HR Operations Specialist at Institute of Foundation Models

Sunnyvale, California, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Mar, 26

Salary

120000.0

Posted On

05 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Talent Acquisition, Interview Coordination, Candidate Sourcing, Job Posting, Recruitment Funnel Management, Employee Lifecycle Support, HR Orientation, HR Guidance, Background Check Process, Payroll Processing, Compliance, HRIS Platforms, Lever ATS, U.S. Labor Law, Anti-Harassment Training, Intern Program Management

Industry

Description

About the Institute of Foundation Models We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy. As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers. Position Summary: Key Responsibilities Talent Acquisition & Pipeline Execution • Heavy Interview Coordination: Own the complex scheduling and coordination of all global interviews across various research and engineering teams using the Lever ATS system. • Referral Program Management: Manage the end-to-end employee referral process, ensuring timely follow-up, tracking, and communication with referring employees. • Candidate Sourcing & Job Posting: Provide active assistance with candidate sourcing and manage the posting, refreshing, and maintenance of all job descriptions on external and internal platforms. • Recruitment Funnel Management: Maintain and update the internal recruiting tracker, ensuring data accuracy for pipeline metrics and reporting. • Intern Program Management & Compliance:Manage the full operational lifecycle of the F-1 intern program—from initial recruitment and compliant onboarding (overseeing CPT/I-20 documentation and time tracking) through offboarding. Employee lifecycle support • Draft, finalize, and distribute offer letters for new hires. • Conduct comprehensive HR orientation sessions for all new employees. • Serve as the first point of contact for all day-to-day HR-related inquiries and provide HR Guidance/Support to employees, as needed. • Develop and coordinate new hire immersion plans to ensure a successful transition into the team. • Create and maintain accurate internal employee folders and files. • Maintain detailed trackers for new hires, including status, start dates, and required documentation. • Coordinate and manage the background check process, ensuring timely completion and compliance. • I9 verification: Conduct i-9 verifications • Offboarding: Manage the administrative process for offboarding employees, including system termination, final paycheck processing, and coordination of equipment returns with IT. HR Projects and Compliance • Triage and process invoices from external recruitment vendors. • Review and assist with payroll processing, ensuring accuracy in conjunction with the finance team and EOR/PEO partner. • Assist with the administrative requirements related to transitioning the employment model from EOR to PEO. • Maintain and regularly audit anti-harassment training records and trackers to ensure mandatory compliance. • Triage and process invoices from external recruitment vendors. Academic Qualifications • Bachelor's degree in Human Resources, Business Administration, or a related field, or equivalent practical experience. • 4-7 years of experience in a Human Resources or People Operations role, with a strong focus on recruitment coordination and onboarding logistics. • Ideally, experience working in a high volume, fast-paced start-up or large organization environment. • Demonstrated experience managing the full-cycle recruitment process, including sourcing and interview coordination. • Experience working with an Applicant Tracking System (ATS); direct experience with Lever ATS is a significant advantage. • Experience with HRIS platforms (e.g., Workday, ADP) and HR analytics. Preferred Skills • Expert experience working with an Applicant Tracking System (ATS); direct experience with Lever ATS is a significant advantage. • Experience with HRIS platforms (e.g., Workday, ADP) and basic HR analytics. • Strong knowledge of U.S. labor law and compliance requirements. \n \n $90,000 - $120,000 a year \n Benefits Include *Comprehensive medical, dental, and vision benefits *Bonus *401K Plan *Generous paid time off, sick leave and holidays *Paid Parental Leave *Employee Assistance Program *Life insurance and disability

Responsibilities

The HR Operations Specialist will manage talent acquisition processes, including interview coordination and candidate sourcing. They will also support the employee lifecycle, ensuring smooth onboarding and offboarding processes.