Talent Administrative Coordinator

*Position Summary* The Talent Administrative Coordinator provides day-to-day administrative support to the Talent Manager and helps ensure that new hires and employees move smoothly through Active Learning’s onboarding and employee processes.This is a highly organized, communication-focused administrative position. The primary responsibilities include coordinating new hire onboarding, communicating with candidates and employees, collecting and tracking required documentation, maintaining employee records and compliance trackers, assisting with employee updates, and supporting offboarding processes.The Talent Administrative Coordinator will frequently communicate with new hires, prospective employees, and current staff and must be professional, responsive, welcoming, and comfortable following up consistently regarding deadlines and outstanding requirements.This position reports directly to the Talent Manager and supports the Talent Manager in maintaining organized, accurate, and efficient Talent operations. *Key ResponsibilitiesNew Hire Onboarding & Communication* * Coordinate administrative onboarding steps for new hires from the time an offer is accepted through completion of onboarding. * Serve as a primary administrative point of contact for new hires throughout the onboarding process. * Communicate clearly and professionally with new hires regarding required documentation, deadlines, training, orientation, and next steps. * Send onboarding paperwork, forms, instructions, and reminders. * Collect, review, organize, and track required new hire documentation. * Follow up consistently with new hires regarding incomplete or outstanding requirements. * Coordinate pre-employment requirements such as Live Scan/background clearance, TB clearance, CPR/First Aid certifications, Mandated Reporter requirements, and other applicable documentation. * Prepare onboarding materials and assist with new hire orientations and onboarding sessions. * Maintain organized onboarding checklists and trackers to ensure each new hire completes requirements on time. * Communicate onboarding status and outstanding items to the Talent Manager. *Candidate & Employee Communication* * Professionally communicate with prospective employees, new hires, and current employees regarding Talent-related administrative processes. * Respond to routine questions regarding onboarding, documentation, required certifications, training requirements, and next steps. * Send reminders and follow-up communications when information or documentation is outstanding. * Maintain a welcoming and professional tone while also clearly communicating expectations and deadlines. * Escalate employee relations, HR, compensation, or other sensitive matters to the Talent Manager or appropriate HR representative. *Employee Documentation & Records* * Maintain accurate and organized employee personnel records. * File and update employee documents throughout the employee lifecycle. * Review employee records regularly for missing, incomplete, or expired documentation. * Follow up with employees regarding required updates or missing information. * Maintain confidentiality when handling employee and candidate information. * Ensure internal employee trackers and records remain accurate and current. *Compliance & Certification Tracking* * Maintain administrative trackers for employee certifications, clearances, and required employment documentation. * Monitor expiration dates and upcoming renewal requirements. * Send employees reminders regarding expiring or outstanding documentation. * Follow up until required documentation has been received. * Provide regular updates to the Talent Manager regarding outstanding requirements. * Escalate urgent or unresolved compliance matters when appropriate. *Employee Changes & Offboarding Support* * Assist with administrative processing of approved employee changes. * Update internal trackers and employee records following approved changes. * Maintain documentation related to employee updates. * Assist the Talent Manager with employee offboarding procedures. * Prepare and organize applicable separation documentation and internal notifications. * Update employee records and trackers following separation. * Ensure employee files are complete and properly organized. *Talent Administrative Support* * Maintain Talent calendars, employee trackers, onboarding lists, spreadsheets, and administrative records. * Prepare employee communications, forms, letters, and Talent-related documents. * Assist with scheduling orientations, onboarding appointments, trainings, and other Talent activities. * Assist the Talent Manager with employee-related projects and administrative assignments. * Help maintain organized Talent systems, folders, files, and processes. * Identify missing information, upcoming deadlines, or incomplete tasks and proactively follow up. * Provide additional administrative support to the Talent Manager as needed. *Qualifications* * Previous administrative, onboarding, recruiting coordination, employee services, or office support experience preferred. * Strong administrative and organizational skills. * Excellent attention to detail. * Strong written and verbal communication skills. * Comfortable communicating professionally with candidates, new hires, employees, and managers. * Ability to manage multiple deadlines, employees, documents, and follow-ups simultaneously. * Strong follow-through and ability to stay on top of outstanding items without constant supervision. * Ability to maintain confidential employee information. * Comfortable working with spreadsheets, trackers, email, calendars, and electronic files. * Proficiency with Google Workspace and/or Microsoft Office. * Experience with onboarding or employee management systems preferred. * ADP experience is a plus. * Ability to work independently while understanding when an issue should be escalated to the Talent Manager. *Key Competencies* * Administrative organization * Attention to detail * Professional communication * Follow-through and accountability * Time management * Prioritization * Confidentiality and discretion * Customer service * Documentation management * Reliability * Problem-solving * Ability to manage repetitive processes accurately * Ability to work within established procedures *What Success Looks Like* A successful Talent Administrative Coordinator keeps the Talent department organized and ensures that administrative processes do not fall through the cracks.New hires receive clear and timely communication. Required documents are collected and tracked. Certifications and compliance requirements are monitored. Employee records remain accurate and organized. Follow-ups happen consistently, and the Talent Manager can easily see the status of outstanding items.Most importantly, this person provides dependable administrative support so the Talent Manager can focus on higher-level Talent responsibilities while knowing that day-to-day onboarding, documentation, communication, and tracking are being handled accurately and professionally. Pay: $25.00 per hour Expected hours: 25.0 – 30.0 per week Benefits: * Flexible schedule Work Location: In person