Description

Key Responsibilities
Onboarding Coordination

• Receive and organize all new hire data from HR, sorting by region and onboarding priority to ensure a structured, sequenced rollout.
• Manage travel logistics and on-site support for all team members hosting onboarding sessions, including accommodations, itineraries, and materials.
• Build, own, and continuously maintain the onboarding calendar — proactively managing reschedules for employees who missed sessions and communicating changes to all stakeholders.
• Coordinate loaner equipment for incoming employees who need temporary devices, managing inventory, assignment tracking, and returns.
• Identify and process orders for new computers and hardware for incoming employees who require them, working closely with IT and Procurement to ensure timely delivery ahead of start dates.

Tracking & Reporting

• Maintain a real-time roster tracking which employees have and have not completed onboarding, with visibility across regions and cohorts.
• Monitor and route incoming support tickets to the appropriate internal teams, ensuring timely resolution and clear ownership.
• Create and maintain project reporting, including dashboards that reflect onboarding completion rates, timelines, blockers, and overall program health.
• Report progress regularly to the hiring manager, flagging risks and recommending adjustments as needed.

Stakeholder & Cross-Functional Collaboration

• Serve as the first point of escalation for any scheduling conflicts or onboarding blockers, resolving issues quickly and professionally.
• Partner with IT on hardware procurement, loaner coordination, system access provisioning timelines, and technical support ticket routing.
• Coordinate with Legal and Compliance to ensure all required documentation — including NDAs, policy acknowledgments, and regulatory requirements — is tracked and completed for each incoming employee.
• Partner with the onboarding team to develop and maintain the onboarding deck and related materials, ensuring content remains accurate and up to date.
• Draft and coordinate employee-facing communications such as onboarding welcome emails, session reminders, FAQs, and schedule updates to keep incoming employees informed throughout the process.
• Design and manage a structured feedback collection process following each onboarding session.
• Analyze feedback and surface actionable insights to continuously improve the onboarding experience and overall program effectiveness.

Scope & Organizational Structure
This is an individual contributor contract role with no direct reports. The Program Manager will operate as the central coordinator across the following internal partners:

• HR — primary source for new hire data, prioritization, and policy guidance
• IT — hardware provisioning, loaner inventory, system access, and technical support routing

Qualifications
Required

• 3–5+ years of program or project management experience, preferably in a corporate integration, HR, or operations context.
• Proven experience managing complex scheduling, logistics, and cross-functional coordination across multiple regions.
• Strong proficiency with project management tools and calendar platforms (e.g., Microsoft Suite, Miro, Google Workspace, Outlook).
• Excellent communicator — written and verbal — with the ability to manage up, down, and across stakeholder groups.
• Experience drafting employee-facing communications in a professional, clear, and organized manner.
• Comfortable working with HRIS platforms and ticketing/support systems (e.g., Workday, ServiceNow, or similar).
• Detail-oriented with a strong track record of maintaining accurate tracking and reporting under tight timelines.
• Comfortable working in ambiguous, fast-moving environments typical of post-acquisition integration work.

Preferred

• Experience working on M&A integration or large-scale employee onboarding programs.
• Familiarity with IT asset management, hardware procurement, or equipment coordination.
• Familiarity with dashboard and reporting tools (e.g., Tableau, Power BI, or similar).
• Experience coordinating Legal or Compliance documentation in an HR or integration context.
• PMP or equivalent certification is a plus.
• East Coast presence strongly preferred for global time zone alignment

Key Skills

Education

Bachelor's degree