Training & Onboarding Operations Specialist II

Job Description

Job Description

CLIENT HIGHLIGHT

The client you’ll be supporting is a Fortune 500 global leader in energy technology, focused on helping the world produce cleaner, more reliable power. Their teams design and improve the systems that keep homes, businesses, and communities running, from gas and wind turbines to the electrical grids that connect them. This is a chance to be part of a company that’s driving innovation, supporting sustainability, and shaping the future of energy.

LOCATION

Schenectady, NY

COMPENSATION

$37 - $43.50 per hour

SCHEDULE

Hybrid: In-person presence required for orientation support, badging, event setup, and Day 1 new hire experience

Working Hours: Monday – Friday 40 hours per week

Standard full-time schedule with flexibility for onboarding sessions and occasional early-start activities

CONTRACT TERM

1 year with high likelihood of extension or conversion to full time employee

POSITION OVERVIEW – 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 experiences for new hires, including employees, contractors, and EEDP participants, while supporting operational excellence across TLO programs.

RESPONSIBILITIES

• 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.
• 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.
• 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 a professional and consistent participant experience.
• Provide onsite support during orientation and event execution, including greeting participants and assisting with room setup and technology readiness.
• 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.
• 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.
• 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.

PERFORMANCE MEASUREMENT

• 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.

REQUIRED QUALIFICATIONS/SKILLS

• 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

PREFERRED QUALIFICATIONS/SKILLS

• Microsoft Teams
• Outlook
• Excel
• PowerPoint
• Smartsheet
• Workday
• OneIDM / MyTime
• EdCast
• Security/badging tools
• Internal onboarding and event scheduling tools