Operational Specialist

Job Title - Operations Specialist II

Job Location - 1 River Road, Schenectady, New York, United States of America, 12345-6000

Job Description -

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 Gas Power Engineering 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.

Position Description

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