Program AdministratorAPPLY FOR JOB

Essential Duties/Responsibilities:
• Coordinates with Customer Service Management team to ensure all new hires are successfully onboarded.
• Ensures proper cubicle assignment & desk preparation.
• Orders nameplate, ensuring correct spelling of the incumbent’s name.
• Prepares onboarding kits (e.g. T-shirts and mugs).
• Provides office supplies.
• Orders equipment (PC, Phone, and headset if needed), ensuring appropriate Genesys (telephone) licenses are ordered according to the new hire’s role.
• Sets up access requests to the systems they will need to perform their job and ensures proper UCC (user codes) are selected, according to job role (RPS, CIC, PeopleSoft, PeopleSoft Financials, BI Dashboard, etc.)
• If additional access is necessary, completes the request for VPN, Data Warehouse, DORSTOR, Income Statement Search Tool, Portfolio Warehouse, and Tax Processing (Special Tax Returns Processing) form and submits to B2B Support.
• Works with various DOR staff to add new hires to the appropriate email distribution lists.
• Works with Customer Service Management team to ensure mentor is assigned.
• Welcomes new employees, and upon their arrival, gives them a tour of the Central Office.
• Ensures the new team member’s badge allows them access to the Customer Service area.
• Introduces new hires to appropriate team members.
• Ensures the new team member attends Orientation.
• Other duties as assigned (i.e. provide support to Training such as documentation and materials prep, Communications/Procedures, and WFM areas as needed.)
Job Requirements:
• Friendly, positive and upbeat personality!
• Proven admin, assistant or HR Onboarding Specialist experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Proficient in MS Office (MS Excel, Word)
• 3-5 years of experience in the field or in a related area
• High school diploma or equivalent; some college preferred.
Supervisory Responsibilities/Direct Reports:
No supervisory responsibilities.
Difficulty of Work:
Incumbent works within generally accepted management guidelines and practices. Only general instructions and/or objectives are provided before work begins. The Onboarding Coordinator’s job requires considerable initiative and solid time management and organizational skills. The Incumbent must have the ability to coordinate and manage multiple requests and deadlines and must prioritize the workload in order to meet deadlines; will use general judgment in order to complete associated tasks required to deliver expected results.
The Onboarding Coordinator has significant independence in the role and interacts with all areas of the DOR Customer Service and the leadership team. The Incumbent must effectively coordinate their own assignments as they relate to their overall workload and the needs of the department. The Incumbent works independently and uses general judgment in problem-solving situations.
Personal Work Relationships:
Good personal work relationships with co-workers, administrators, supervisors, division directors, other government agencies, etc., for the purposes of building and maintaining good rapport on behalf of the agency, is crucial to the success of this role.
Physical Effort:
May have the need to periodically lift/carry/move objects/boxes weighing up to 20 pounds; as well as to stop and/or bend to perform light filing tasks as needed.
Working Conditions:
Work is completed in a normal office environment with little exposure to excessive dust, noise, or temperature extremes; with regular use of a personal computer and exposure to video display terminal.
Type: Contract | Location: Indianapolis, Indiana


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