HR Operations Manager

Posted Nov 5

Overview

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. We’re an exceptional family of next-generation clinical trial sites, integrating cutting edge technology and high-quality support services, and significantly expanding participant engagement Founded in 2018, our company operates 18 clinical trial sites in the US and Canada with rapid plans for expansion. 

The Role

The Manager, HR Operations is responsible for leading the HR operations team to ensure effective delivery of HR services across the organization. This role focuses on creating a seamless and positive experience for employees through efficient HR operations, including payroll, on/offboarding, benefits administration, compliance, training and HR data management.

The Manager, HR Operations will work closely with other HR team members to support the overall People Operations strategy and enhance the employee experience with the People first mindset.

Responsibilities

General

  • Oversee day-to-day HR operations, including employee lifecycle management and HR data administration, ensuring accuracy and integrity of employee data and HR records.
  • Lead/support the implementation of HR policies and procedures to ensure compliance with legal regulations and industry standards.
  • Proactively review and improve HR practices, processes, and systems to enhance efficiency and maintain compliance.
  • Manage and continuously improve the Global onboarding and offboarding process to provide a positive experience for both new hires and departing employees, ensuring that all aspects are handled within local compliance.
  • Support the HR Operations aspects of international expansion efforts and mergers and acquisitions, including due diligence, integration, and alignment of HR practices.
  • Partner with HR Business Partners to provide technology based solutions to improve the efficiency of the business, increase self service, and improve the integrity of HR processes.
  • Lead or support HR projects aimed at enhancing operational efficiency and the overall employee experience.
  • Manage, mentor, and develop the HR operations team leads and provide guidance and support to ensure high performance culture within the team.
  • Performs other duties as may be required or assigned.

Payroll

  • Responsible for overseeing the accurate processing of all aspects of the payroll process including but not limited to, maintaining and processing time and attendance records; processing all payroll deductions; processing compensation changes, overtime and shift changes, and withholding adjustments.
  • Ensure accurate processing of employee pay, deductions, taxes and special payments (e.g., commissions, bonus, reimbursements, etc.).
  • Ensure regulatory compliance with all federal, state, and local regulations and tax filing requirements.
  • Ensure proper processing of leave of absence, time-off, garnishments and other withholding or deductions requirements.

Benefits

  • Oversee the administration of employee benefits programs, including health insurance, retirement plans, and other perks.
  • Assist in the annual benefits renewal and open enrollment process, working closely with brokers, and communicating changes to employees.
  • Monitor and ensure compliance with all benefits-related federal, state, and local regulations (e.g., ACA, FMLA, COBRA).
  • Support internal and external audits related to payroll and benefits by providing necessary documentation and reports. Conduct regular audits of HR activities to ensure compliance and identify areas for enhancement.
  • The point of contact for new and existing employees with medical concerns that require Headland’s support or accommodations.

Compliance

  • Act as our policy and compliance expert for the US, creating and maintaining employee policies, taking a modern, innovative approach to balance employee experience with legal requirements.
  • Advise on HR-related legal and regulatory changes and implications for the organization
  • Oversee HR compliance and ensure adherence to labor laws and regulations, and handle employment contracts, terminations, and employee relations effectively
  • Ensure that all HR practices comply with local, state, and federal regulations, including employment laws, data privacy, and health and safety standards and reporting requirements.
  • Maintain employee handbooks across the globe, to ensure they reflect current policies and practices, and are fully aligned with Headlands organizational values and objectives.
  • Responsible for developing and managing the Workers Compensation Program.
  • Work with HRBPs to set global HR policies, procedures, and best practices while accommodating local variations where necessary.

HR Systems and Processes

  • Lead the effort in evaluation, selection and implementation of a new HRIS. 
  • Maintain accurate employee records in HRIS systems and ensure data integrity and security.
  • Optimize US people systems and tools while working with internal stakeholders to improve efficiency, reduce manual processes and create simple, compliant processes that will scale with the business.
  • Assist CPO in developing metrics and reports to track People performance and identify areas for improvement. Support the rest of the People Team with reporting and data insights.
  • Support implementation of performance management systems and processes that foster employee growth and accountability
  • Act as the global HRIS expert for all system related questions or issues working in partnership with our HRIS support teams to identify solutions and updating internal process documentation to ensure all impacted stakeholders are made aware of any updates or changes. You will be responsible for preparing the system for any new integrations.
  • Own the data integrity in the US HRIS as our source of truth by creating process flows, audit trails, access restrictions and other mechanisms that will ensure the information entered into the HRIS is accurate and up to date.

Qualifications

  • Bachelor's degree
  • Experience overseeing all aspects of payroll, including new company set up and tax filing requirements.
  • Proven experience with selection and successful implementation of an HRIS. Paylocity experience a plus. 
  • 8 + years of experience in HR operations, preferably in a high growth, fast-paced environment.
  • Experience integrating acquired companies highly desired.
  • Strong experience with HRIS systems, processes, best practices and data management.
  • Strong knowledge of benefits compliance, including ERISA, ACA, COBRA, and FMLA.
  • Proven ability to manage and optimize HR processes and benefits programs.
  • Excellent communication, interpersonal skills, stakeholder management, and problem-solving skills.
  • Strong organizational skills, with the ability to handle multiple workstreams and prioritize tasks in a dynamic environment.
  • High degree of professionalism, integrity, and attention to detail. Dedicated to upholding confidentiality in all aspects of work.
  • Strong ability to understand, interpret and apply laws and regulations to internal policy and process
  • Roll up your sleeves mentality with experience working in a fast paced, collaborative, highly ambiguous environment frequently wearing more than one hat. Excellent handle of People metrics and with demonstrated ability to craft insightful Excel reports and wield strong analytical skills.
  • Ability and willingness to support teams in multiple time zones.
  • A vibrant sense of humor, adaptability, and a knack for innovation in challenging situations.