Payroll Training and Operations Coordinator

Summary

Join The Outreach Team as a Payroll Training & Operations Coordinator, a full-time remote position within the U.S. (excluding specific states) that involves significant travel for in-person trainings. This role requires a project and people manager with experience in administration, data, technology, and training. You will lead training for new Admin Directors, develop comprehensive training programs, and manage a team of Payroll Associates. The position involves managing payroll processes, ensuring data accuracy, and driving innovation in administrative systems. You will also be responsible for hiring and managing a team, forecasting staffing needs, and creating contingency plans for rapid scaling. This role offers a competitive salary, fully paid health care, vacation and sick days, and the opportunity to start as a Payroll Associate to gain hands-on experience.

Requirements

• At least five years of staff management and team building experience, especially in campaigns, canvass operations, or field organizing
• At least five years of project management experience, especially in operations and administration
• Demonstrated experience in training and developing staff; Excellent Team Builder
• Significant experience designing and delivering effective training programs
• Fluency in G Suite, particularly Google Sheets
• Project Manager/Administrative mindset – being organized, responsive, able to create thoughtful and thorough plans, and consistently hit outlined deadlines
• Extremely detail-oriented: ability to catch small and large errors that most people miss
• Demonstrated experience centering equity and justice in your work
• Ability to manage multiple priorities and adapt to changing circumstances
• Strong communication skills and ability to explain complex processes clearly
• Experience scaling teams and operations to meet growth demands
• Proven ability to forecast resource needs and staff accordingly

Responsibilities

• Lead all training for new Admin Directors across the country during office launches
• Develop and facilitate comprehensive training programs including Basic Admin Training, Payroll Training, and FPOW Training
• Shadow and provide hands-on training with new Admin Directors during their first payroll cycle
• Create and maintain training materials, process documentation, and guides for administrative processes
• Train new Payroll Associates and, if applicable, oversee their transition to specialized teams
• Establish positive relationships with project leadership to ensure smooth administrative functions
• Continually evaluate and improve training programs to ensure trainees successfully learn the content and can apply it effectively
• Hire and manage a team of Payroll Associates who will be responsible for onboarding, off-boarding, and transfers for all staff
• Develop Team Lead roles for discrete task PAs when the team grows beyond 3 members
• Conduct daily huddles with PAs to drive work and ensure accountability
• Hold weekly 1:1 meetings with direct report PAs
• Maintain high performance standards and provide ongoing feedback and evaluation
• Hold staff accountable and have tough conversations when necessary
• Treat staff with empathy and respect and ensure the Team Leads you supervise do the same
• Build and maintain a team culture that centers equity and justice
• Ensure all PAs have appropriate shift coverage (including weekends and all active timezones)
• Forecast staffing needs based on campaign growth projections and seasonal demands
• Develop strategic hiring plans to ensure adequate staffing during peak periods
• Create contingency plans for rapid scaling when campaign needs suddenly increase
• Design flexible team structures that can quickly adapt to changing operational requirements
• Drive goals around onboarding, offboarding, and transfers, and their associated turnaround times
• Innovate around potential efficiencies in payroll processes
• Ensure your team manages payroll and administrative tasks with urgency, efficiency, and accuracy
• Oversee centralized tasks including managing the Payroll Inbox and Hourly Specialists
• Act in the role of Senior Payroll Coordinator for long-term offices during non-peak times (if applicable)
• Ensure your team conducts daily checks to confirm data has been logged correctly
• Perform weekly and daily checks to make sure everything done by hourly staff is on track
• Become an expert in payroll systems and drive use of the tools
• Manage, project and report on hours needed for backup, manage getting coverage when needed
• Lead and execute special projects for the admin team and The Outreach Team in general
• Identify bottlenecks in processes that could impede rapid scaling and develop solutions
• Create systems that can efficiently handle fluctuations in workload volume
• Work with Admin, Recruitment and Systems teams to ensure quality of new hire packets and data for onboarding
• Oversee the discrete task portions of the biweekly payroll process for hourly staff including onboarding, offboarding, and transfers
• Responsible for bottom lining the quality of data used for the payroll processes
• Drive development and innovation of administrative processes and systems
• Point person on development work to further automate processes dealing with ADP and other parts of the recruitment, onboarding, payroll and compliance processes
• Bottomline for cutting costs and increasing efficiency in hourly payroll processes
• Troubleshoot existing issues in our processes
• Help develop cleaner data in the upload processes in conjunction with the recruitment department
• Train admin and field staff on new systems or upgrades as we make more efficient or effective processes
• Work with team members, Recruitment and Systems teams, as well as directly with new hires, to ensure and improve quality of data
• Ensure proper coding of hourly employees with appropriate state and local tax codes
• Ensure streamlined processes for adding new staff to company systems (GSuite, Slack, etc)
• Develop scalable documentation and processes that allow for rapid team expansion
• Implement metrics and monitoring systems to identify when additional capacity is needed

Preferred Qualifications

• ADP experience
• Experience with payroll systems and processes
• Background in managing remote teams
• Experience with troubleshooting technical issues related to HR systems
• Experience developing training materials for different learning styles
• Success in building teams that can quickly scale up or pivot as organizational needs change

Benefits

• Fully paid health care
• Vacation and sick days