Program Associate - Admin & People Operations

About the job

Shooting Stars Foundation (SSF) supports scholars through their academic journey and into meaningful careers, and sustains a growing community of alumni, corporate volunteers, and partners around that mission. As an Admin & People Operations Associate, you will be responsible for ensuring the smooth functioning of SSF’s people and administrative processes. The role will manage and coordinate key employee, intern and volunteer lifecycle activities - from recruitment and onboarding to attendance, payroll documentation, engagement and exit.

Position Title: Admin & People Operations Associate

Full Time (8hrs/day / 40hrs/week)

Remuneration: Rs 20,000 - 24,000 per month (depending on experience)

Location: Chennai (Hybrid – Minimum 2-3 days a week at Nungambakkam office)

Availability: Monday to Friday with some evening and weekend availabilities as needed

Requirements

• 1-3 years’ experience in NGO or relevant field with similar admin role
• Spontaneous push to close attitude of all projects
• Attention to detail is extremely important
• Fast paced project experience is a must
• Data Analysis / Dashboarding / Reporting experience is a MUST
• Creating and maintaining SOP / Workflows for processes is a MUST
• Passion for community service, especially in the field of education
• Degree holder – Arts / Social Work / Humanities / Organizational Studies
• Excellent English language skills – both written and spoken – proficient in other languages in India is an advantage
• Good communication skills to maintain relationships with members of the organization and respond to their requests regularly.
• Working knowledge of Google Drive / Excel / Word / Email etc. (You will be tested in this)
• Own a laptop or system at home with internet connection - Online work / Telephone work

Application will be considered only if the following form is filled - https://forms.gle/BNfcZzpU1NYfMmf26

Roles and Responsibilities

Expense Administration

• Raise and track employee / vendor expense requests - Collect bills, invoices and supporting documents
• Coordinate with treasurer, accountant and approvers for payments
• Maintain expense report 
• Support audit / compliance documentation
• Any other Finance administration items follow up as required  

Employee HR Administration

• Maintain complete employee records and HR documentation
• Manage leave and attendance tracker
• Ensure employee information is updated across relevant systems

Hiring & Recruitment Administration

• Coordinate with hiring managers on shortlisted candidates - send interview / google form communication to candidates
• Maintain candidate tracker and recruitment status
• Own the end-to-end administrative onboarding and exit checklist

Intern Management

• Support intern hiring - send communication, roll out intern offer 
• Onboard interns - induction checklist
• Maintain intern database, reporting manager, work allocation, feedback, internship completion certificates
• Track timesheets and attendance
• Coordinate intern engagement activities - townhall with the team, quarterly awards, weekly motivation

Office & General Administration

• Vendor coordination - procurement, packaging, delivery, printing, etc.
• Maintain records of company assets issued to employees - phone, laptops, etc.
• Schedule and coordinate town halls, internal events calendar, coordinate employee training and engagement activities (quarterly awards, anniversary / birthday wishes, anniversary cake, prizes for various scholar events, etc.)
• The Admin person should be the custodian of organizational administrative records

(In future scope) Volunteer Management

• Volunteer onboarding - maintaining database, collect required documentation
• Match volunteers with programs / events
• Track volunteer participation hours
• Maintain volunteer certificates records
• Build a volunteer history for future engagement

Application will be considered only if the following form is filled - https://forms.gle/BNfcZzpU1NYfMmf26