People Ops Coordinator

At Hayden AI, we are on a mission to harness the power of artificial intelligence and machine learning to transform the way governments and businesses address real-world challenges.

From optimizing bus lane and bus stop enforcement to pioneering digital twin modeling and beyond, our innovative mobile perception system empowers our clients to accelerate transit, enhance street safety, and drive forward a sustainable future.

What the job involves

This hybrid role (3-4 days onsite per week) supports a wide range of People Operations and Talent Acquisition initiatives as Hayden AI scales. On the talent side, the TA Coordinator will oversee activities from recruitment through initial onboarding, ensuring an exceptional candidate and employee experience.

On the People Operations side, the Coordinator will manage employee data and contribute to creating a positive employee experience throughout all stages of the employee lifecycle. They will also work on a variety of People-related projects to support the team’s broader goals. This role requires attention to detail and proactive coordination to ensure deadlines are met and deliverables are achieved effectively.

Responsibilities

• Talent Acquisition
• Partner with the TA team to best organize and effectively manage the day-to-day administrative operations (jira tickets, tracking and metrics), from the initial job opening through the onboarding process for full time employees and contractors, including offboarding for contractors.
• Coordinate interview schedules with candidates and internal interview teams as well as priorities.
• Make and maintain any necessary travel arrangements and ensure all parties are informed and related expenses are submitted promptly.
• Assist in evaluating and identifying opportunities to drive process improvements that positively impact the candidate and hiring manager experience.
• Maintain strong, open, timely communication and coordination with the candidates, hiring managers, and recruiters, as well as any other key stakeholders.
• Assist with compiling monthly TA metrics.
• Support TA projects and deliverables for various initiatives.

• People Operations
• Support day-to-day People processes including facilitating and supporting all aspects of employee lifecycle: on-boarding, off-boarding, employee data changes, records retention and other aspects as needed.
• Manage onboarding, including facilitating training sessions with new hires, managing onboarding documentation, I9 verification, offer letters, eVerify.
• Manage electronic employee files with discretion and confidentiality to ensure compliance, accuracy, and data integrity.
• Support People systems processes such as employee data changes, monthly metrics, ad hoc reporting, data validation, system testing, etc
• Identify and facilitate internal process improvements and create and maintain People/Talent process documentation
• Assist with ad-hoc projects as needed.

Qualifications

• Bachelor’s Degree
• 3+ years of experience in a People / Talent Coordinator role, ideally at a rapidly scaling organization.
• High discretion when handling confidential or sensitive information
• Ability to foster effective, trusting cross-functional relationships and partnerships, with both internal and external stakeholders, and external vendors
• Strong organizational and time management skills with ability to multitask and concurrently manage multiple projects.
• Recent experience with Ashby (or similar ATS) and HRIS systems.
• Proficient in Google Workspace (formerly G Suite), including Gmail, Google Drive, Google Docs, and Google Sheets.
• Basic experience with Google Sheets, including creating and editing spreadsheets, formatting data, and using basic functions.
• Ability to create, format, and maintain spreadsheets for reporting, tracking, and collaborative purposes.
• Respond to first line employee requests for employment verifications by phone or otherwise etc.

Benefits And Perks

There are endless learning and development opportunities from a highly diverse and talented peer group, including experts in a wide range of fields (AI, Computer Vision, Government Contracting, Systems & Device Engineering, Operations, Communications, and more!)

• Options for medical, dental, and vision coverage for employees and dependents (for US employees)
• Flexible Spending Account (FSA) and Dependent Care Flexible Spending Account (DCFSA)
• 401(k) with 3% company matching
• Unlimited PTO
• Daily catered lunches in our San Francisco office

At Hayden AI, we are committed to creating an inclusive and diverse workplace where everyone is treated with respect and dignity. We believe that our differences make us stronger and drive innovation. As an equal opportunity employer, we do not discriminate against any employee or applicant based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. We are dedicated to fostering a work environment that celebrates diversity and ensures that every individual has the opportunity to contribute to our mission and achieve their full potential.

Please do not forward resumes to our jobs alias, Hayden AI employees or any other company location. Hayden AI is not responsible for any fees related to unsolicited resumes.

Compensation Range: $92.7K – $109K