Program Coordinator

job summary:

• Lead the development and ongoing management of end to end contractor hiring
  • Ability to view the big picture of timelines when budgets are approved, teams/people are identified, and headcount coming for contractor positions.
  • Establish intake and governance process for Finance, HR, and senior leadership to approve opening contractor positions.
  • Develop, enhance, and manage the Contractor Requisition database that publishes all open contractor positions, enabling:
    • Hiring leaders to view all of the team's approved vendors.
    • All approved vendors to view all of the team's open contractor requisitions.
    • Vendors to submit resumes against open contractor positions.
    • Hiring leaders to review resumes and request interviews for vendor to schedule.
    • Automated reminders to notify this role, hiring leader, Finance, and HR when contractor has been in position for 3 months for contractor conversion positions.
  • Develop hiring and onboarding documentation, training, and guidance for hiring leaders and/or administrative staff that is specific to contractors and contractor conversions.
  • Track all existing contractor headcount, contractor conversions, and open contractor positions in a single view
  • Continue to improve contractor hiring and conversion experience, including root cause analysis, solutioning, and aligning with key process stakeholders.

• Manage the end to end contractor conversions process, including:
  • Establish a regular cadence to identify and proactively plan contractor conversions, driving the project planning with Finance and HR.
  • Work with HRBP and Finance to identify contractors eligible for conversions.
  • Recommend contractors to convert to senior leadership, Finance, and HR and align on prioritization.
• Establish professional relationship with all approved vendors and hiring leaders, which include:
  • Any trainings contractors must take before starting or onboarding materials to review.
  • As needed, schedule time with hiring leaders to check in on contractor hiring process.
  • As needed, schedule time with all vendors to share hiring ramp and skillsets coming through the pipeline.

• Lead the development and ongoing management of end to end contractor hiring for Enterprise Digital.
  • Ability to view the big picture of timelines when budgets are approved, teams/people are identified, and headcount coming for contractor positions.
  • Establish intake and governance process for Finance, HR, and senior leadership to approve opening contractor positions.
  • Develop, enhance, and manage the Enterprise Digital Contractor Requisition database that publishes all open contractor positions, enabling:
    • Hiring leaders to view all Enterprise Digital approved vendors.
    • All approved vendors to view all of Enterprise Digital's open contractor requisitions.
    • Vendors to submit resumes against open contractor positions.
    • Hiring leaders to review resumes and request interviews for vendor to schedule.
    • Automated reminders to notify this role, hiring leader, Finance, and HR when contractor has been in position for 3 months for contractor conversion positions.
  • Develop hiring and onboarding documentation, training, and guidance for hiring leaders and/or administrative staff that is specific to contractors and contractor conversions.
  • Provide guidance on requirements for contractor specific onboarding to be included in the enterprise Digital-wide onboarding and offboarding database.
  • Track all existing contractor headcount, contractor conversions, and open contractor positions in a single view, ensuring contractor data can seamlessly integrate with the Enterprise Digital Colleague Resource Quickbase, by:
    • Integrating contractor data sources from Clarity, Rally, etc. with contractor hiring data in Quickbase.
    • Establishing a regular cadence to import contractor positions and hires into the Enterprise Digital Colleague Resource Database for train roster management, org charts, and financial planning and capitalization.
    • Tracking contractors released or converted into FTE is seamlessly tracked.
  • Continue to improve contractor hiring and conversion experience, including root cause analysis, solutioning, and aligning with key process stakeholders.

• Manage the end to end contractor conversions process, including:
  • Establish a regular cadence to identify and proactively plan contractor conversions, driving the project planning with Finance and HR.
  • Work with HRBP and Finance to identify contractors eligible for conversions.
  • Recommend contractors to convert to senior leadership, Finance, and HR and align on prioritization.
  • Secure headcount through headcount ask process, to be approved by the Chief Digital Officer.
  • Ensure process to convert the contractor is successful, including:
    • Leader of any contractor identified has an open requisition in Starsource and is on hold.
    • Clear communication and direction for hiring leader and administrative staff on processes to term contractor, retain access, and in the system move to FTE, following Colleague Experience Office standard operating procedure guidelines.

• Establish professional relationship with all approved vendors and hiring leaders, which include:
  • Setting expectations and direction for engagement with Enterprise Digital for hiring leaders with open positions.
  • Any trainings contractors must take before starting or onboarding materials to review.
  • As needed, schedule time with hiring leaders to check in on contractor hiring process.
  • As needed, schedule time with all vendors to share hiring ramp and skillsets coming through the pipeline.

• Maintain current knowledge of developments in TA and HR policies and requirements, long term hiring strategy, and co-location strategy of the Agile Transformation Office.

• Experienced with Airtable or database design, including workflow automation.
• Proven project manager to develop and exectue a plan under short timelines
• Thinks with a process improvement/how can we automate mindset.
• Ability to manage many moving pieces and complexities.

• Experience level: Experienced
• Minimum 4 years of experience
• Education: Bachelors

• onboarding
• process improvement
• resource planning