation.
Personnel documentation standards.

The Director partners with the Compliance Department regarding organizational audits while maintaining responsibility for employment-related administrative compliance within Human Resources.

Annual Human Resources Operations Calendar

The Director is responsible for planning, coordinating, and monitoring the recurring operational activities of the Human Resources department to ensure critical responsibilities are completed accurately and on schedule.

Responsibilities include maintaining the annual calendar for:

Open Enrollment and benefit renewal timelines.
Performance review administration.
Annual HR compliance filings.
HR reporting deadlines.
Paycom updates and annual system activities.
Personnel record audits.
Position audits.
Policy review schedules.

The Director ensures operational deadlines are anticipated, coordinated, communicated, and completed in a timely manner.

Operational Leadership

The Director provides day-to-day leadership for the operational functions of Human Resources, creating an environment that enables the Human Resources team to deliver consistent, responsive, and reliable support throughout the organization.

Working Conditions

The Director of HR Operations works in a hybrid office environment with regular travel between HomeFirst locations to support operational needs, build relationships, and ensure consistent Human Resources delivery across the organization. Occasional evening or weekend work may be required during payroll processing, Open Enrollment, system implementations, or other periods of elevated operational demand.

Benefits

HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 8 hours of civic engagement leave annually to volunteer.

Organizational Equity Statement

At HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.

HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.

HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.QualificationsQualifications (You Have)

Equivalent combinations of education and relevant experience in Human Resources, Business Administration, Public Administration or other related work.
Minimum seven (7) years of progressively responsible human resources experience, including responsibility for HR operations, payroll administration, HRIS administration, benefits administration, and workforce reporting.
Minimum three (3) years of supervisory or management experience.
Demonstrated experience administering an HRIS, preferably Paycom or a comparable platform.
Experience overseeing payroll administration and employment records.
Experience supporting a multi-site workforce.
Strong knowledge of California employment administration and HR operational practices.
Demonstrated ability to develop efficient administrative processes and maintain operational controls.

Preferred Qualifications

SHRM-SCP, SPHR, IPMA-HR, or comparable professional certification.
Experience within nonprofit, healthcare, government, or another highly regulated environment.
Experience supporting organizations with a substantial hourly workforce.
Experience leading operational process improvement initiatives.