Human Resources Specialist

Position Summary:

Job Title: Onboarding Operations Specialist

Duration: 12 Months Contract

Location: Schenectady, NY 12345

Position Summary

• The TLO Operations Specialist is responsible for coordinating and executing onboarding, early-career program operations, training event logistics, systems access setup, and administrative support for the Technical Learning Office.
• This role ensures consistent, compliant, and high-quality onboarding and learning experience for new hires, including employees, contractors, and EEDP participants, while supporting operational excellence across TLO programs.
• This Schenectady-based role combines day-to-day onboarding execution, systems and equipment coordination, event planning, stakeholder communication, and standard work/process management.

Technical Skills:

Must Have

• Experience in onboarding coordination, operations support, training logistics, program administration, or related business operations

• Strong project coordination and organizational skills

• Ability to manage multiple tasks, deadlines, and stakeholders simultaneously

• Strong written and verbal communication skills

• Experience working with Microsoft Office tools and collaboration platforms

• Comfort managing logistics, systems access coordination, and participant communications

• Ability to work independently while coordinating across teams

• Strong attention to detail and follow-through

• Experience with event planning, onboarding processes, or early career program support preferred

Nice To Have Tools / Systems Commonly Used:

• Microsoft Teams

• Outlook

• Excel

• PowerPoint

• Smartsheet

• Workday

• OneIDM / MyTime

• EdCast

• Security/badging tools

• Internal onboarding and event scheduling tools

Key Responsibilities:

1. New Hire Onboarding Operations

• Coordinate end-to-end onboarding support for new hires, including employees, contractors, and program participants.
• Create and maintain standardized onboarding documents, checklists, presentations, and process guides.
• Maintain onboarding websites, toolkit resources, and other shared materials used by new hires and stakeholders.
• Build individual onboarding checklists and send welcome communications to new hires prior to start date.
• Coordinate with HR, hiring managers, and key stakeholders on start dates, locations, system needs, and onboarding readiness.

2. Equipment, Access, and Systems Support

• Coordinate computer ordering and setup for new hires and help managers complete equipment requests.
• Support or coordinate setup for required access and systems, including V drive, Box, EdCast, Smartsheet, Bench, MyTime, and other onboarding-related tools.
• Assist with Day 1 computer setup and guide new hires through basic system access and onboarding technology needs.
• Help ensure new hires receive laptops on Day 1, complete initial setup promptly, and are assigned required training within defined timelines.

3. Orientation and Event Coordination

• Plan and coordinate new hire orientation sessions, onboarding events, kickoffs, and related learning experiences.
• Reserve rooms and meeting spaces, send calendar invitations, arrange catering, coordinate security/badging, and organize tours.
• Coordinate speakers, agendas, materials, swag, and event logistics to deliver professional and consistent participant experience.
• Provide onsite support during orientation and event execution, including greeting participants and assisting with room setup and technology readiness.

4. EEDP and Early Career Program Support

• Support EEDP onboarding and kickoff preparation, including communications, coordination, event logistics, and participant readiness.
• Manage or support EEDP-related operational processes such as policy acknowledgements, relocation coordination, badging, distribution lists, and participant information tracking.
• Coordinate rotation-related administrative processes, including gathering assignment information, supporting Workday updates, validating assignment leaders, and communicating rotation pairings.
• Assist with EEDP interviews, networking sessions, preparedness activities, and recurring surveys as needed.

5. Training Operations Support

• Support preparation and logistics for TLO-led trainings and workshops such as Cultivate, Innovation, Systems Thinking, Teardown, EEDP information sessions, and other learning events.
• Coordinate room bookings, participant communications, supplies, materials, catering, swag, and related event logistics.

6. Process Management and Continuous Improvement

• Develop, document, and maintain standard work for onboarding and operational processes.
• Maintain lists, trackers, distribution groups, survey workflows, and other operational tools to support accurate execution and reporting.
• Identify gaps, improve process consistency, and help implement scalable approaches across regions and programs.

Core Deliverables

• Standardized onboarding documents, checklists, and new hire communications
• Day 1 onboarding readiness for new hires in scope
• Computer and systems access coordination
• Orientation and event logistics completed accurately and on time
• EEDP operational support and rotation administration
• Training delivery logistics and materials coordination
• Survey administration and follow-up tracking
• Maintained websites, toolkits, trackers, and distribution lists

Success Measures / Key Performance Indicators:

• New hires receive required equipment and Day 1 onboarding support on time
• New hires can successfully set up systems and complete required early onboarding tasks within expected timelines.
• EHS and other required training assignments are completed within target windows.
• Onboarding and event survey results are positive on average or better.
• Workday rotation and assignment data is accurate and maintained on time.
• Event logistics, conference room scheduling, supplies, and catering are delivered accurately and without disruption.
• Standard work and scalable processes are established and maintained within the expected timeframe.

Working Conditions / Schedule

• Based in Schenectady, NY
• Standard full-time schedule with flexibility required to support onboarding sessions, events, and occasional early-start activities
• Onsite presence required for in-person orientation support, badging coordination, event setup, and new hire Day 1 experience