HR Onboarding Specialist - Nashville TN

Located in Nashville, Tennessee, Vanderbilt University Medical Center (VUMC) operates at a global crossroads of teaching, discovery, and patient care. It is a community where expertise is valued, knowledge is expanded, and abilities are challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and uniqueness is celebrated.

About the Role

The Onboarding Specialist serves as the primary point of contact for candidates throughout the pre-employment onboarding process, beginning when a candidate is placed into background screening and continuing through Day One orientation. This role supports day-to-day operational activities and manages a high-volume workload that fluctuates seasonally.

Responsibilities

• Receives and addresses inquiries from telephone, online, and on-site customers.
• Provides legally sound and accurate employment information to internal and external customers.
• Performs and reviews pre-employment checks including references, licensure, criminal background, and/or education verifications.
• Responds to questions and concerns from new hires, provides details on orientation logistics, and addresses barriers to avoid delays in start dates.
• Maintains ongoing, positive collaboration with recruitment, payroll, hiring leaders, and HR partners to create lean, effective processes that minimize hand-offs, delays, and errors.
• Collects and processes new team members' hire documentation prior to start date or within three days of start.
• Assists in ensuring government-mandated documents are complete according to the law (I-9/E-verify, etc.).
• Communicates with hiring leaders and recruiters about start dates, delays, and issues related to the new hire.
• Finalizes Workday hire process, sends confirmation emails with orientation information, and completes related system data entry.
• Provides additional follow-up with new team members as needed.
• Reviews criminal background checks and coordinates completion of pre-employment requirements.

Skills

• Demonstrated ability to effectively prioritize work, manage competing deadlines, and maintain accountability with minimal supervision.
• Proven ability to work independently and make sound decisions in a fast-paced environment.
• Willingness to proactively seek guidance or assistance when needed to ensure timely and accurate outcomes.
• Excellent verbal and written communication skills, with experience interacting professionally with candidates, recruiters, hiring managers, and third-party vendors.
• Strong interpersonal skills and emotional intelligence, with the ability to navigate sensitive conversations with empathy, professionalism, and discretion, including discussions related to background check results and start date delays.
• Flexibility to work onsite as business needs require.
• Ability to maintain a private, secure home workspace to protect confidential candidate and employee information.
• Demonstrated commitment to maintaining focus and productivity while working remotely, with minimal distractions during scheduled work hours.
• Strong technical proficiency, including the use of keyboard shortcuts and other tools to improve efficiency and productivity.
• Advanced Microsoft Excel skills.
• High level of attention to detail and commitment to accuracy when managing sensitive onboarding and compliance-related processes.
• Ability to successfully manage high-volume workloads while maintaining exceptional customer service and operational accuracy.

Technical Capabilities

• Time Management (Intermediate): Planning and exercising conscious control over the amount of time spent on specific activities.
• Communication (Intermediate): Clearly, effectively, and respectfully communicates to employees or customers.
• Customer Service (Intermediate): A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, and responsive to customer needs.
• Human Resources (Novice): Knowledge of various components of human resources which may include human resources management, the recruitment process, skills development and tracking, benefits administration, training, compensation, organizational development, and compliance with associated government regulations.
• HR Compliance (Novice): Understanding the rules, regulations, sanctions, and other statutory requirements, guidelines, and instructions relating to governing bodies and organizations, both internally and externally.
• Human Resources Policies and Procedures (Novice): Knowledge, adherence, and application of human resources policies and procedures.

Core Accountabilities

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
• Problem Solving/Complexity of Work: Utilizes some discretion and research to solve routine problems.
• Breadth of Knowledge: Applies knowledge of standards, established processes, and procedures that apply to your own job.
• Team Interaction: Provides guidance to entry-level co-workers.

Core Capabilities

• Supporting Colleagues:
  • Develops Self and Others: Continuously improves own skills by identifying development opportunities.
  • Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles, and develops relationships across areas.
  • Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.
• Delivering Excellent Services:
  • Serves Others with Compassion: Invests time to understand the problems, needs of others, and how to provide excellent service.
  • Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner.
  • Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.
• Ensuring High Quality:
  • Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
  • Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
• Managing Resources Effectively:
  • Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
  • Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
  • Makes Data-Driven Decisions: Uses accurate information and good decision-making to consistently achieve results on time and without error.
• Fostering Innovation:
  • Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
  • Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure the proper course of action.
  • Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Qualifications

• 2 years of relevant work experience.
• High School Diploma or GED (Required).

Schedule

Monday - Friday, 8:00 AM - 5:00 PM CST.

Benefits

This role offers a comprehensive benefits package which may include health, disability, retirement, and/or wellness offerings to enhance your well-being and professional growth.