Overview

Human Resources Administrator Jobs in New York, NY at Women’s Prison Association

About Us:

Founded in 1845, WPA is the nation’s first and longest-standing organization dedicated to supporting justice-impacted women and gender-diverse people before, during, and after incarceration. A leader in the criminal justice reform movement, WPA ultimately strives to make incarceration for women obsolete. WPA operates on a gender-responsive, trauma-informed model of support for women impacted by the criminal justice system.

Rooted in New York City, WPA provides women and their families with the essential services they need to remain in their communities, heal, and thrive. We envision a society where women are respected, supported, safe, and living free from oppressive systems.

WPA is implementing a new strategy centered on three key priorities:

1. Create a comprehensive high-quality service model, prioritizing housing and essential care for justice-impacted women.

2. Weave an effective, robust community network so justice-impacted women receive the opportunities, services, and gender-responsive care they need.

3. Shift public opinion and justice system practices and policies so that community-based support is the first and trusted response for women.

We’re proud to be an equal opportunity and affirmative action employer. All hires to our team are based on qualifications, merit, and organizational needs. We recruit, employ, train, and promote regardless of systems involvement, race, color, religion, disability, sex, sexual orientation, gender identity, national origin, age, veteran status, genetic characteristic, or any other protected status. Faithful to our mission, all our employees share in these commitments as a guide to engage one another with dignity and respect.

JOB SUMMARY:

The HR Administrator provides hands-on administrative and coordination support across Human Resources, with responsibility for maintaining accurate records, HR systems, tracking tools, communications, and established HR processes. The role supports recruitment, onboarding and offboarding, training and compliance, performance management processes, and employee programs. The HR Administrator manages the day-to-day administration of HR systems, including Trakstar Learn, iSolved HRIS, and PinPoint, and prepares forms, presentations, reports, communications, SOPs, guides, and training materials. This is a highly administrative, detail-intensive role requiring prior HR experience, strong technology skills, exceptional organization and follow-through, accurate data entry, and the ability to independently manage multiple assignments and deadlines under the direction of the CHRO and Director of HR Operations.

Responsibilities:

Administrative

  • Update or create HR materials, including HR tracking tools, templates, presentations, SOP’s and internal departmental records or documents, ensuring consistency and clarity.
  • Maintain the HR calendar by tracking communication deadlines and ensuring approved communications are distributed as scheduled.
  • Generate HR reports and monthly activity summaries, analyze data for trends, patterns and discrepancies, and provide additional analysis as requested by HR leadership.
  • Assist with internal and external audits by gathering requested HR records and supporting documentation.
  • Facilitate HR Open-Call and Front-Line listening sessions, respond to staff inquiries, and escalate complex matters as needed.
  • Prepare routine HR communications, including staff emails, announcements, and reminders, for leadership review and approval.
  • Coordinate and facilitate employee stay and exit interviews, maintain related documentation, identify recurring themes and trends, and prepare summary findings for HR leadership.
  • Maintain regular in-office availability (minimum one day per week) to support staff needs.
  • Participate in required training and ongoing professional development.
  • Administer recurring HR processes and initiatives, including the Annual Safety Meeting process, by releasing communications and materials, assigning required forms or questionnaires, tracking participation and completion, conducting follow-up, maintaining documentation, and ensuring deadlines and compliance requirements are met.
  • Maintain accurate employee information in the HRIS, including routine data entry, employee updates, document maintenance, reporting, and periodic data audits.
  • Own assigned HR projects from initiation through completion, including developing project plans, identifying stakeholders, establishing timelines and deliverables, coordinating follow-up, tracking progress, and ensuring timely completion throughout the project lifecycle.
  • Provide administrative backup to the HR team, as needed and complete other duties as assigned.

Training

  • Administer WPA University through Trakstar Learn, including user accounts, enrollments, course and quiz setup, assignments, compliance tracking, reporting, system maintenance, and basic troubleshooting.
  • Coordinate Learning Journey assignments and follow-up to support timely completion of required trainings.
  • Develop and maintain training content and materials, including LMS courses, quizzes, presentations, guides, videos, and communications; research and coordinate external training opportunities; and oversee training compliance by tracking required training deadlines and completions, identifying and following up on overdue or missing requirements, issuing reminders and escalations, and maintaining accurate LMS records and documentation.
  • Schedule HR-led training sessions, prepare materials, coordinate participant communications, and support the presentation of assigned content.
  • Coordinate external training opportunities, including registration, scheduling, staff communication, attendance tracking, and record maintenance.
  • Facilitate new-hire training orientation and assign required courses.

Recruitment

  • Coordinate recruitment processes for assigned roles, including job postings, candidate tracking, interview scheduling, reference checks, offer and welcome letter preparation, and related candidate communications, ensuring a consistent and timely hiring process.
  • Maintain accurate and current recruitment tracking tools and candidate records.
  • Support administration of the Applicant Tracking System (ATS), including user access, permissions, workflow coordination, candidate tracking, reporting and basic supervisor support.
  • Conduct first-round interviews for junior-level roles and prepare candidate summaries for review.
  • Coordinate HIRENYC requirements, including monthly admin reporting, candidate referrals and career fairs.
  • Support the administrative coordination of 60-day employee check-ins and the Peer Mentorship Program.
  • Support the administration of internship program, including documentation, required training, and tracking.
  • Maintain departmental Immersion Checklists and related onboarding documentation.

QUALIFICATIONS:

Education/Certification Requirements:

  • Bachelor’s degree in human resources or related field preferred.
  • Relevant certifications or coursework in Human Resources, Training & Development, or Learning Management Systems are a plus.

Experience Required:

  • 3+ years of experience within an HR environment.
  • Experience managing or coordinating recruitment processes, training programs, and employee lifecycle activities required.
  • Experience working with HR systems (e.g., HRIS, ATS, LMS, performance management platforms) preferred.
  • Experience supporting cross-functional initiatives, reporting, and process coordination is a plus.

Competencies:

  • Proficiency in Microsoft Office Suite, particularly PowerPoint, and workplace platforms such as SharePoint and Teams.
  • Strong organizational and task-management skills, with the ability to manage multiple assignments, adjust priorities, meet deadlines, and consistently follow through.
  • Demonstrated critical-thinking and problem-solving skills, including the ability to identify missing information, ask appropriate questions, and determine the next steps needed to complete an assignment.
  • Strong attention to detail and commitment to maintaining accurate records, tracking information, and reviewing work before completion.
  • Technical aptitude and the ability to learn and navigate HR systems, including HRIS, applicant-tracking, learning-management, and e-learning platforms.
  • Ability to support training and HR compliance by maintaining records, monitoring deadlines, preparing reports, and gathering documentation for audits.
  • Strong written and verbal communication skills, with the ability to draft clear communications, respond professionally to routine inquiries, and present information to staff.
  • Ability to work independently within established processes while recognizing when guidance or escalation is needed.
  • Ability to handle confidential and sensitive information with discretion and professional judgment.
  • Strong commitment to diversity, equity, inclusion, and belonging, with a passion for social justice.
  • Alignment with WPA’s vision to make incarceration obsolete by supporting women in their communities.

Health & Wellness

  • Health & Vision insurance
  • Employer-paid dental coverage
  • 100% premium paid Short- and Long-Term Disability
  • Paid family and medical leave
  • Access to an Employee Assistance Program (EAP)
  • Companywide Wellness Challenges

Time Off & Flexibility

  • 12 paid holidays, including a paid holiday week between Christmas and New Year’s
  • Floating holidays and Personal days
  • Hybrid work options for various roles

Financial Benefits

  • 403(b) retirement plan
  • Tax-deferred commuting benefits via ThrivePass
  • 529 college savings plan
  • Flexible Spending Accounts (FSAs)
  • “Aspiring Professionals” Scholarship Program

Growth & Development

  • WPA University ~ Learning Management System (LMS) for on-demand learning
  • Internal & External training opportunities
  • CUNY sponsored scholarship to HSCAS for employee education

Extra Perks

  • Access to the “Alcott HR Marketplace” employee discount program
  • Milestone Celebrations & Awards

*Benefits eligibility may vary based on the number of hours worked

WPA strongly values diversity and inclusivity in the workplace. We’re proud to be an equal opportunity and affirmative action employer. All hires to our team are based on qualifications, merit, and organizational needs. We recruit, employ, train, and promote regardless of systems involvement and race, color, religion, disability, sex, sexual orientation, gender identity, national origin, age, veteran status, genetic characteristic, or any other protected status. Faithful to our mission, all of our employees share in these commitments as a guide to engage one another with dignity and respect. Individuals with criminal justice involvement are strongly encouraged to apply.

Please email your resume, cover letter, and salary requirements to [email protected]. You must include “Human Resources Administrator” in the subject line of your email.

Pay: $70,000.00 – $75,000.00 per year

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in New York, NY 10009

Title: Human Resources Administrator

Company: Women’s Prison Association

Location: New York, NY

Category:

 

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