Onboarding Specialist

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.