Program Support Consultant - (13306)

We are currently seeking a Program Support Consultant to join our team in Fremont, CA. In this role, you will ensure smooth day-to-day operations at the client site. This position provides high-level support to internal and external teams, manages employee processes, coordinates onboarding, ensures accurate timekeeping, and supports HR functions. You will work closely with the onsite Program Manager and partner with managers and employees to deliver HR consultation and operational support.

Job Responsibilities

Operational & Program Support

• Serve as the primary liaison for assigned region between the Clinical Operations Manager and internal HQ teams, ensuring effective communication and alignment with client-related needs.
• Collaborate with the Clinical Operations Manager to align daily support tasks with broader program goals and client expectations.
• Conduct weekly site visits as needed to address performance or compliance issues, deliver materials to workers, troubleshoot equipment.
• Support special operational initiatives as needed and other duties as assigned to meet department and client needs.

Onboarding, Timekeeping & Compliance

• Plan, coordinate and facilitate onsite new employee orientations including scheduling, materials, and documentation.
• Initiate and track new employee onboarding / offboarding tickets and create worker badges.
• Serve as the primary point of contact for time entry issues, ensuring compliance with company and client policies.
• Assist with creating and managing worker schedules in web-based time management platform.
• Monitor timesheets daily for accuracy, address errors and attendance concerns as they become evident.
• Monitor employee compliance with onboarding, documentation, and training requirements throughout onboarding and for the duration of the assignment.

HR & Employee Relations Support

• Partner with managers at all levels to provide objective direction regarding employment policies and employment practices to achieve a proper resolution on various complex issues. Issues include but are not limited to, performance, attendance deficiencies, misconduct, FMLA, and ADA.
• Support management on performance documentation (performance improvement plans; verbal, written, final warnings, and terminations).
• Provide guidance and coaching to onsite team members as needed.

Reporting, VMS & Administrative Support

• Manage assigned worker related tasks with VMS (Vendor Management System) support, reporting, and troubleshooting.
• Ensure all VMS support metrics (response times, issue resolution rates, etc.) meet defined KPIs.
• Create client reports weekly and monthly, such as overview of new hires, workforce summary, timecard biweekly report.
• Review expense reports and ensure travel and reimbursement policies are followed.
• Provide account recruitment as needed to meet account staffing needs

Additional Responsibilities

• Support HR coordination efforts with headquarters management team.
• Oversee the day-to-day responsibilities other support team members (if applicable).
• Perform other duties as assigned to support operational, HR, and client service needs.

Minimum Qualifications

• Associate degree or equivalent experience in a related field.
• 2+ years of experience as a VMS Support Specialist or similar support role.
• 2+ years of customer service experience.
• Proficiency in Microsoft Office Suite and the ability to quickly learn and navigate internal systems and platforms.
• Excellent oral and written communication skills.
• Strong organizational, problem-solving, and time management skills with the ability to meet deadlines consistently.
• Strong skills in creating and maintaining reports for both the client and internal monitoring.
• Ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Ability to travel locally up to 40%, as needed.

Preferred Qualifications:

• Bachelor’s degree in related field.
• 2 years of HR experience with a strong emphasis on employee relations issues.
• SHRM-CP/SHRM-SCP, PHR/SPHR, or California HR certification (PHRca).
• Experience with onboarding, compliance tracking, and HR coordination.
• Leadership or employee management experience is strongly preferred.

Physical Requirements

• Frequently required to operate a computer and file and retrieve written documents.
• Physical demands may include but are not limited to standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending.

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.