Onboarding Assistant [United States]

 

Overview:

Position: Onboarding Assistant

Location: Tustin, CA - Austin -TX ; remote OK, Will be required to work on-site 2 days a week if within 30 miles of Austin or Tustin offices.

Position Summary:

The Onboarding Assistant will support the Onboarding Concierge Team and OLA/ILA Training Managers; creating a cohesive working environment and a superior on-boarding experience for all new hires. Primary responsibilities include providing the department with support for administrative systems, run standard training reports, verifies completion of license transfers, assist other internal departments with the completion of onboarding new employees starting employment with NAF, work with other members of management to assist in the smooth flow of onboarding candidates, and miscellaneous clerical tasks such as filing, and completing paperwork. Dealing with confidential information, one must be able to always maintain a high level of professionalism, confidentiality and dependability.

Responsibilities:

• Act as liaison between New Hire and IT during new hire’s first 6 weeks of employment
• Responsible for getting updates from HR regarding New Hire start dates, retrieval of offer letters, and arrival of equipment (only when manager is out of office)
• Ensure all new hires are smoothly transitioned during their first 2 months at NAF
• Complete weekly onboarding calls to new hires.
• Utilize the OLA On-boarding spreadsheet as a guide to ensure IT equipment was ordered and shipped for upcoming new hires (only when manager is out of office)
• Utilize the OLA On-boarding spreadsheet as a guide to ensure all trainings were completed in timely manner.
• Provide OLA Training Team with the list of new hires for the following week (only when manager is out of office)
• Responsible for keeping adequate inventory of training materials and ordering more when necessary
• Order business cards for new hires and maintain Business Card Tracker
• Attend OLA On-boarding meetings every Wednesday and provide any new updates regarding new hires
• Complete miscellaneous research, reports and memos as requested.
• Create/Update training schedules for new employees
• Gather necessary management approvals and ensure all paperwork is completed accurately.
• Support all departments’ personnel as needed.
• Always maintain and protect the Company’s best interest and professional reputation.

Qualifications:

• 2 years’ recent experience working as an Administrative Assistant or similar
• Prior Onboarding experience preferred
• High school diploma or general education degree (GED).
  
• Recent experience as Administrative Assistant or equivalent.
• Proficiency in all Microsoft Office Suite programs (i.e. Excel, Outlook, Word, PowerPoint, etc.).
• Exceptional interpersonal communication and customer service skills
• Ability to communicate effectively via email, orally and in written form with co-workers, clients, and employees
• Possesses strong attention to detail, time management skills and ability to multitask in a fast paced, demanding environment
• Ability to follow instructions and procedures

Work Authorization: Must be able to verify identity and employment eligibility to work in the U.S.

Other Duties: This job profile is not intended to be an all-inclusive list of job duties and responsibilities, as one may perform additional related duties as assigned in order to meet the needs of the organization.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to lift up to ten pounds. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a keyboard; and to verbally communicate to exchange information. VISION: See in the normal visual range with or without correction. HEARING: Hear in the normal audio range with or without correction.

[EOE/M/F/D/V. Drug-free workplace.]

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