Associate Manager, Operational Efficiency

About Robin Hood

Founded in 1988, Robin Hood finds, fuels, and creates the most impactful and scalable solutions lifting families out of poverty in New York City. The largest poverty fighting organization in New York City, Robin Hood partners with top nonprofits in New York City and invests in legal services, housing, meals, workforce development training, education programs, and other vital services that give New Yorkers in need the tools they need to build better lives. The programs it funds are often the first of their kind and serve as demonstration models to identify what works before being replicated in other cities. Because its Board of Directors covers 100% of all administrative, fundraising, and evaluation costs, every dollar donated goes directly to organizations helping New Yorkers in need.

While Robin Hood’s primary focus is on New York, its impact extends far beyond the borders of the city. Its pioneering, metrics-based approach has become the gold standard for charities around the nation as Robin Hood works to understand and evaluate the impact of its partners to ensure that its philanthropic dollars are utilized to maximum impact. Robin Hood also supports its community partners and their leaders with financial and strategic support and management assistance that allows those organizations to maximize their impact.

Building on our 30 years of experience, Robin Hood is expanding our impact with an explicit focus on lifting families sustainably and measurably out of poverty through supporting the most effective community partners; influencing public policy; raising our thought leadership profile; importing and exporting effective ideas and strategies nationally; and building new collaborations with strategic partners. As New York City emerges from the worst of the global pandemic, we are focused on getting families back on their feet; getting kids back on track; and getting New Yorkers back to work.

Robin Hood also understands that if we are to support families living in poverty and find permanent pathways out of poverty and towards financial independence, we must become an effective partner with government, especially at the City and State levels. We do this by leveraging the expertise of those who are closest to the challenges of poverty, including community members, community-based organizations, and others with specialized skills and knowledge. We also aim to collaborate with New York City government to fund program and policy innovations that hold the promise of expanding economic opportunity in New York City – providing nimble “risk capital” for high-potential strategies. In this way, we seek to leverage our philanthropic investments by finding ways to advance the highest-impact strategies at scale.

Given its long-standing reputation among influencers and support of over 200 New York City non-profit organizations, Robin Hood has the unique ability to be a catalyzing force for households experiencing poverty, bringing distinct constituencies together to develop and spread the most effective strategies to advance economic mobility in New York City and beyond.

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 and oral form whether communicating a payroll change to Finance, explaining benefit elections to a new hire, or coordinating event logistics with a vendor using the right format and tone for each audience and situation.
Personal Effectiveness: Creates clear plans with goals, milestones, and timelines for onboarding cycles, benefits deadlines, and event coordination; tracks and adapts work plans to ensure Finance and staff have what they need on time; evaluates own work, asks for feedback, and follows through on every commitment.
Inclusion: Actively seeks feedback to enhance inclusivity and equitable treatment in onboarding, benefits communications, and event experiences; proactively identifies areas where processes or interactions could be more welcoming and takes steps to address them.
Problem Solving: Evaluates options and analyzes advantages and disadvantages before acting whether resolving a benefits discrepancy, a payroll timing issue, or an onboarding gap and presents clear recommendations after assessing potential solutions.
Strategic Thinking: Thinks ahead and plans tasks that optimize impact to the department anticipating Finance deadlines, onboarding milestones, and event logistics needs before they become urgent, and identifying opportunities to improve recurring processes over time.
Innovation: Tests new ideas for improving onboarding workflows, benefits communications, event execution, and Finance coordination processes; learns from what doesn't work and applies those lessons to make later efforts stronger.
Leading People: Takes ownership of work in ways that support the broader team; communicates proactively with Finance and P&C colleagues on shared deliverables; gives and receives feedback constructively and contributes to a team culture of accountability and mutual support.

Diversity, Equity and Inclusion

Robin Hood is committed to promoting diversity, equity, inclusion, and representation in all aspects of its work. As New York City’s largest poverty-fighting organization, Robin Hood believes that building a diverse team is fundamental to its ability to effectively serve and strengthen organizations serving the most vulnerable communities in the city, and to influence the policies that affect them.

Robin Hood believes in the potential that diversity creates, deep and responsive relationships with its community partners; the ability to solve complex problems efficiently and effectively; and, most importantly, the ability of its diverse staff to work to its full capacity.

Robin Hood builds diversity, inclusion, and equity practices into all aspects of its work. Its practices, values, traditions, and beliefs are embedded in the inclusive culture that it creates. Operationally, its formal and informal structures support a work environment that advances the professional development of staff at all levels, allows for innovation, and grounds its work as poverty fighters.

Robin Hood seeks to attract and retain staff that reflects the communities that it serves and is enhanced by its efforts at meaningful inclusion. It ensures that team members are empowered to make decisions, offer actionable feedback, and share credit for team success. Further, Robin Hood seeks to develop talent professionally and has created an intentional focus on mentorship and sponsorship, particularly of junior staff. Its goal is to encourage long term talent retention and engagement, while fostering a culture of innovation.

Robin Hood Guiding Principles

As an organization committed to economic mobility, our work is grounded in the following Guiding Principles:

Diversity, equity, and inclusion
Proximity and humanity
Risk-taking and innovation

Our professional community reflects myriad demographic characteristics, perspectives, and backgrounds, which includes various identities that reflect diversity in gender identity and expression, race, ethnicity, religion, sexual orientation, ability, and socioeconomic status. Our colleagues have access to opportunity and advancement, as we promote fair and equitable treatment and have encouraged participation by underrepresented groups. As a team, we promote a sense of belonging, high levels of engagement, and shared respect.

Robin Hood puts people first. Always.
Robin Hood is unafraid to take action and create solutions.
Robin Hood is data driven and heart led.
Robin Hood works the coat check.

Salary and Benefits

Robin Hood offers a competitive compensation package, with a salary range determined by years of experience, skills, and abilities. Each candidate’s placement within the range will be based on these factors while ensuring alignment with our commitment to equitable internal pay practices.

The salary range for this role is $84,000 - $90,000.

Our extensive benefits include medical, dental, vision, and life insurance, a 403(b) retirement plan with employer match, and a 12% employer contribution to a 401(a) retirement plan. We also support a healthy work-life balance by providing new hires with 20 days of accrued paid time off. This position is based in New York City and follows a hybrid work environment. Employees are required to work on-site four (4) days per week, with Tuesday, Wednesday, and Thursday designated as the standard in-office days. The fourth in-office day is either the employee’s choice or determined in coordination with their manager. Please note that the hybrid schedule is subject to change based on organizational priorities and team needs. Any adjustments will be communicated well in advance.

Please include a cover letter with your application.

Learn more about this Employer on their Career Site

Associate Manager Human Capital