Onboarding Specialist

About the Role

This role partners with hiring managers and cross-functional teams to coordinate and manage the new hire onboarding process. The Onboarding Specialist ensures completion of all pre-employment requirements, including employment eligibility verification, background checks, drug screens, credential and education verification, and onboarding documentation, while maintaining compliance with company policies and regulatory requirements. The role serves as a primary resource for new hires, ensuring a smooth onboarding experience and successful start.

The ideal candidate is a strong communicator who can manage multiple priorities, work independently, exercise sound judgment, and navigate complex onboarding situations while providing a positive experience for new hires and hiring managers.

Responsibilities

• Serve as the primary onboarding resource for new hires and hiring managers, independently troubleshooting issues and coordinating resolutions across multiple departments.
• Manage the end-to-end onboarding process from offer acceptance through Day One for new hires across corporate and 180 locations.
• Build rapport and effectively communicate with candidates, new hires, hiring managers, and cross-functional partners at all levels of the organization.
• Monitor onboarding milestones and proactively follow up with candidates, hiring managers, and internal partners to ensure all required pre-employment activities are completed prior to the employee's start date.
• Ensure compliance with applicable legal, regulatory, and company requirements throughout the onboarding process, including I-9 and E-Verify, background checks, drug screens, credential verification, educational requirements, and employment documentation.
• Maintain confidentiality and protect sensitive candidate and employee information in accordance with company policies and applicable requirements.
• Review and verify professional licenses, certifications, educational documentation, and other required credentials to ensure candidates meet applicable job, company, and regulatory requirements.
• Prepare and administer employment contracts, relocation agreements, and other required onboarding documentation.
• Partner with corporate departments, hiring managers, and third-party vendors to deliver a compliant and seamless onboarding experience.
• Facilitate orientation sessions to introduce new hires to the company's culture, values, policies, and procedures.
• Identify opportunities to improve onboarding processes, workflows, and systems and participate in the development and implementation of process improvements.
• Perform other related duties and special projects as assigned.

Requirements

• Excellent written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Excel.
• Proficiency with HRIS and applicant tracking systems and proven ability to learn and adapt to new technologies and systems.
• Working knowledge of onboarding practices, HR policies, employment laws, and pre-employment compliance processes, including screenings, verifications, and confidential information management.
• Ability to manage multiple priorities, deadlines, and onboarding processes simultaneously while maintaining accuracy and attention to detail.
• Demonstrated ability to identify process improvement opportunities and contribute to the development and implementation of efficient workflows and solutions.
• Ability to exercise independent judgment, resolve problems, and escalate issues appropriately.
• Experience handling confidential and sensitive candidate and employee information.
• Strong organizational skills.
• Ability to collaborate effectively with remote team members and cross-functional partners across the organization.
• Adaptability and flexibility to accommodate the diverse needs and circumstances of new hires and hiring managers.

Physical Requirements

• Position works in-office at the corporate location.
• Ability to sit, stand, or kneel for extended periods of time.
• Ability to view video display terminal images for extended periods of time.
• Ability to operate computer keyboard and telephone.
• Occupational exposure to bloodborne pathogens.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to reach, bend, and stoop as necessary.
• Ability to communicate effectively, both verbally and in writing.
• Ability to focus and concentrate on tasks for extended periods.
• Ability to navigate the office environment safely, including stairs and elevators (if applicable).
• Ability to travel up to 20% via airplane or vehicle (if applicable).
• Ability to use assistive devices if needed for mobility or communication.

Benefits

• Outstanding plans for medical, dental, and vision insurance.
• Health savings account (HSA).
• Flexible spending account (FSA).
• Tuition reimbursement.
• Employee assistance program (EAP).
• Wellness program.
• 401k retirement plan.
• Paid time off.
• Company-paid holidays.
• Personal time.