Sr Manager, HR Systems & Operations

The Senior Manager, HR Systems & Operations leads the day-to-day administration and continuous improvement of ProKidney’s HR systems and core HR operations. Reporting to the Senior Director, Total Rewards and HR Operations, this role ensures that HR technology, data, and processes supporting payroll, benefits, talent management, compliance, and the employee lifecycle are accurate, efficient, secure, and reliable.

This hands-on role manages HRIS service delivery, operational workflows, reporting, and data integrity while leading a team focused on timely, high-quality execution. The Senior Manager partners closely with HR, IT, Finance, Payroll, Legal, and external vendors to resolve issues, streamline processes, strengthen controls, and deliver scalable HR operations, escalating strategic decisions to the Senior Director as appropriate.

Essential Duties & Responsibilities:

HRIS Platform Management and Data Operations

• Manage day-to-day HR systems administration: Configure systems, troubleshoot issues, set up new users, deliver user training and support, and manage access and permissions; coordinate technical maintenance performed by designated administrator users.
• Administer the HR systems portfolio: Provide operational support for Paylocity and successor HRIS platforms, Traliant, HireRight, Motivosity, TeamOhana, Greenhouse, and other assigned HR technologies.
• Implement and maintain system integrations: Coordinate integration requirements, testing, implementation, monitoring, troubleshooting, and data-flow validation between HR systems and business applications.
• Ensure data integrity and accuracy: Reconcile information across HRIS, payroll, benefits, and Finance systems; conduct recurring data audits, correct discrepancies, and document findings and remediation.
• Maintain HR systems access controls: Manage user access, approval workflows, and security protocols; coordinate with IT and vendors on access issues, updates, and escalations.
• Manage SharePoint and the HR intranet: Maintain site organization, content, permissions, and employee-facing HR resources; support HR users with updates, navigation, and troubleshooting as needed.
• Monitor system performance: Track recurring issues, communicate system status, and work with internal partners and vendors to resolve operational problems.

HR Operations Process Management

• Manage new hire onboarding: Complete and oversee new hire data entry, Form I-9 verification, welcome communications, and coordination with HR, hiring managers, IT, Finance, Payroll, and other stakeholders to ensure a timely and consistent onboarding experience.
• Manage offboarding: Coordinate employee separations, including HRIS transactions, access and equipment notifications, final documentation, benefits and payroll coordination, and completion tracking across stakeholders.
• Manage immigration and visa administration: Coordinate immigration and work authorization processes with employees, managers, external counsel, and vendors; track documentation, case milestones, renewals, and required deadlines.
• Manage relocation administration: Coordinate employee relocations, vendor activity, approvals, communications, reimbursements, and supporting documentation in accordance with company policy.
• Manage the Employee Action Form process: Review and process EAFs, enter employee changes in Paylocity and successor systems, complete day-to-day employee data updates, validate approvals, and confirm accurate downstream processing.
• Administer required employee training: Manage anti-harassment and insider trading training for new hires, contractors, and consultants, as well as ongoing and annual training for the broader workforce; maintain assignments, completion records, reminders, and escalation reporting.
• Maintain operational procedures: Document and communicate HR operations processes to promote consistent, compliant, and timely execution.
• Drive operational improvements: Identify opportunities to streamline workflows, reduce manual work, and improve accuracy; implement practical process changes and measure results.
• Manage escalations and employee requests: Research and resolve inquiries related to HR systems, policies, employee records, and HR processes; identify recurring issues that require correction or clarification.
• Support benefits administration: Coordinate enrollment activities, benefits transitions for new and departing employees, reconciliations, communications, and issue resolution with benefit partners.

HR Data, Analytics, and Reporting

• Collect, analyze, and report HR metrics: Produce recurring and ad hoc reporting on headcount, hiring, turnover, payroll, benefits, compensation, and other assigned workforce measures.
• Generate reports and dashboards: Build and maintain clear, accurate dashboards and summaries that provide actionable insights to support operational and business decision-making.
• Conduct regular data audits: Review HR data for completeness, consistency, and accuracy; investigate discrepancies, implement corrections, and document audit results.
• Maintain reporting standards: Apply consistent data definitions, reporting schedules, and quality checks so HR leadership and business partners can rely on the information provided.
• Support ad hoc analysis: Respond to data requests from HR leadership, Finance, Legal, and other stakeholders with timely and accurate findings.
• Validate compensation and benefits data: Partner with Total Rewards, Finance, Payroll, and benefits teams to confirm that compensation, bonus, equity, benefits, and deduction data is current and accurately reflected in HR systems.

Policies, Compliance, and Regulatory Administration

• Manage the HR compliance dashboard: Maintain compliance requirements, owners, due dates, completion status, and supporting documentation; follow up on open items and escalate risks or missed deadlines.
• Monitor employment compliance requirements: Track applicable federal, state, and local HR regulations and coordinate operational updates to processes, systems, records, and communications.
• Manage labor law posters: Maintain current federal, state, and local workplace postings for applicable work locations and communicate updates to relevant stakeholders.
• Coordinate audits and required submissions: Compile, validate, and submit HR data and documentation for internal and external audits and surveys, including IT SOX controls and EEO-1 reporting, in partnership with HR, IT, Finance, and Legal.
• Maintain compliance records: Organize supporting documentation, evidence of completion, and audit trails to demonstrate timely and accurate fulfillment of HR compliance obligations.

Cross-Functional Coordination

• Partner with Finance and Payroll: Coordinate on payroll submissions, compensation data integrity, benefits spending, and financial reconciliation; respond to data requests and ensure alignment on HRIS data across systems.
• Collaborate with Legal: Support Legal with employment documentation, policy compliance reviews, and separation procedures; escalate compliance questions.
• Represent HR Operations: Communicate HR operations capabilities, timelines, and constraints to HR leadership and other departments; escalate issues that require senior leadership attention.

 

Qualifications:

• Education/Training: Bachelor’s degree in Human Resources, Business Administration, or related field; plus 8+ years of progressive HR operations experience demonstrating Senior Manager-level impact and scope.
• Experience:
  • HRIS Platform Expertise: 8+ years managing HRIS platforms (UKG, ADP, Workday, or similar); strong hands-on experience with user administration, data management, reporting, and system troubleshooting.
  • HR Operations Management: 8+ years managing HR operations functions, including process execution, compliance, and team coordination; demonstrated ability to run operational functions at scale.
  • Process Management: Experience designing, implementing, and optimizing HR operations processes; ability to measure effectiveness and drive continuous improvement.
  • Payroll and Benefits Administration: Solid working knowledge of payroll coordination, benefits administration, and compensation data management; experience ensuring accuracy and timeliness.
  • Data and Reporting: Ability to create accurate HR reports, dashboards, and analytics; comfort with data analysis and interpreting trends; experience with HR reporting tools or data systems.
  • Demonstrated experience managing and leading HR operations or similar teams; ability to set clear expectations, provide feedback, and hold team members accountable.
  • Experience working in a matrixed or cross-functional environment; ability to coordinate effectively across multiple stakeholders and priorities.

• Knowledge and Skills:
  • Strong working knowledge of HR operations, benefits administration, payroll coordination, and employment law.
  • Technical proficiency: HRIS platforms, data systems, and reporting tools; comfort with Excel and ability to work with data.
  • Problem-solving skills: Ability to diagnose operational issues, identify root causes, and implement solutions.
  • Communication skills: Clear written and verbal communication; ability to explain complex HR/systems topics to non-specialists.
  • Organizational and project management skills: Ability to manage multiple priorities, track details, and meet deadlines.
  • Attention to detail and commitment to accuracy: HR operations requires precision; data errors can cascade through payroll and benefits.
  • Ability to work collaboratively across functions; build relationships and influence outcomes through partnership.
  • Discretion and confidentiality: Handle sensitive employee and compensation information appropriately.

• Key Success Metrics: Success in this role will be measured across five areas:
  • Systems and Data: HRIS accuracy, audit results, reporting quality, and data security;
  • Operational Delivery: Timely onboarding, offboarding, payroll submissions, benefits administration, and employee support
  • Compliance and Controls: Completion of required activities, documentation, and regulatory deadlines
  • Process Improvement: Measurable reductions in manual work, processing time, and errors; and
  • Team and Service Performance: Reliable delivery, quality, responsiveness, and stakeholder satisfaction.