COORDINATOR, HR OPERATIONS & ONBOARDING

Sanford Burnham Prebys is much more than a research facility and hub for innovation; it’s a vibrant global community of talented scientists and researchers from over 30 countries. This worldwide representation enriches our perspectives and enhances our creative approach to solving complex scientific challenges.

We strive to be leaders not only in biomedical research but also in creating an environment where excellence thrives through collaboration across cultures and backgrounds. Our mission is to advance the biomedical sciences by cultivating the next generation of scientific leaders, providing meaningful opportunities for researchers of all backgrounds to learn, innovate, and make breakthrough discoveries that improve human health.

Together, we translate science into health.

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary in accordance with institutional needs and applicable law.

Position Summary:

Under the supervision of the HRIS Manager, the HR Operations & Onboarding Coordinator supports the HRIS function in maintaining accurate employee data, reporting, and system operations, while also partnering with Talent Acquisition to deliver a smooth and engaging onboarding and orientation experience. This role is highly detail-oriented and plays a critical part in ensuring data integrity, compliance, and a positive new hire experience.

This role is administrative and transactional in nature and is responsible for executing established HRIS and onboarding procedures under supervision.

Duties and Responsibilities:

HRIS Support & Data Management

• Support the HRIS Manager with day-to-day system administration and data entry in accordance with established procedures and role-based access controls
• Accurately input, update, and maintain employee records in the HRIS
• Assist with generating standardized and predefined HR reports (e.g., headcount, turnover, onboarding metrics)
• Perform routine audits to ensure data accuracy and completeness and escalate discrepancies as appropriate
• Help troubleshoot basic HRIS issues and escalate complex problems as needed
• Assist with system updates, testing, and process improvements as directed

Onboarding Coordination

• Partner with internal partners (IT, Facilities, Payroll, International Services, and HR) to coordinate onboarding and orientation activities for new hires
• Serve as a point of contact for new hires during their onboarding period to provide information and administrative support
• Accurately deliver and track post-onboarding documentation
• Prepare and distribute first-day/onboarding paperwork and system access details
• Initiate new hires in the HRIS and ensure all required data is entered correctly
• Schedule and provide new hire orientation sessions
• Track onboarding progress and follow up to ensure completion of required documentation and training

Compliance & Documentation

• Maintain accurate employee records, including I-9 and other employment documentation, in accordance with institutional policy and retention requirements
• Support onboarding processes designed to comply with Institute policies and applicable employment regulations
• Support audit requests by providing accurate HRIS data and documentation as requested and under supervision
• Handle confidential employee and immigration-related information in compliance with data privacy, security, and access control policies

Cross-Functional Collaboration

• Work closely with Information Services, Talent Acquisition, International Services, and hiring managers
• Enter new hires into GLACIER & email notification to update GLACIER for extensions/changes as directed by International Services leadership
• Support process improvements across HRIS and onboarding workflows within assigned scope and under supervision
• Provide general administrative support to the HR Director and team as needed

Perform other related tasks, duties and responsibilities as required, assigned or directed.

Minimum Qualifications:

Education:

• High school diploma and three years’ relevant Human Resources or related office experience or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained.

• Bachelor’s degree preferred

Experience:

• 1–3 years of direct experience in HRIS support or onboarding coordination preferred
• Familiarity with HRIS platforms (e.g., Workday, ADP)
• Strong attention to detail and data accuracy
• Non -profit previous experience preferred

• Experience with Microsoft Excel, HR reporting and data analysis involving standardized reports and data extraction

• Basic knowledge of employment laws and HR compliance
• Experience supporting onboarding or talent acquisition processes

Certifications, Licenses, etc: None required

Other Knowledge, Skills and/or Abilities:

• Excellent organizational and communication skills

• Ability to handle sensitive information with confidentiality
• High attention to detail and data integrity
• Proficiency with standard office technology (e.g., Microsoft 365)

Supervisory Responsibilities:

Direct: no

Indirect: no

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

When working on-site, the work environment is in a standard office setting. Frequently exposed to low to moderate noise, various odors, temperature changes, and equipment with moving parts, including but not limited to computers, phones, printers, and other standard office equipment.

If working from home, you are responsible for ensuring a workspace that reasonably supports the performance of assigned duties, including a quiet, organized, and comfortable setting, free from significant noise or distractions. This role requires the use of standard home office equipment, including but not limited to computers and phones. As you may be exposed to minimal noise and temperature variations depending on your home setup, it's important to maintain a workspace that supports productivity and well-being. Reliable internet connection and a suitable workstation are essential to fulfill job responsibilities effectively.

Physical Requirements:

Ability to execute those physical activities required to perform the essential functions, including, but not limited to, regular sitting and being mobile; continual communicating both in person and on the telephone; regular keyboarding; regular reading of both print and digital material; and all other activities required to perform essential functions.

Hybrid Eligible:

Yes – subject to institutional policy and operational needs

Compensation: The expected hiring rate for this position is $24 - $30/hour commensurate with experience.

We welcome talented individuals of all backgrounds regardless of gender, sex, religion, race, national origin, citizenship, age, disability, perceived disability, pregnancy, pregnancy-related condition, reproductive health decisions, sexual orientation, gender identity, gender expression, genetic information, HIV/AIDS, marital status, covered veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. We are proud to be an equal employment opportunity employer.

As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our Benefits Team at (858) 646-3100 or via e-mail at benefits@sbpdiscovery.org

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