Position Summary
Spencer Stuart is seeking a Human Resources Operations and Benefits Specialist for Spencer Stuart’s internal Human Resources Team. The HR Specialist will support the day-to-day operations of the Human Resources function, providing critical operational support across key HR processes, specifically Benefits, Employee Relations, and Mobility/Immigration. Another Key function of this role will be to assist the HR Operations & Benefits Manager in building and maintaining key HR operational processes ensuring compliance across the organization. This role partners closely with HR Manager, Talent Partners, Compensation & Benefits Team, and external vendors to ensure a positive employee experience and compliance with U.S. employment regulations and benefit compliance. The ideal candidate has mid-career HR experience, exposure to employee relations management, U.S. immigration and visa processes, and hands-on experience supporting employee benefit plans.
Key Relationships
Reports to:
Human Resources Operations and Benefit Manager
Other Key Relationships:
Vice President Human Resources
Directors Human Resources
Chief People Officer
Talent Partners
HR Generalists
Learning & Development Team
Compensation & Benefits Team
Internal Business Function Teams (Technology, Workday Operations, Legal, Marketing, Finance)
Location:
Chicago, IL (Hybrid/On-site as applicable)
Key Responsibilities
HR Operations & Compliance
- Respond to employee inquiries regarding HR policies, procedures, and programs, escalating issues as appropriate.
- Assist with Compliance initiatives and cyclical processes such as audits, and compliance reporting.
- Support the HR Operations & Benefits Manager with regular annual updates HR policy and procedure documents, and employee handbooks.
- Ensure all U.S. offices have the most current physical and virtual Labor Law Posters.
- Maintain CPR and AED certifications for the company every 2 years, or as required by applicable law through collaboration with external vendor.
Employee Relations Support
- Act as the first point of HR contact in receiving and reviewing employee relations complaints, concerns, and inquiries from employees, managers, Talent Partners, and/or firm leaders. (e.g., misconduct, harassment, retaliation, performance concerns). Assess severity, risk level, and urgency of cases.
- Assist in conducting impartial investigations into employee complaints (e.g., misconduct, harassment, retaliation, performance concerns). Interview employees, managers, and witnesses; gather relevant evidence.
- Work closely with the HR Operations and Benefits Manager to analyze findings, determine conclusions, and determine next steps forward based on facts and company policy.
U.S. Immigration & Visa Support
- Assist the HR Operations & Benefits Manager in supporting U.S. immigration and visa case administration (e.g., H-1B, TN, OPT, STEM OPT) in partnership with external immigration counsel.
- Track visa expiration dates, work authorization documents, and compliance-related deadlines.
- Help to review formal documents for visa filing to ensure 100% accuracy while maintaining confidentiality.
Benefits Administration
- Assist with the administration of employee benefit programs, including medical, dental, and vision.
- Support open enrollment activities, benefits communications, and employee life event changes.
- In partnership with the HR Operations and Benefit Manager, Coordinate with benefits vendors and assist with monthly invoice review and reconciliation.
- Answer routine employee questions related to benefit plan eligibility, coverage, and enrollment.
- Maintain the firm’s COBRA process by sending the applicable COBRA notices as mandated by state and federal requirements, enrolling firm members into COBRA as elected, maintaining accurate records of COBRA enrollees and monthly payments.
Recruitment & Onboarding
- Provide support for our Talent Acquisition team with recruiting activity, including job postings, and offer letter preparation in Workday.
- Participate in Workday testing and process improvements as needed.
- Support onboarding and offboarding processes, including I-9 documentation, and sending information on how to complete onboarding activities.
- Assist with background checks in compliance with federal and state requirements.
HR Systems & Reporting
- Participate in initiatives to optimize the Workday platforms and other HR technologies by helping to test system changes before they go live in production.
- Assist in reorganizing Workday dashboards and the HR Company intranet page to ensure all informational documentation is up to date.
Ideal Experience
Basic Qualifications
- Bachelor’s degree in Human Resources, Business Administration, Organizational Psychology, or related field is required.
- 3-5 years of experience in Human Resources.
- Experience working with employee benefit plans and benefits administration processes.
- At least 1 year experience working with Employee Relations cases; ideally with the ability to lead employee investigations.
- Familiarity with U.S. employment laws and compliance requirements.
- Proficient with Microsoft Office Suite
- Excellent verbal and written communication skills.
- Displays excellent interpersonal and customer service skills, preferably with experience assisting high level executives.
- Strong organizational skills and attention to detail with the ability to manage multiple priorities and deadlines.
- Professional maturity to handle confidential information.
- Fluent in English (written & spoken).
Preferred Qualifications
- Experience supporting U.S. immigration and visa cases (administrative or coordination support).
- Previous experience using Workday (HRIS).
- Additional language skills (outside of English) will be an advantage.
The base compensation for this position is $70,000 - $75,000 per year. The actual base compensation offered will be dependent on the individual’s skills, experiences, and qualifications. This position will be eligible to participate in our annual discretionary bonus program.
Spencer Stuart also offers a competitive benefits package, which includes:
Retirement savings plan with discretionary profit sharing contribution and employer match;
PTO (minimum 15 days per year, increases with tenure), paid sick time (10 days per year), company holidays (12 days per year), and paid leaves of absence when applicable;
Comprehensive health benefits, including medical, dental, and vision insurance, and healthcare flexible spending account;
Life Insurance, and short-term and long-term disability insurance;
Wellness benefits, including an employee assistance program, virtual mental health program, and mindfulness program; and
Voluntary benefit options, including supplemental life insurance, identity theft protection, and whole life insurance with long-term care and critical illness coverage.
Spencer Stuart is a proud equal opportunity and affirmative action employer. We are committed to non-discrimination without regard to actual or perceived race, ethnicity, creed, color, religion, gender (including pregnancy, childbirth or related medical conditions), national origin, immigration status, ancestry, age, marital status, protected veteran status, physical or mental disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under applicable federal, state or local law.
