Program Coordinator

Acara Solutions, Inc.; Village of Williamsville (NY); Hybrid; USD 29,000 - 32,000; Full time

Benefits offered by this job

Health insurance

Health savings account

Dental insurance

Disability insurance

Life insurance

Vision insurance

401(k)

PTO (paid time off)

10 paid holidays

Hybrid work options

Job summary

Broadleaf Results is seeking a proactive Program Coordinator to drive recruitment success within MSP. You will support hiring efforts by managing talent acquisition processes and fostering relationships with suppliers, hiring managers and other client points of contact.

The Program Coordinator operates with a high degree of independence, applying program knowledge and sound judgment to coordinate across suppliers and the client - escalating to Program Managers for strategic or high‑risk

Qualifications

• Associate degree or equivalent experience; 2+ years in a fast-paced office setting.
• Proficiency in Microsoft Office Suite.
• Effective communication, customer service, and remote support communication skills.
• A resourceful team-player who can also work independently.

Responsibilities

• Coordinate the onboarding process for contingent workers, ensuring all requirements are completed accurately and on time.
• Serve as a point of contact for suppliers and hiring managers throughout the onboarding and background check process.
• Track candidate progress, communicate status updates, and provide guidance on timelines and next steps.
• Verify that workers meet all compliance requirements before their start date.
• Identify process gaps and surface recommendations for improvement to Program Managers.
• Respond to inbound inquiries from hiring managers and suppliers that require more than a templated response.
• Apply program knowledge and judgment to assess each situation and determine the appropriate path forward.
• Facilitate communication and coordination between multiple parties when needed, including suppliers, workers, and client contacts.
• Triage and manage inbound tickets and requests, resolving directly when within scope or routing appropriately.
• Escalate complex or high‑risk situations to Program Managers as needed.
• Coordinate worker-related matters throughout the assignment lifecycle, including performance concerns, attendance issues, and conduct documentation.
• Support the process for worker transitions, terminations, and replacements, ensuring clear communication between all parties.
• Assist with worker reassignments, coordinating all steps required to move a worker between roles, managers, or departments.
• Prepare and distribute program updates, status reports, and compliance summaries for hiring managers.
• Work closely with Program Managers to support strategic priorities and reduce administrative burden.
• Coordinate with operational support teams to ensure seamless handoff and follow-through on tasks.
• Serve as a resource for suppliers and hiring managers, providing guidance on program processes and expectations.

Skills

Effective communication

Customer service

Remote support communication

Team player

Education

Associate degree or equivalent experience

Tools

Microsoft Office

Beeline

Zendesk

Job description

Join Broadleaf Results, an Aleron company. Aleron is a global workforce and business solutions company that builds relationships and empowers the workplace. Since 1957, we've been at the forefront of the workforce industry. Our renowned portfolio of companies, including Acara Solutions, Acara Solutions India, Broadleaf Results, Lume Strategies, TalentRise, and Viaduct, delivers tailored talent solutions, workforce management, IT services, and more to meet the ever-evolving needs of our clients. We transform the workplace for people and businesses around the world.

At Broadleaf Results, our people are our greatest asset. With over 60 years of experience in workforce solutions, we create an environment where employees thrive, grow, and succeed with the tools, training, and mentorship they need.

Job Summary:

We're looking for a proactive and detail-oriented Program Coordinator to help drive recruitment success within Managed Service Program (MSP). In this role, you will support hiring efforts by managing talent acquisition processes and fostering relationships with suppliers, hiring managers and other client points of contact.

The Program Coordinator operates with a high degree of independence, applying program knowledge and sound judgment to coordinate across suppliers and the client - escalating to Program Managers for strategic or high‑risk situations.

What Broadleaf has to offer:

• Full benefits package that includes health insurance, health savings account, dental insurance, disability insurance, life insurance, vision insurance, and 401(k)
• PTO, plus 10 paid holidays
• Pay: $21.00 - $23.00/hr.
• Hybrid work options available; must be able to work EST or CST hours

Essential Duties and Responsibilities:

Onboarding & Compliance Coordination

• Coordinate the onboarding process for contingent workers, ensuring all requirements are completed accurately and on time
• Serve as a point of contact for suppliers and hiring managers throughout the onboarding and background check process
• Track candidate progress, communicate status updates, and provide guidance on timelines and next steps
• Verify that workers meet all compliance requirements before their start date
• Identify process gaps and surface recommendations for improvement to Program Managers

Inquiry Management

• Respond to inbound inquiries from hiring managers and suppliers that require more than a templated response
• Apply program knowledge and judgment to assess each situation and determine the appropriate path forward
• Facilitate communication and coordination between multiple parties when needed, including suppliers, workers, and client contacts
• Triage and manage inbound tickets and requests, resolving directly when within scope or routing appropriately
• Escalate complex or high‑risk situations to Program Managers as needed

Administrative Support

• Coordinate worker-related matters throughout the assignment lifecycle, including performance concerns, attendance issues, and conduct documentation
• Support the process for worker transitions, terminations, and replacements, ensuring clear communication between all parties
• Assist with worker reassignments, coordinating all steps required to move a worker between roles, managers, or departments
• Prepare and distribute program updates, status reports, and compliance summaries for hiring managers

Cross-Team Collaboration

• Work closely with Program Managers to support strategic priorities and reduce administrative burden
• Coordinate with operational support teams to ensure seamless handoff and follow-through on tasks
• Serve as a resource for suppliers and hiring managers, providing guidance on program processes and expectations
• Partner with internal team members to ensure operational tasks are completed accurately and on time

Job Requirements

Qualifications and Skills:

Required:

• Associate degree or equivalent experience; 2+ years in a fast-paced office setting.
• Proficiency in Microsoft Office Suite.
• Effective communication, customer service, and remote support communication skills.
• A resourceful team-player who can also work independently.

Preferred:

• Prior experience in healthcare recruiting, staffing, talent coordination, or MSP/VMS programs
• Experience with Vendor Management Systems (VMS) such as Beeline
• Experience with Zendesk or similar ticketing platforms
• Familiarity with contingent workforce compliance and onboarding processes

Physical Demands, Work Environment, and Travel:

• This role operates in a modern, hybrid work environment, utilizing technology such as laptops, video conferencing tools, cloud-based applications, and collaborative platforms. Flexibility for remote work is supported, while in-office settings may still involve the use of standard office equipment like computers, telephones, and printers.
• The physical demands described here are representative of those required for an employee to successfully perform the essential functions of this job. While carrying out job duties, the employee must regularly be able to speak clearly and hear effectively to communicate with others. The role also frequently requires standing, walking, using hands for fine motor tasks, and reaching with arms.

Additional Information:

• This job description is subject to change and may be adjusted to meet the company's needs.
• Upon receiving an offer of employment, candidates will be required to undergo background check and drug screening. Depending on the role, additional industry-specific skills testing may also be necessary prior to placement.

The Aleron family of companies-Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, and Viaduct-are proud to be Equal Employment Opportunity and Aff...

Please note that applicants must be legally authorized to work in the United States. This position does not qualify for F-1 OPT STEM work authorization.

• The compensation rage provided represents our good faith representation of the high and low pay range for this position.