VMS Administrator Analyst

(reports to Project Manager; supports Senior MSP Account Manager Account Managers Supplier Relationship Manager Compliance and Onboarding Specialist and Financial Analyst)

Role Summary

Core Responsibilities

System Administration Configuration and Controls

• Configures and maintains the VMS to align with Commonwealth job titles skill categories rate structures ordering processes approval workflows and security and access requirements for agencies MSP staff and suppliers.
  
• Manages user accounts and roles for agency users suppliers MSP staff and other authorized stakeholders including provisioning deprovisioning and periodic access reviews to ensure proper segregation of duties and least-privilege access.
  
• Implements and tests system changes releases and configuration updates in coordination with the Project Manager VMS vendor and Commonwealth stakeholders following agreed change management and approval processes.
  
• Designs and maintains standardized job templates requisition fields and workflow rules that promote consistent use of Commonwealth job classifications and reduce data-entry errors and rework.
  

User Support Training and Adoption

• Serves as the primary technical and process support contact for VMS-related questions and issues from agency users MSP staff and suppliers and resolves or escalates issues in a timely manner.
  
• Develops and maintains user guides quick-reference materials and training content for different user groups and conducts onboarding and refresher training sessions for agency hiring managers procurement staff and supplier users.
  
• Works closely with MSP Account Managers and the Senior MSP Account Manager to support program adoption helping new agencies and stakeholders understand how to use the VMS effectively while adhering to program rules and workflows.
  

Data Quality Compliance and Risk Management

• Monitors data quality in the VMS including requisition fields rate entries supplier details worker records time and expenses and status changes and works with MSP Account Managers and suppliers to correct inaccuracies.
  
• Supports compliance with Commonwealth and contract requirements by configuring and enforcing required fields validation rules and approval steps for requisitions offers extensions and offboarding.
  
• Coordinates with the Compliance and Onboarding Specialist to ensure that compliance-related statuses and fields (for example background check complete training complete clearance status) are accurately represented in the VMS and available for reporting and audits.
  
• Performs periodic audits of key VMS data elements and workflows documents findings and recommends and implements corrective actions to reduce risk and improve consistency.
  

Reporting Analytics and Insights

• Designs builds and maintains standard and ad hoc reports and dashboards in the VMS to support program management including metrics such as requisition volumes time-to-submit time-to-fill submittal-to-interview ratios fill rates supplier performance and spend.
  
• Partners with the Project Manager Senior MSP Account Manager Supplier Relationship Manager Financial Analyst and Reporting/Analytics Specialist (if separate) to translate data into actionable insights for monthly and quarterly program reviews and governance meetings.
  
• Responds to targeted data and reporting requests from Commonwealth stakeholders and MSP leadership ensuring data accuracy clarity and appropriate aggregation to support decision making.
  

Change Management and Vendor Liaison

• Acts as the primary liaison to the VMS vendor on day-to-day system matters including issue escalations enhancement requests and coordination of upgrades or new features that affect the Commonwealth program.
  
• Participates in requirement-gathering and testing for new or enhanced VMS capabilities driven by Commonwealth policy changes agency needs or MSP process improvements and ensures changes are documented and communicated to users.
  
• Tracks and evaluates the impact of system changes on program performance and user experience and works with stakeholders to refine configurations as needed to optimize usability and adherence to Commonwealth standards.
  

Collaboration and Governance Support

• Works closely with MSP roles (Project Manager Senior MSP Account Manager MSP Account Managers Supplier Relationship Manager Compliance and Onboarding Specialist Financial Analyst) to ensure that the VMS supports their operational needs and that system configuration stays aligned with program strategy.
  
• Supports preparation of materials for governance and business review meetings by providing updated dashboards data extracts and system-related insights and participates in discussions when technical or system questions arise.
  
• Contributes to continuous improvement initiatives by identifying process and workflow enhancements within the VMS proposing configuration changes and documenting updated procedures and training materials.
  

Requirements

Minimum Qualifications

• Bachelors degree in information systems business human resources or a related field or equivalent combination of education and experience.
  
• Three or more years of experience administering or heavily using a Vendor Management System (for example Fieldglass Beeline Coupa VNDLY or similar) or comparable HR/procurement systems preferably within an MSP or contingent workforce program.
  
• Strong understanding of contingent workforce staffing or MSP processes such as requisition creation candidate submittals onboarding time and expense entry and offboarding.
  
• Proven ability to configure system workflows user roles and data fields troubleshoot user issues and work with software vendors or IT teams to resolve system problems.
  
• Strong analytical skills and experience creating and interpreting reports and dashboards; proficiency with Excel and comfort working with large data sets.
  
• Excellent communication and training skills with the ability to explain system concepts and workflows to both technical and non-technical stakeholders and support adoption in a multi-stakeholder environment.
  
• High attention to detail strong documentation habits and the ability to manage multiple configuration support and reporting tasks concurrently while maintaining data integrity and compliance.
  

Benefits