Sr. Associate – Resource Management

Ciena is committed to our people-first philosophy. Our teams enjoy a culture focused on prioritizing a personalized and flexible work environment that empowers an individual’s passions, growth, wellbeing and belonging. We’re a technology company that leads with our humanity—driving our business priorities alongside meaningful social, community, and societal impact.

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You know what your ideal career looks like: a competitive salary, freedom to live your life as you like, and recognition for your accomplishments—all in an inclusive and diverse people-first environment. Our success is driven by a supported, thriving team; this is why Ciena upholds these benefits for all our employees. Ciena empowers you with flexible paid time off, reimbursed and in-house development resources, support for mental and physical well-being, and assets you may need to attain your goals both at and away from work.

How You Will Contribute:

As a Service Business Operations Associate, you will report to the senior manager, Resource Management to administer FTE and contractors onboarding, offboarding, Kantata(Kantata) administration, Laptop/equipment management. You play a crucial role in ensuring smooth operations and efficient resource management.

What Does Ciena Expect of You?

Following key responsibilities will help effectively manage organizational resources.

• Onboarding
  • Create and maintain relationships with the partner companies to ensure that resources are hired on in a timely manner
  • Send onboarding template for all required resource onboarding information (PIA & IAP Forms, Rate, Billing Entity, etc…)
  • Complete onboarding process for resources in Workday
  • Submit Smart ticket requests for any additional accesses
  • Request laptops
  • Send welcome emails and credentials for logging in prior to Day 1
  • Ensure that resources can submit their time and know how to use systems
  • Create resources Kantata profile
  • Create and maintain relationships with the partner companies to ensure that resources are hired on in a timely manner
• Offboarding
  • Complete offboarding process for resources in Workday and Kantata
  • Ensure that Ciena laptops/equipment are returned
    • Working closely with the ITAM team
  • Send offboarding templates to the partner company upon completion of last day
• Time Reporting System (Kantata) Administration/Prime
  • Ensure that all timesheets are submitted weekly for all resources including;
    • Unsubmitted
    • Pending
    • Rejected
    • Unlogged time
  • Work closely with all resources weekly/monthly regarding timesheets/PTO/vacation/leave time
  • Ensure the time reporting is closer to 100% and make necessary follow-ups or escalations.
  • Audit Kantata monthly to ensure accuracy;
    • Job functions
    • Utilization Targets
    • Partner companies
    • Resources are offboarded on the correct dates
  • First point of contact for any questions regarding Kantata questions or issues
  • First point of contact to handle Freshdesk tickets regarding Kantata
  • Ensure that resources can submit their time and know how to use tool
  • Liaison with Kantata directly - Weekly
• Laptops
  • Prime for Ciena to work with the ITAM team in obtaining laptops/equipment back from external labor
• Assist in Recruitment Process
  • Assist with contingent worker recruitment among partners
  • Schedule interviews
  • Communicate feedback
  • Coordinate face to face access
• Reporting
  • Assist with Audit process – Yearly and Quarterly
  • Multiple different internal reporting requirements
  • Partner hiring Including: tracking candidates, CV reviews, scheduling interviews, providing feedback

The Must Haves:

• Education:
  • A degree in Information Technology, Business Administration, or a related field is preferred.
• Experience:
  • Previous experience in a similar role, particularly in onboarding, offboarding, and user management.
  • Familiarity with timesheet processing and IT equipment management.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Kantata or similar tools, Microsoft Office Suite.
  • Attention to detail and problem-solving skills.
  • Ability to work across multiple teams

Assets:

• Certifications:
  • Certification in IT support or resource management is a plus.

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