Job Description

Contract to Hire

Hybrid: Remote + Onsite in Albany, NY

Client’s goal is to hire Full Time after a period of consulting

Must be our W2 while consulting.

OVERVIEW:

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced, collaborative environment.

• Success in this role requires strong communication skills, sound judgment, and the ability to coordinate effectively with hiring managers, staffing vendors, Human Resources, and program leadership.

Candidate Tracking and Staffing Coordination

• Maintain accurate candidate tracking records throughout the recruiting and selection process.
• Monitor candidate submissions, interview status, feedback, offers, and anticipated start dates.
• Coordinate with hiring managers and staffing vendors to facilitate timely progression of candidates through the hiring process.
• Identify outstanding actions and proactively follow up to minimize delays in filling open positions.
• Maintain organized staffing documentation and ensure timely updates to recruiting trackers and reports.

Interview Scheduling and Coordination

• Coordinate interview schedules among candidates, hiring managers, and interview panel members.
• Manage interview invitations, scheduling changes, and related communications.
• Track interview completion and facilitate the timely collection of interview feedback.
• Communicate interview outcomes and next steps to appropriate stakeholders.

Staff Onboarding and Offboarding

• Coordinate onboarding activities for new staff, including employees and contractors.
• Track onboarding requirements, documentation, background investigation status, system access requests, and anticipated start dates.
• Work with internal teams and staffing vendors to resolve onboarding issues and facilitate timely starts.
• Coordinate offboarding activities, including required notifications, access termination requests, and administrative documentation.
• Maintain accurate records of staff arrivals, departures, and status changes.

Staff Tracking and Resource Management

• Maintain comprehensive staffing rosters and resource tracking information across the program.
• Track staff assignments, organizational alignment, employment classifications, start dates, departures, and other workforce changes.
• Reconcile staffing records and identify discrepancies requiring resolution.
• Coordinate with program managers and other stakeholders to ensure staffing information remains current and accurate.
• Support workforce reporting, staffing forecasts, and resource planning activities.

Immigration Support

• Provide administrative coordination for immigration-related activities involving program staff.
• Track visa expiration dates, extension milestones, documentation requests, and related deadlines.
• Coordinate with Human Resources, corporate immigration teams, managers, and staff to facilitate timely submission of required information.
• Maintain accurate and confidential immigration tracking records.
• Escalate potential delays or issues to appropriate stakeholders.
• Support established corporate immigration processes without providing immigration or legal advice.

Reporting and Administrative Support

• Prepare and maintain recurring staffing reports, dashboards, and status summaries.
• Monitor staffing activities, outstanding actions, and key milestones.
• Provide timely updates to Resource Management leadership and program stakeholders.
• Identify opportunities to improve tracking processes, reporting accuracy, and administrative efficiency.
• Maintain confidentiality and ensure appropriate handling of personnel and candidate information.

REQUIREMENTS:

• 3+ years of experience in resource management, staffing coordination, recruiting operations, Human Resources operations, or a related administrative function.
• Bachelor's degree in Business Administration, Human Resources, Management, or a related field.
• Equivalent combinations of education and relevant professional experience may be considered.
• Experience coordinating interviews, tracking candidates, and supporting staffing processes.
• Experience maintaining records, staffing rosters, or resource tracking systems.
• Strong proficiency in Microsoft Excel, Outlook, Word, and Teams.
• Ability to manage multiple competing priorities and meet established deadlines.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Demonstrated ability to interact professionally with managers, vendors, and internal stakeholders.
• Ability to handle sensitive and confidential information appropriately.
• Strong follow-through, problem-solving skills, and ability to work independently.
• Experience supporting staffing or resource management activities within a large IT program or government contracting environment.
• Experience coordinating onboarding and offboarding activities for employees and contractors.
• Experience supporting immigration-related administrative processes, including visa tracking and documentation coordination.
• Experience developing staffing reports, trackers, and operational metrics.
• Intermediate to advanced Microsoft Excel skills, including pivot tables, lookups, and data reconciliation.
• Experience working with multiple staffing vendors and coordinating high-volume recruiting activities.
• Proactive and accountable, with strong ownership of assigned responsibilities.
• Highly organized and able to manage detailed information accurately.
• Collaborative and responsive to the needs of program leadership and stakeholders.
• Adaptable to changing priorities and staffing demands.
• Discreet and professional when handling confidential personnel information.
• Committed to process improvement and operational efficiency.