Vanguard

Onboarding & Licensing Administrator

Vanguard

full-time

Posted on:

Location Type: Hybrid

Location: Charlotte • Arizona • North Carolina • United States

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Tech Stack

Oracle

About the role

  • Bring structure, accuracy, and strong attention to detail to a fast‑paced environment.
  • Ensure smooth, consistent onboarding cycles while providing precise administrative support for crew in licensing.
  • Coordinate and manage logistics for onboarding and licensing classes, including schedules, rosters, facilities, equipment preparation, and systems access until their transition to the appropriate administrative team.
  • Act as a liaison between all partners involved in onboarding and licensing (HR, Licensing & Registration, Licensing Support, Compliance, IT, facilities, and site leadership).
  • Balance ongoing onboarding cycles with administrative needs of crew already in licensing.
  • Track and audit onboarding and licensing data in Excel and internal systems to ensure accuracy and completeness across processes.
  • Maintain workflow tools such as Power Automate, Oracle, Planon, and Microsoft 365.
  • Update and maintain standard work, documentation, and process materials while applying VMS and continuous‑improvement principles to streamline onboarding and licensing administration workflows.

Requirements

  • Bachelor’s degree or equivalent experience.
  • 2–3 years of experience in operations, HR operations, onboarding, administrative support, or similar structured workflows.
  • Strong organizational skills and experience coordinating multi‑step processes in a fast‑paced environment.
  • Detail‑oriented mindset with the focus to maintain consistency in routine tasks while catching nuanced changes across interconnected processes.
  • Clear and confident communication with cross‑functional partners.
  • Ability to learn systems quickly and manage multiple platforms.
Benefits
  • Health insurance
  • 401(k) matching
  • Flexible work arrangements
  • Professional development
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
Exceladministrative supportonboardinglicensingdata trackingauditingworkflow managementprocess documentationcontinuous improvementmulti-step process coordination
Soft Skills
attention to detailorganizational skillscommunicationliaisonadaptabilityproblem-solvingtime managementcollaborationfocusaccuracy
Certifications
Bachelor's degree