IT Onboarding and Offboarding Specialist

The IT Onboarding and Offboarding Specialist is responsible for coordinating the onboarding and offboarding processes within the firm. This role ensures that all procedures are followed meticulously and takes ownership of the entire process to guarantee a smooth transition for new and departing employees. This person will also need to collaborate with other IT Teams and Business Services department within the firm in the matter of onboarding and offboarding procedures. 

• Coordinate and manage the onboarding and offboarding processes for new hires and departing employees.
• Ensure all IT-and IG-related procedures and protocols are adhered to during transitions. Assist HR and Legal Recruiting in determining orientation schedule and communicating expectations.
• Take ownership of the integration and transition technologies and processes, including account setup, file transfers, etc., addressing any issues that arise.
• Collaborate with various departments including HR, Legal Personnel, IT, Records and assigned managers, to ensure seamless transitions.
• Maintain accurate records and documentation of all onboarding and offboarding requirements and activities.

• Serve as stakeholder liaison in the onboarding and offboarding of employees. This includes identifying key stakeholders, developing relationships to understand how the technology team can align with department needs, ensuring service levels are maintained, problems are resolved, expectations are managed and met, and act as a liaison between new and departing users and the departments and the technology teams involved in onboarding & offboarding.
• Provide Onboarding/Offboarding Coordination & Process Ownership.
  • Work with the various IT teams and business units to ensure onboarding & offboarding procedures are followed and executed accordingly and with sufficient time before the employee’s start or depart date. Recommend continuous improvement of processes were applicable to streamline onboarding and offboarding operations.
  • Ensue new or departing personnel understand the onboarding and offboarding processes and that those who need to know in other departments are aware of departures and new hires including their start date, preferred name, sensitivity of the hire, planned email and phone, security and distribution list membership, etc.
  • Work with HR and a new hire’s manager to ensure the new hire has provided a clear orientation schedule so they know what to expect in their first week, including an introduction to finance department including billing and collections teams for legal personnel.
• Deliver White Glove Service. Ensure that partners, associates and staff in assigned practice group consistently receive high quality technical support services from the tier 1 and 2 help desk and other IT resources in the Milbank IT department during onboarding & offboarding.
• Drive Technology Adoption. Determine new hire workflows and technology needs and direct them to appropriate tools and training. Develop a thorough understanding of the Milbank desktop and mobile operating systems as used by each practice and align orientation schedules to the appropriate resources. Perform additional workflow and business needs analysis as necessary and offer appropriate recommendations and improvements on Training during the onboarding and offboarding process.
• Facilitate IT preboarding tasks, such as setting up laptop and mobile devices, and installing software, upon arrival, and collecting and wiping devices upon departure. Identify and escalate any special software needs or requirements.
• Assist local IT and new hires with onboarding tasks, such as with first login, password change, Windows Hello set up, choosing printers and setting up e-signature; mobile device and telephone.
• Assist with File Transfers. Engage the appropriate teams for the technology to be used for organizing and preparing emails and files for transfer.
• Other responsibilities as they are assigned. Assist with IT and firm projects as needed. Assume lead role on projects as SME. Update Smartsheet. Assist with AV and large events including annual summer and fall orientation/training programs. Travel as needed to assist other offices. Other duties as assigned.

Knowledge, Skills, and Abilities

• Professional experience with a minimum of 5 years of relevant experience in IT, IG or HR onboarding and offboarding, preferably in a law firm environment.
• Proven experience in coordinating activities across teams, particularly overseeing the direction and implementation of software solutions and processes.
• Strong knowledge of legal software including Document Management Systems such as NetDocuments and core software applications like Microsoft Office and related systems.
• Excellent communication skills including the ability to create and maintain clear documentation for processes and technology use.
• The ability to understand legal workflows and become a subject matter expert who can align workflow needs to existing technologies and applications at the firm.
• Experience with file transfers a plus.
• Excellent time management skills.
• Excellent written and oral communication skills.
• Excellent listening and interpersonal skills.
• Detail-oriented with a focus on process adherence.
• Ability to work independently and take initiative.
• Strong customer-service orientation.
• Ability to communicate ideas in both technical and user-friendly language.

Education

• 4‐year degree with major coursework in Law, Technology or Human Resources or related field; or combination of education and commensurate work experience required.

Compensation

The anticipated base salary range offered for this role will be between $85,000 to $110,000 and represents the firm’s good faith and reasonable estimate of the base compensation range. Actual base compensation will be dependent upon several factors, including but not limited to the candidate’s relevant experience, performance, qualifications, degrees, and location, as well as the needs of the firm.