People Services Coordinator, Offers & Onboarding

Overview

 

Position Overview

The People Services Coordinator, Offers & Onboarding ushers candidates from offer acceptance to their first day of employment with Galileo, ensuring all i’s are dotted and t’s are crossed along the way. Our People Services Coordinator will primarily work on content creation, vendor coordination, and information management, with an eye for connecting Galileo departments to the Offers & Onboarding resources they need, and always making sure the Offers & Onboarding process is smooth and enjoyable for incoming Galileo staff. This team member will bring care and individual focus to each staff member while onboarding thousands of Galileans annually.

 

We value divergent thinkers who bring various experiences and viewpoints to the table at Galileo. We strongly encourage members of underrepresented groups and people of diverse backgrounds to apply.

 

 

About Galileo

We have a totally audacious mission. We think the world needs innovators. We also think kids who learn to explore and fail without fear—the essence of innovation—are happier, more creative and more confident when faced with life’s challenges. They don’t always get this incredible boost in other settings, but thousands of them have been getting this boost at Galileo since 2002.

 

It takes a village to bring these fresh, inspiring, ever-evolving camp programs to over 30,000 campers every summer, and our headquarters team is up to the challenge. We believe that WE are Galileo. United by a shared dedication to our mission to create a world of fearless innovators, we encourage innovation in everything we do, whether writing cutting-edge curriculum, staffing exceptional summer teams, purchasing and packing supplies, spreading the word about our camps or delivering top-notch customer service. Click here to learn more about our mission from our CEO & Founder, Glen Tripp.

 

Core Qualities, Abilities & Motivation

  • Commitment to innovation education and to Galileo’s mission to develop innovators who envision and create a better world
  • Confidence contributing to a creative vision and ability to work effectively with others to realize that vision
  • Proven ability to manage a variety of projects simultaneously; detail-oriented and organized
  • Flexibility to meet changing needs and demands; ability to solicit and implement feedback
  • Excellent written and verbal communication skills
  • Motivation and initiative whether working independently or collaboratively
  • Proven ability to problem solve effectively and come up with solutions on the fly
  • Excitement about joining a fun and highly-collaborative working environment

 

Required Experience & Education

  • College degree or equivalent experience
  • 1-2 years coordinator and/or administration experience preferred, but not required
  • Ability to multi-task and manage varied administrative priorities; exceptional attention to detail
  • High level of professionalism, respect for candidate care and commitment to confidentiality
  • Strong time management skills
  • Computer savvy: experience with Excel, Word and the ability to pick up new systems quickly
  • Ability to interact professionally and enthusiastically by phone and email
  • Experience using an applicant tracking system (ATS) preferred, but not required
  • Experience working with children or in educational organization helpful, but not required

 

Essential Duties & Responsibilities

Throughout the year

  • Serve as the primary support to the Offers & Onboarding arm of the People Services Team, a division of the People Operations Department (POD)
  • Manage email correspondence with candidates, including responding to all general offers and onboarding questions
  • Support all people operations sub-functions as necessary, including Outreach, Selection, Operations and People Services; during the fall months, be prepared to be assigned one-time and/or ongoing project management as needed to support the POD planning and preparation seasons
  • Maintain employee files and employee paperwork filing, including an annual archive process
  • Frequent communication with Payroll & Benefits team regarding employment eligibility and needs for the onboarding process
  • Support management of open offers & onboarding pipelines for Camp Director, Seasonal and Headquarters positions; update statuses and communicate with candidates as necessary
  • Supporting annual health & contact information update processes for Galileo HQ
  • Other administrative projects related to People Services and the POD as necessary

 

Offers & Onboarding Review & Setup (August-December)

  • Update templates for summer offers and onboarding processes, such as offers for summer staff and onboarding completion information
  • Vendor review and management, including researching new vendors (such as background check providers) and deepening connections with current vendors
  • Overall process review for the coming summer hiring season, with an eye toward innovation to ensure the Offers & Onboarding team is always best serving end-users

 

Summer Staff Offers & Onboarding (January-June)

  • Supporting international candidates; research paperwork and employment eligibility needs, support the Selection team with questions regarding international candidates
  • Email offer letters to all summer staff new hires
  • Email onboarding communications and online portal content for onboarding task completion
  • Serve as the primary caretaker of the Offers & Onboarding applicant tracking system for summer staff
  • Contact candidates who have accepted offers to request completion of paperwork by email and phone
  • Manage additional onboarding paperwork processes, including legal paperwork, certification, online training, work permits for high school students, background checks, and other steps as necessary
  • File all offer letters and other staff member paperwork
  • Send out onboarding reminders to all staff members, and coordinate updates on staff completion with Camp Directors
  • Coordinate and schedule certifications for summer staff; collect certification information from staff and maintain paperwork for inclusion in information sent to camp
  • Support the summer camper aide process; edit materials, interface with the Customer Service department, communicate with aides regarding completion of background checks and other paperwork
  • Assist with People Services supplies and logistics in preparation for camp setup weekends
  • Provide a high level of service while handling a large volume of phone and email correspondence with candidates

 

Offers & Onboarding Follow-Up & Close-Out

  • Drive completion of paperwork by employees
  • Coordinate directly with camps on sending their site’s hiring paperwork to HQ
  • Manage and efficiently organize hiring paperwork as it arrives from camp, both physically and digitally
  • Debrief each season and update process for upcoming year

 

Schedule & Time Commitment

  • Galileo asks for 3 year minimum commitment
  • Regular office hours, as well as occasional weekend and evening work; some weekends required

 

Classification & Compensation

  • Year-round, full-time, benefited employee
  • Base and bonus potential to be discussed during interview
  • Medical and Dental benefits provided. 401(k) provided after one year of employment

 

Supervision Given/Received

General supervision provided by Joshua Bane, People Services Manager for Offers & Onboarding

 

Physical Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without reasonable accommodation:

  • Some lifting and carrying up to 30 lbs.
  • Typing, writing, reading
  • Seeing, hearing and speaking, both nearby and at a distance
  • Frequent sitting
  • Standing, walking, kneeling

 

Work Location
Galileo Learning’s Headquarters, 1021 Third Street, Oakland, CA 94607

 


Meet Some of Galileo's Employees

Brandon T.

Area Director

Brandon manages a region of innovation camps in Los Angeles by planning programs and building the teams needed to carry them out, delivering an exceptional summer experience for kids.

Nelda K.

Camp Director & Interview Specialist

Nelda is at the center of Galileo's innovation—hiring staff, managing their professional development, overseeing camp operations, and building relationships with parents and members of the community.


Back to top