Onboarding Program Manager (Remote - East Coast Hours)

VARITE is looking for qualified Program Manager, Acquisition Onboarding
 
WHAT THE CLIENT DOES?
An American computer software company that offers a wide range of programs from web design tools, photo manipulation and vector creation, through video/audio editing, mobile app development, print layout and animation software.
 
WHAT WE DO?
Established in the Year 2000, VARITE is an award-winning minority business enterprise providing global consulting & staffing services to Fortune 1000 companies and government agencies. With 850+ global consultants, VARITE is committed to delivering excellence to its customers by leveraging its global experience and expertise in providing comprehensive scientific, engineering, technical, and non-technical staff augmentation and talent acquisition services.
 
Job Title: Program Manager, Acquisition Onboarding
Core hours: 8:00 AM – 5:00 PM Eastern Time, with occasional flexibility required to support global sessions.
East Coast placement preferred to maximize overlap with global teams and provide morning-to-close coverage across time zones.
Contract engagement running through Q1 FY27.
Pay Rate Range: $70.00 - $76.53/hr on W2
 
HERE’S WHAT YOU’LL DO
Role Overview

• We are seeking a highly organized and execution-driven Program Manager to lead the onboarding effort for our recent acquisition. This is a critical, high-visibility role responsible for ensuring that all acquired employees are systematically and successfully onboarded across regions. The ideal candidate brings strong project coordination skills, a calm presence under pressure, and the ability to manage complex logistics across multiple stakeholders and time zones.
• This individual will work independently in a fast-moving, post-acquisition environment, coordinating directly with HR, IT, Procurement, Legal/Compliance, and regional business leads. No direct reports; success depends on strong cross-functional influence and structured self-management.

 
Key Responsibilities
Onboarding Coordination

• Receive and organize all new hire data from HR, sorting by region and onboarding priority to ensure a structured, sequenced rollout.
• Manage travel logistics and on-site support for all team members hosting onboarding sessions, including accommodations, itineraries, and materials.
• Build, own, and continuously maintain the onboarding calendar — proactively managing reschedules for employees who missed sessions and communicating changes to all stakeholders.
• Coordinate loaner equipment for incoming employees who need temporary devices, managing inventory, assignment tracking, and returns.
• Identify and process orders for new computers and hardware for incoming employees who require them, working closely with IT and Procurement to ensure timely delivery ahead of start dates.

Tracking & Reporting

• Maintain a real-time roster tracking which employees have and have not completed onboarding, with visibility across regions and cohorts.
• Monitor and route incoming support tickets to the appropriate internal teams, ensuring timely resolution and clear ownership.
• Create and maintain project reporting, including dashboards that reflect onboarding completion rates, timelines, blockers, and overall program health.
• Report progress regularly to the hiring manager, flagging risks and recommending adjustments as needed.

Stakeholder & Cross-Functional Collaboration

• Serve as the first point of escalation for any scheduling conflicts or onboarding blockers, resolving issues quickly and professionally.
• Partner with IT on hardware procurement, loaner coordination, system access provisioning timelines, and technical support ticket routing.
• Coordinate with Legal and Compliance to ensure all required documentation — including NDAs, policy acknowledgments, and regulatory requirements — is tracked and completed for each incoming employee.
• Partner with the onboarding team to develop and maintain the onboarding deck and related materials, ensuring content remains accurate and up to date.
• Draft and coordinate employee-facing communications such as onboarding welcome emails, session reminders, FAQs, and schedule updates to keep incoming employees informed throughout the process.
• Design and manage a structured feedback collection process following each onboarding session.
• Analyze feedback and surface actionable insights to continuously improve the onboarding experience and overall program effectiveness.

 
Scope & Organizational Structure
This is an individual contributor contract role with no direct reports. The Program Manager will operate as the central coordinator across the following internal partners:

• HR — primary source for new hire data, prioritization, and policy guidance
• IT — hardware provisioning, loaner inventory, system access, and technical support routing

 
Qualifications
Required

• 3–5+ years of program or project management experience, preferably in a corporate integration, HR, or operations context.
• Proven experience managing complex scheduling, logistics, and cross-functional coordination across multiple regions.
• Strong proficiency with project management tools and calendar platforms (e.g., Microsoft Suite, Miro, Google Workspace, Outlook).
• Excellent communicator — written and verbal — with the ability to manage up, down, and across stakeholder groups.
• Experience drafting employee-facing communications in a professional, clear, and organized manner.
• Comfortable working with HRIS platforms and ticketing/support systems (e.g., Workday, ServiceNow, or similar).
• Detail-oriented with a strong track record of maintaining accurate tracking and reporting under tight timelines.
• Comfortable working in ambiguous, fast-moving environments typical of post-acquisition integration work.

 
Preferred

• Experience working on M&A integration or large-scale employee onboarding programs.
• Familiarity with IT asset management, hardware procurement, or equipment coordination.
• Familiarity with dashboard and reporting tools (e.g., Tableau, Power BI, or similar).
• Experience coordinating Legal or Compliance documentation in an HR or integration context.
• PMP or equivalent certification is a plus.
• East Coast presence strongly preferred for global time zone alignment.

 
Success Metrics
Performance in this role will be evaluated against the following outcomes by end of engagement (Q1 FY27):

• 100% of acquired employees tracked through the onboarding pipeline with no gaps in visibility.
• Onboarding session completion rate meets or exceeds targets set by HR and the hiring manager.
• All hardware and loaner equipment delivered on or before employee start dates, with no unresolved inventory discrepancies.
• Support tickets routed and resolved within agreed SLA windows, with escalation documentation maintained.
• Legal and Compliance documentation (NDAs, policy acknowledgments) completed for 100% of incoming employees prior to or on their start date.
• Feedback collected from each onboarding cohort, with a summary report and recommendations delivered to the hiring manager by end of program.
• Final program retrospective and handoff documentation completed by close of Q1 FY27.

 
Work Environment & Engagement Details

• Contract engagement running through Q1 FY27.
• Core hours: 8:00 AM – 5:00 PM Eastern Time, with occasional flexibility required to support global sessions.
• East Coast placement preferred to maximize overlap with global teams and provide morning-to-close coverage across time zones.
• Reports directly to the hiring manager with close collaboration across HR, IT, Legal, Procurement, and regional business leads.
• Individual contributor role — no direct reports. Success is driven through influence, organization, and cross-functional partnership.

 
BENEFITS:
We offer a comprehensive benefits package designed to support the health, well-being, and financial security of our employees and their families. Eligible employees may receive:

• Health Insurance: Medical, dental, and vision coverage
• Retirement Plans: Participation in a company-sponsored retirement savings plan.
• Legal Service Plans: Offering access to attorneys for legal advice and representation.

 
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VARITE is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.