Program Specialist

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

• 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

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, or contingent labor environments
• Experience with MSP or 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
• Able to multitask in a fast‑paced environment
• Professional presence and collaborative mindset

Work Conditions & Travel

This job operates in a hybrid 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

Passion
Engagement
Accountability
Extraordinary Teamwork
Innovation
Integrity

Equal Employment Opportunity and Affirmative Action Employer

nextSource is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, marital status, parental status, cultural background, organizational level, work styles, tenure and life experiences. Or for any other reason.

Reasonable Accommodations

nextSource is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at talent@nextSource.com.