Program Specialist - Cambridge, MA

nextSource; Cambridge (MA); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Healthcare Benefits

401K Plan with company contribution

No maximum cap on PTO

Paid Holidays and Floating Holidays

Job summary

A staffing solutions company is looking for a Program Specialist in Cambridge, MA to manage the lifecycle of the contingent workforce program. This person will act as a central contact for hiring managers and suppliers, ensuring a smooth onboarding process and addressing associate inquiries. Candidates should have a Bachelor’s degree and 3-5 years experience in workforce management. This hybrid role requires onsite presence three days per week.

Qualifications

• 3–5 years of experience in high-volume workforce management.
• Strong experience with MSP/VMS systems and HRIS platforms.
• Proficiency in data reporting and Excel analysis.

Responsibilities

• Conduct requisition intake discussions and gather hiring requirements.
• Build strong relationships with hiring managers.
• Support onboarding of new managers and re-engage inactive ones.
• Serve as the primary contact for associate inquiries.

Skills

Excellent written and verbal communication

Strong customer service orientation

Critical thinking and problem-solving abilities

High attention to detail and accuracy

Effective time management

Ability to multitask

Education

Bachelor's degree in Business, HR, Psychology, or related field

Tools

MSP/VMS systems

HRIS platforms (UltiPro preferred)

Microsoft Office 365

Power BI

Job description

About the Role

We are seeking a Program Specialist to support the end‑to‑end lifecycle of our contingent workforce program—from requisition intake and supplier engagement to onboarding, assignment support, and offboarding.

This role acts as a central point of contact for hiring managers, staffing suppliers, and contingent associates, ensuring a smooth, timely, and compliant program experience.

We are seeking candidates who are within a commutable distance to Cambridge, MA. This is a hybrid role – it is expected that the candidate will be onsite at the client 3 days per week.

Key Responsibilities

Requisition Management & Client Support

• Conduct requisition intake discussions and gather hiring requirements
• Review, validate, and release requisitions to suppliers
• Build strong relationships with hiring managers
• Participate in client meetings and share program updates
• Support onboarding of new managers and re‑engage inactive ones
• Document client interactions and outreach activities

Supplier Partnership & Oversight

• Monitor supplier performance and candidate quality
• Lead quarterly supplier town halls, spotlight calls, and scorecard reviews
• Ensure supplier alignment with sourcing standards and compliance requirements
• Analyze performance trends and elevate issues as needed

Onboarding Management

• Manage background checks, drug screens, compliance documentation, and I‑9 completion
• Ensure accurate system access setup and onboarding forms
• Conduct welcome calls and check‑ins with new associates
• Troubleshoot onboarding issues with suppliers and internal teams

Associate Experience & Case Resolution

• Serve as the primary contact for associate inquiries via phone, email, and ticketing systems
• Resolve cases with accuracy and a customer‑first approach
• Support timekeeping, payroll, HR policies, and assignment status questions
• Maintain accurate records in HRIS and VMS systems

Assignment Management & Reporting

• Monitor time and expense submissions; resolve discrepancies
• Track assignment end dates and coordinate changes with hiring managers
• Maintain accurate data in VMS, HRIS, and Power BI dashboards
• Support weekly and monthly reporting for internal and client stakeholders

Offboarding

• Complete all offboarding steps in accordance with internal and client standards
• Manage system deactivation, badge retrieval, and final documentation
• Communicate next steps to all stakeholders

Compliance, SOP Management & Quality Assurance

• Maintain SOPs and client‑specific process documentation
• Ensure adherence to HR policies, co‑employment standards, and classification guidelines
• Identify service gaps and support continuous improvement initiatives
• Support action planning based on client and supplier feedback

Education & Experience

• Bachelor's degree in Business, HR, Psychology, or related field; or equivalent experience
• 3–5 years of experience in high‑volume workforce management, MSP programs, or contingent labor environments
• Strong experience with MSP/VMS systems, HRIS platforms (UltiPro preferred), Microsoft Office 365
• Familiarity with background check processes (pre‑adverse/adverse)
• Proficiency in data reporting and Excel analysis

Technical Skills

• Ability to work across multiple systems simultaneously
• Solid understanding of HR policies, compliance requirements, and co‑employment risk
• Experience generating accurate reporting and analyzing trends
• Quick learner of new tools, workflows, and client‑specific processes

Core Competencies

• Excellent written and verbal communication
• Strong customer service orientation
• Critical thinking and problem‑solving abilities
• High attention to detail and accuracy
• Effective time management and prioritization
• Ability to multitask in a fast‑paced environment
• Professional presence and collaborative mindset

Work Conditions & Travel

This job operates in a remote environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is largely a sedentary role; however, it may require the ability to lift files or other objects (up to fifteen pounds). Minimal travel may be required.

What We Provide You:

The salary at hire is expected to be between $60-70k per year. Performance‑based variable compensation may be provided as part of the compensation package.

• Healthcare Benefits including Group Medical, Prescription, Vision & Dental Coverage(s) through pre‑tax deductions (United Healthcare)
• Health Savings Account (Optum)
• Company provided Basic Life and Accidental Death and Dismemberment Insurance (New York Life)
• Voluntary Short and Long Term Disability (New York Life)
• Whole Life / Accident Insurance / Critical Illness Insurance (UNUM)
• Company‑provided Employee Assistance Program (EAP)
• Commuter Benefits
• 401K Plan; fully vested at third anniversary
• No maximum cap on PTO, take leave when needed
• Paid Holidays, and Floating Holidays each year
• Paid Parental leave
• Discount program

Core values are the bedrock of our organizational culture and the guiding principles for all employees. Embracing these values leads to individual and collective success, fostering a positive work environment and strong relationships. Our company competencies encapsulate our values and business practices, ensuring every team member enjoys a fulfilling and productive experience.

PASSION

Generating positive energy among clients, suppliers, employees, and co‑workers is at our core. This energy inspires high‑quality performance and encourages a continuous quest for excellence.

ENGAGEMENT

We embrace the differences and uniqueness of all aspects of our business, including talent, clients, suppliers, and industry segments. Recognizing these differences inside and outside the organization broadens perspective and knowledge and catalyzes new opportunities.

ACCOUNTABILITY

Taking responsibility for reaching a goal or completing a task improves performance, increases feelings of competency, and strengthens commitment. Delivering on time demonstrates trust and dependability, essential building blocks for success.

EXTRAORDINARY TEAMWORK

Collaboration produces innovative ideas and initiatives that generate market‑leading results. Constructive teamwork creates a safe and honest environment for experimentation, creativity, coaching, and improved performance.

INNOVATION

We strive to outthink and outperform the competition. We constantly drive and encourage creative ideas and solutions that add value and foster continuous improvement.

INTEGRITY

Integrity is central to building trust in all business areas. It is the foundation for establishing meaningful relationships and ensures the preservation of high‑quality and ethical practices.

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