Senior Operations & Analytics Specialist

About the Role

Ninja One is scaling rapidly and hiring is a core growth lever. As we increase velocity globally across GTM, Product, and Engineering, our recruiting infrastructure must be precise, predictable, and built for scale. We are seeking a highly tactical, systems‑minded, data‑driven Senior Recruiting Operations & Analytics Specialist to power the operational engine behind Talent Acquisition. This role builds and optimizes the workflows, reporting infrastructure, and system integrations that enable recruiting to operate with discipline and credibility.

You will execute the operational strategy set by TA leadership. You will translate hiring plans into capacity visibility, instrument clean reporting across systems, and replace manual tracking with scalable, best‑practice infrastructure. This role sits at the intersection of TA, Finance, and HRIS, ensuring hiring decisions are grounded in trusted data and realistic delivery expectations. If you are an Excel expert, energized by building systems, improving signal clarity, and eliminating spreadsheet dependency, this role is for you.

We are flexible on hybrid/remote working from home if you are located in the USA and reside in one of the following states: CA, CO, CT, FL, GA, IL, KS, MA, ME, NC, NJ, NY, OR, TN, TX, VA, or WA. Preference will be given to candidates based in Austin, TX or those willing to relocate unassisted who are able to work in‑office 2 days per week.

• Configure and rebuild workflows, stage mappings, automation rules, and reporting logic during migration from Jobvite to the new ATS
• Own ongoing optimization and maintenance of the ATS, embedding structured workflows and eliminating spreadsheet‑based tracking
• Reconcile and maintain alignment across ATS, Dayforce, and Finance systems to ensure accurate headcount, requisition, and offer reporting
• Run regular system audits to identify broken workflows, duplicate records, reporting gaps, or data inconsistencies and resolve root causes

• Audit existing spreadsheet processes, redesign them inside core systems, and implement automation to eliminate manual tracking and reporting gaps.
• Build and document standardized hiring workflows directly within the ATS
• Automate interview scheduling, feedback collection, approvals, and reporting to reduce manual effort and variability
• Standardize intake forms, approval flows, and offer processes to improve clarity and decision velocity

• Build and maintain recruiting dashboards in Power BI that pull directly from ATS and Dayforce source systems
• Clean and normalize historical data, correct inconsistent stage mappings or status usage, and define standardized metric definitions across systems
• Validate reporting outputs before distribution to leadership, resolving discrepancies at the root cause

• Identify where candidates or hiring managers stall in the process and adjust workflows to improve velocity
• Use workload and funnel data to recommend requisition rebalancing when capacity thresholds are exceeded
• Additional duties as assigned

• 3–4+ years of hands‑on experience in recruiting operations, ATS administration, talent analytics, or workforce planning in a fast‑paced, growth‑oriented environment
• Direct experience configuring and maintaining an ATS, including workflows, stages, automation rules, templates, and reporting logic
• Proven track record of replacing spreadsheet‑based tracking with system‑driven workflows and automation
• You are fluent in advanced Excel including VLOOKUP or XLOOKUP, multi‑sheet reconciliation, pivot tables, and cross‑system data validation and use it to identify inconsistencies before they become reporting issues.
• Hands‑on involvement in migrating from Jobvite to a new ATS, rebuilding workflows, mapping historical data, and validating reporting accuracy post‑migration
• Familiarity with Dayforce HRIS and experience aligning recruiting data with employee and headcount records
• Practical experience developing recruiting dashboards in Power BI, including transforming raw data into actionable insights
• Strong working…