People Operations Coordinator / Specialist

Constellation Institute is focused on the AI safety field, and they are seeking a People Operations Coordinator or Specialist to support their People team. This role involves managing onboarding, HRIS, benefits, compliance, and recruiting operations to ensure a smooth employee experience.

What you'll do:

• Own end-to-end onboarding and offboarding logistics, ensuring new hires have a smooth start and departing employees are supported through a clean transition
• Maintain and continuously improve our HRIS, ensuring employee data is accurate, well-organized, and audit-ready
• Support employee benefits programs, including enrollment, questions, and vendor coordination in partnership with the HR Lead
• Support policy development and maintenance, and help ensure the organization stays compliant with applicable employment laws and regulations
• Manage People Ops documentation, processes, and internal resources (e.g., employee handbook, FAQs, process guides)
• Identify opportunities to streamline and systematize People Ops workflows as the organization scales
• Track visa and immigration case timelines and deadlines
• Liaise with outside immigration counsel to coordinate documentation, filings, and employee communications (operational support, not case management)
• Support contract and compliance administration, including tracking offer letters, employment agreements, and policy acknowledgments in partnership with legal counsel
• Support with scheduling, candidate communications, and onsite/interview coordination as needed
• Help maintain applicant tracking system (ATS) hygiene and recruiting data
• Assist with candidate experience touchpoints, such as greeting onsite candidates and helping them navigate the Constellation ecosystem

What they're looking for:

• Experience in People Operations, HR, or a related administrative/coordination role, with a track record of managing detailed processes accurately and on time; the amount and depth of experience will inform which level we hire for
• Highly organized with meticulous attention to detail — you notice the small things that keep processes from breaking
• Comfortable wearing multiple hats and shifting between core People Ops work, administrative coordination, and recruiting support as priorities shift
• Strong written and verbal communication skills, and you bring warmth and professionalism to every employee and candidate interaction
• A self-starter who's comfortable with ambiguity and enjoys building or improving processes rather than just following existing ones
• Some familiarity with HRIS systems, ATS platforms, or similar tools (or you pick up new systems quickly)
• Experience managing immigration cases or complex compliance matters
• Experience designing or restructuring People Ops processes/systems
• Exposure to multi-state or multi-country employment compliance
• Experience administering an HRIS e.g. Rippling

Benefits:

• On-site parking is also available.