Title: People Operations Coordinator 

Position Reports To: Director of People and Volunteer Engagement  

About Butterfly Pavilion:   

 At Butterfly Pavilion (BP), we transform the way people think about invertebrates. These small but mighty animals that surround us are so much more than people think. They are everywhere because everything depends on them. They are the hidden heroes of the animal kingdom. As the leader in invertebrate research, education, and conservation, Butterfly Pavilion works to foster an appreciation of these critical animals by educating the public about the need to protect and care for threatened habitats globally, while conducting research for solutions in invertebrate conservation. Whether it is providing unique, hands-on learning experiences in our exhibits and educational programs, conducting new research that sets the standard for zoos across the country or building innovative solutions for species and habitat conservation in countries around the world, Butterfly Pavilion is leading the way in ensuring invertebrates are protected for the future.     
Looking forward, we are committed to providing the most enriching experience for our audience, being recognized as a scientific authority, and being a leading educational resource on invertebrates.   

Our Core Values are a large part of who we are as an organization:  

• Make Science Cool 
• Love What You Do
• Go Above and Beyond
• Lead Change
• Know Your Stuff
• Be Positive
• Welcome All

These aren’t just words, but words to live by here at Butterfly Pavilion.  

FLSA Status & Classification: Hourly | Full-Time  

Work Schedule: Hybrid | 4 days/week in office with 1 day remote

• This role requires limited evening or weekend availability to support key organizational events, typically no more than 4-6 per year.

Hourly Rate: $22.00 – $25.00/hour; starting salary is based on relevant experience. 

 Benefits: 

• Medical, Dental, Vision, Basic Life/AD&D, LTD, STD, and Employee Assistance Program. 
• Voluntary Life, ID Shield, Legal Shield, and Pet Insurance plans available.
• Retirement Savings 401(k) Plan with employer match.
• Paid holidays, vacation, sick time.
• Two personal holidays per year.
• Butterfly Pavilion Membership and 25% Gift Shop discount  

Position Summary:  

The People Operations Coordinator provides operational and administrative support for Butterfly Pavilion’s Human Resources function. This role executes core HR processes including onboarding, offboarding, payroll administration, employee records management, and compliance tracking. The People Operations Coordinator ensures these processes are completed accurately and on time.  

Working closely with the Director of People and Volunteer Engagement, this role supports the implementation of HR systems, policies, and programs while serving as the first point of contact for employees on day-to-day HR processes, payroll, and benefits-related questions.  

Essential Functions and Responsibilities: 

HR Operations & Employee Lifecycle  

• Coordinate and execute onboarding processes including offer documentation, pre-employment requirements, and new hire orientation. 
• Post job openings, maintain applicant tracking workflows, and ensure accurate and organized candidate records.
• Coordinate and administer pre-employment processes including background checks, I-9 completion and compliance, and system access setup.
• Conduct new hire orientations and maintain onboarding checklists to ensure a consistent and compliant onboarding experience.
• Coordinate offboarding processes including separation documentation and system access updates in partnership with IT.
• Maintain accurate and up-to-date employee records within the HRIS and personnel files.
• Coordinate uniform inventory, ordering, and distribution in partnership with the Volunteer Manager to ensure availability and consistency across staff and volunteers. 

Payroll, Timekeeping, & Leave Administration 

• Process and administer payroll in HRIS systems, ensuring accuracy, timeliness, and compliance with organizational policies and applicable laws. 
• Review and verify payroll data including timekeeping, earnings, deductions, and benefit changes.
• Monitor and audit employee timekeeping for accuracy and policy compliance.
• Administer and track employee paid time off programs, including responding to employee questions regarding accruals, balances, and usage.
• Troubleshoot payroll and timekeeping discrepancies, escalating complex issues as appropriate.   

Compliance, Records Management, & Policy Administration

• Administer I-9 processes including completion, tracking, and internal audits to ensure compliance. 
• Maintain and audit personnel files to ensure completeness, accuracy, and compliance with record retention requirements.
• Track and maintain employee acknowledgments for policies, handbook updates, and required documentation.
• Draft initial updates to HR policies and handbook content and coordinate review and distribution of finalized materials.
• Support HR compliance efforts including audits, reporting, and documentation reviews.  

HR Systems, Reporting & Process Documentation 

• Maintain HR systems (e.g., Paycom), ensuring data accuracy and proper system functionality.
• Generate and distribute routine HR reports including headcount, turnover, and other workforce metrics.
• Track and support HR programs such as performance reviews, employee surveys, and training initiatives.
• Develop and maintain HR standard operating procedures and internal process documentation.
• Identify and communicate opportunities to improve HR systems, workflows, and operational efficiency.  

Training, Compliance Tracking & Employee Support

• Serve as the first point of contact for employee questions related to HR processes, policies, payroll, benefits, and HR systems. 
• Provide timely, accurate, and professional support, resolving routine questions and escalating complex or sensitive issues as appropriate.
• Respond to employee benefits inquiries and coordinate with vendors or external partners when needed.  

Program & Event Coordination

• Coordinate logistics for employee engagement initiatives including the Team Engagement Series (TES) and staff events. 
• Collaborate with the Volunteer Manager and Events team on shared initiatives (e.g. holiday party, summer picnic) to support a positive participant experience.
• Provide administrative support for employee recognition and engagement programs.  

Departmental Support

• Support the Director of People and Volunteer Engagement in the implementation of HR initiatives and programs. 
• Escalate complex, sensitive, or non-routine issues to the Director of People and Volunteer Engagement.
• Prepare materials and documentation for audits, investigations, and compliance-related processes.
• Collaborate cross-functionally on shared initiatives while maintaining primary responsibility for Human Resources operations.
• Maintain confidentiality and handle sensitive information with professionalism and discretion.
• Assist with light office coordination tasks such as maintaining basic office supplies, coordinating copier and postage needs, and supporting general workplace organization.
• Perform additional responsibilities as needed to support departmental operations and organizational needs.  

Qualifications/Experience:  

Education: Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field preferred. Equivalent combinations of education or relevant experience may be considered. 

Experience: 

• Minimum of 2-4 years of experience in human resources, payroll, administrative coordination, or related roles
• Experience supporting onboarding, payroll processing, employee records management, or HR systems required.
• Experience working with HRIS systems (e.g., Paycom) preferred.
• Experience supporting compliance-related processes such as I-9 administration, audits or documentation tracking preferred.  

Knowledge, Skills, & Abilities:

• Strong attention to detail and accuracy, particularly in data entry, payroll processing, and documentation. 
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) and HRIS systems
• Ability to follow established processes while identifying opportunities for improvement.
• Ability to provide responsive and professional support to employees across a variety of roles.  

Work Environment / Physical Requirements:    

While performing the responsibilities of this position, the following work environment characteristics are representative of the environment the position will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of this position.   

At Butterfly Pavilion, the team member is occasionally exposed to moderate to loud environmental noise for extended periods of time. While performing the responsibilities of this position, the team member is required to talk and hear. The team member is often required to sit and stand, use their hands and fingers, to handle/feel/grasp. The team member is occasionally required to reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. The team member should be able to lift, carry and items up to 35 lbs.  

How to Apply: 

Candidate must submit Resume and Cover Letter. No phone calls or drop-ins please.  

Butterfly Pavilion is an Equal Opportunity Employer and encourages people of all backgrounds to apply for open positions and does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty or veteran status.