Program Support Coordinator - (13358)

InGenesis; United States; Remote; USD 55,000 - 78,000; Full time

Job summary

InGenesis is seeking a highly organized Program Support Coordinator to enable smooth onboarding, workforce coordination, scheduling, timekeeping, and compliance across the client program. The role collaborates with the Clinical Operations Manager to enhance employee experience and operational efficiency in a fully remote West Coast setting.

Responsibilities include onboarding, timekeeping, payroll inquiries, HR coordination, and reporting within vendor management systems.

Qualifications

• Associate degree or equivalent education and experience.
• 2+ years in VMS support, workforce coordination, HR support, or related operations.
• 2+ years of customer service experience.
• Strong Microsoft Office and web-based workforce management proficiency.
• Excellent organizational, problem-solving, and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to handle confidential information with discretion.

Responsibilities

• Serve as the primary liaison between the Clinical Operations Manager and internal teams for assigned accounts.
• Collaborate with leadership to align support activities with client expectations and program goals.
• Conduct site visits to address compliance, resolve workforce issues, deliver materials, and troubleshoot equipment.
• Support onboarding, timekeeping, compliance tracking, reporting, and HR activities.
• Create and maintain employee schedules within workforce management systems.
• Monitor timesheets and address attendance or compliance concerns promptly.

Skills

Organizational skills

Communication

Time management

Customer service

Attention to detail

Education

Associate degree

Bachelor's degree

Tools

MS Office

WFM systems

Job description

We are seeking a highly organized and proactive Program Support Coordinator to join our team and support a dynamic client account. In this role, you will serve as a key operational support partner, assisting with onboarding, workforce coordination, scheduling, timekeeping, compliance tracking, reporting, and employee support activities. Working closely with the Clinical Operations Manager, you will help create a positive employee experience while supporting day-to-day operational needs across the region.

This is a fully remote position that is open exclusively to candidates residing in the West Coast region of the United States.

What You'll Do

Operational & Program Support

• Serve as the primary liaison between the Clinical Operations Manager and internal headquarters teams for assigned accounts.
• Collaborate with operational leadership to ensure support activities align with client expectations and program goals.
• Conduct site visits as needed to address compliance concerns, resolve workforce issues, deliver materials, and troubleshoot equipment.
• Support special projects, operational initiatives, and other business needs as assigned.

Onboarding, Timekeeping & Compliance

• Coordinate and facilitate employee onboarding and orientation activities, including scheduling, documentation, and training requirements.
• Manage onboarding and offboarding processes, including ticket creation and worker badge administration.
• Serve as the primary point of contact for timekeeping and payroll-related inquiries.
• Create and maintain employee schedules within web-based workforce management systems.
• Monitor timesheets for accuracy and address attendance or compliance concerns promptly.
• Track employee onboarding, credentialing, documentation, and training compliance throughout employment.

HR & Employee Relations

• Support managers and leadership by providing administrative and coordination assistance related to employment policies, onboarding, and employee experience initiatives.
• Assist with documentation, tracking, and coordination of employee relations and compliance matters under the direction of HR and operational leadership.
• Assist managers with coaching conversations, performance improvement plans, corrective actions, and employee separations.
• Provide coaching and guidance to frontline staff and team members as needed.

Reporting, VMS & Administrative Support

• Manage worker-related activities within Vendor Management Systems (VMS), including troubleshooting and support.
• Monitor and maintain VMS performance metrics and service-level expectations.
• Create and distribute weekly and monthly reports, including workforce summaries, onboarding metrics, staffing updates, and timecard reports.
• Review employee expense reports and ensure compliance with company travel and reimbursement policies.
• Assist with recruiting and staffing efforts to support client workforce needs.

Additional Responsibilities

• Support HR coordination efforts with headquarters leadership.
• Provide guidance and oversight to support staff as assigned.
• Perform additional duties as needed to support operational excellence and client satisfaction.

Qualifications

Required

• Associate degree or equivalent combination of education and experience.
• 2+ years of experience in a VMS support, workforce coordination, HR support, or related operations role.
• 2+ years of customer service experience.
• Strong proficiency with Microsoft Office Suite and web-based workforce management systems.
• Exceptional organizational, problem-solving, and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.
• Ability to handle confidential and sensitive information with discretion.

Preferred

• Bachelor's degree in Human Resources, Business Administration, or related field.
• 2+ years of Human Resources experience with a focus on employee relations.
• Experience supporting onboarding, compliance tracking, workforce scheduling, and HR coordination.
• Leadership or employee management experience.
• Professional HR certification such as SHRM-CP, SHRM-SCP, PHR, SPHR, or PHRca.

Additional Qualifications (Remote Work Competencies)

• Ability to work independently, manage time effectively, and meet deadlines in a fully remote environment.
• Strong written and verbal communication skills using phone, email, and virtual collaboration tools.
• Detailed-oriented and reliable, with a commitment to accuracy, confidentiality, and quality standards.

Physical Requirements

• Frequent use of computers and office equipment.
• Ability to file and retrieve documents and records.
• May require standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending throughout the workday.

Why Join Us?

You'll have the opportunity to make a direct impact on employee experience, operational excellence, and client success while working remotely with a collaborative and supportive team. If you're passionate about HR operations, workforce support, and building strong partnerships, we'd love to hear from you.

Equal Employment Opportunity Statement:

InGenesis is an equal opportunity employer committed to fostering a diverse, inclusive, and equitable workplace. We comply with all applicable federal, state, and local employment laws, including recent executive orders, and strictly prohibit discrimination, harassment, or retaliation based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, veteran status, or any other characteristic protected by law.

InGenesis is dedicated to making reasonable accommodations for qualified individuals with disabilities and ensuring that all employment decisions are based on qualifications, merit, and business needs. Please visit our website at https://www.ingenesis.com/careers/site-accommodations for more information.

To learn more about your rights, please refer to the Know Your Rights: Workplace Discrimination is Illegal poster issued by the U.S. Equal Employment Opportunity Commission (EEOC).

Company Statement:

With decades of experience, InGenesis has grown into one of North America’s most trusted Healthcare Services Firms, which includes comprehensive health and workforce solutions. As the industry landscape shifts with new challenges in patient care, quality and compliance requirements, workforce retention, and operational efficiencies, we deliver strategic, data-driven solutions that include redefining workforce management and clinical service delivery. Explore InGenesis to discover how our expertise, innovative strategies, and commitment to excellence are shaping the future of healthcare workforce solutions. Join us in celebrating the professionals who define the next era of healthcare.