HR & Business Operations Specialist
1 day ago
Ashburn
Schedule: Part-time, 10 hours per week \n Location: Primarily remote; Virginia residency and availability for regular in-person meetings in the Ashburn/Loudoun County area required \n Reports to: Dr. Sandra E. Aboy, Founder & CEO \n Compensation: Based on experience \n About T9CG\n Title IX Consulting Group is a growing consulting company serving schools, institutions, and organizations through civil rights consulting, investigations, training, prevention, and expert witness services. \n As our team and services expand, we are seeking an experienced professional to help build the HR infrastructure and administrative systems that support our next stage of growth. We value respectful communication, initiative, accuracy, accountability, and strong working relationships. \n Position Overview\n The HR & Business Operations Specialist will help develop, implement, and maintain T9CG’s HR, payroll, contractor administration, and client invoicing systems. \n This role requires someone who can assess existing practices, identify gaps, recommend practical solutions, and take ownership of implementation. The Founder & CEO is currently evaluating systems; this person will help assess those options, configure selected platforms, organize records, and establish reliable workflows. \n \n Experience administering a workforce that includes independent contractors across multiple states is required. The successful candidate must understand the administrative differences between employees and contractors, recognize when state-specific requirements need review, and coordinate with qualified payroll, accounting, or legal professionals when necessary. \n Key Responsibilities\n Build HR Infrastructure \n\n • Assess current personnel records, onboarding practices, administrative procedures, and system needs.\n, • Develop a prioritized plan for building practical HR infrastructure appropriate for a growing company.\n, • Establish organized, confidential personnel and contractor records.\n, • Create onboarding and offboarding checklists, administrative templates, and documented workflows.\n, • Track required documentation, acknowledgments, renewals, and approved changes to work arrangements.\n, • Support the development and implementation of company policies with CEO approval and outside professional input where needed.\n, • Coordinate recruiting administration and interview logistics as capacity allows.\n\n Multi-State Employee & Contractor Administration \n\n • Maintain accurate records of worker locations, approved work arrangements, agreements, payment terms, and required documentation.\n, • Coordinate contractor onboarding, including collection of W-9s and signed agreements.\n, • Maintain appropriate workflows for employee payroll and contractor payments.\n, • Identify potential classification or state-specific administration concerns and refer them for qualified review.\n, • Coordinate with payroll providers, accountants, and legal or HR advisors regarding applicable registrations, reporting, and other requirements.\n, • Support year-end contractor payment reconciliation and preparation for applicable tax reporting with the company’s accountant or payment provider.\n, • Track proposed changes in worker location and flag resulting administrative needs before implementation.\n\n Payroll & Contractor Payment Systems \n\n • Review current timekeeping, payroll, and contractor payment practices; identify errors, gaps, and unnecessary manual work.\n, • Help evaluate and implement selected systems, including setup, data organization, workflow testing, and process documentation.\n, • Establish clear submission deadlines, approval steps, payment schedules, and responsibility assignments.\n, • Review submitted hours and contractor invoices for completeness, accuracy, and consistency with approved terms.\n, • Coordinate resolution of discrepancies and obtain required approvals before payments are released.\n, • Maintain payment records and coordinate with the accountant or bookkeeper.\n\n Client Invoicing & Receivables \n\n • Help build a consistent invoicing process using approved engagement terms, rates, retainers, and time records.\n, • Configure and maintain invoice templates, billing schedules, and payment tracking within selected systems.\n, • Prepare and issue approved client invoices.\n, • Track outstanding balances, send routine reminders, and flag overdue or disputed accounts.\n, • Coordinate retainer tracking and replenishment notices where applicable.\n, • Maintain organized supporting records and provide concise billing updates to the CEO.\n, • Recommend improvements that reduce billing delays and improve accuracy.\n\n Operations & Process Improvement \n\n • Create a central calendar of recurring HR, payroll, contractor payment, and invoicing deadlines.\n, • Document procedures so essential functions can be completed consistently and transferred when needed.\n, • Coordinate responsibilities with the executive assistant and other team members to prevent gaps or duplication.\n, • Identify opportunities for appropriate automation and integration between systems.\n, • Provide a brief weekly update covering completed work, upcoming deadlines, decisions needed, and emerging concerns.\n\n Initial Priorities\n The specialist will work with the CEO to establish a phased implementation plan: \n\n • Assess and stabilize: Review existing records and workflows, identify urgent issues, and maintain essential payment and billing deadlines.\n, • Build and implement: Help select or configure systems, organize records, and establish clear procedures and approval steps.\n, • Maintain and improve: Manage recurring responsibilities, monitor accuracy, and refine processes as the company grows.\n\n Schedule & Workload\n This position begins at 10 hours per week, distributed across a mutually agreed schedule that supports payment and billing deadlines. \n Regular in-person meetings with the Founder & CEO are required, generally once per week in the Ashburn/Loudoun County area. Depending on scheduling and business needs, meetings may occur once every two weeks. Meeting dates and times will be coordinated in advance, and meeting time will be included within the position’s weekly hours. \n Infrastructure development will occur in phases alongside recurring responsibilities. The specialist must identify competing priorities, recommend realistic timelines, and communicate when a project requires additional resources. Additional hours require advance CEO approval. \n There may be an opportunity for the role to expand as company needs and resources grow. \n Authority & Collaboration\n The specialist will own assigned administrative workflows and make recommendations to the CEO. The role requires independent follow-through while maintaining clear approval boundaries. \n The CEO retains final authority over hiring, termination, compensation, worker classification decisions, company policies, contracts, significant spending, and disputed payments. Payroll and contractor payments require designated approval before release. \n The specialist will coordinate with the executive assistant and outside professionals. This position does not initially include organization-wide staff supervision. \n Required Qualifications\n\n • Demonstrated experience building or improving HR and business administration systems for a small or growing organization.\n, • Hands-on experience with payroll coordination, contractor payments, client invoicing, and onboarding.\n, • Experience administering independent contractors across multiple states, including documentation, payment workflows, and coordination of state-specific questions with qualified advisors.\n, • Ability to distinguish administrative responsibilities for employees and independent contractors and recognize issues requiring specialized review.\n, • Experience implementing or configuring payroll, invoicing, HR, or related business platforms.\n, • Strong organizational skills, financial accuracy, and discretion with sensitive information.\n, • Ability to turn incomplete or informal processes into clear, usable systems.\n, • Respectful communication, sound judgment, and reliable follow-through.\n, • Current Virginia residency and availability for in-person meetings in the Ashburn/Loudoun County area, generally weekly and sometimes once every two weeks.\n\n Preferred Qualifications\n\n • Experience supporting a consulting firm or other professional services business.\n, • Familiarity with hourly billing, retainers, project-based engagements, and distributed teams.\n, • Experience coordinating with outside accountants, payroll providers, and employment advisors.\n, • Relevant HR, payroll, bookkeeping, or operations training.\n\n Measures of Success\n\n • Reliable, documented HR, payroll, contractor payment, and invoicing workflows.\n, • Accurate records and timely, approved payments.\n, • Prompt client invoicing and consistent receivables follow-up.\n, • Complete onboarding documentation and organized personnel files.\n, • Clear visibility into administrative deadlines and unresolved issues.\n, • Less routine follow-up required from the CEO.\n, • Practical infrastructure that can support continued company growth.\n\n