Onboarding & Licensing Administrator

Vanguard • Scottsdale, AZ

3d

About The Position

Responsibilities: You’ll bring structure, accuracy, and strong attention to detail to a fast‑paced environment — ensuring 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 responsible for training. 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. Qualifications: 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. Preferred Qualifications: Strong Excel and Microsoft 365 skills, with comfort managing data accurately across systems. Exposure to workflow or vendor platforms (Oracle, Planon, Pass Perfect, Workday). Comfort using or learning workflow automation tools (Power Automate). Calm, adaptable, and process‑focused mindset. Special Factors Sponsorship Vanguard is not offering visa sponsorship for this position. About Vanguard At Vanguard, we don't just have a mission—we're on a mission. To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best. How We Work Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience. Vanguard, one of the world's largest investment management companies, serves individual investors, institutions, employer-sponsored retirement plans, and financial professionals. We have a diverse and talented crew with a culture that promotes teamwork, along with an unwavering focus on serving our clients' best interests. This website uses "cookies" to distinguish you from other users. A cookie is a small file of letters and numbers placed on your computer or device. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site and services. The cookies are stored locally on your computer or mobile device. To accept cookies you can continue browsing as normal. Or you can go to our Privacy Policy to read more information and learn how to change your preferences.

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

Nice To Haves

• Strong Excel and Microsoft 365 skills, with comfort managing data accurately across systems
• Exposure to workflow or vendor platforms (Oracle, Planon, Pass Perfect, Workday)
• Comfort using or learning workflow automation tools (Power Automate)
• Calm, adaptable, and process‑focused mindset

Responsibilities

• ensuring 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 responsible for training
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level