Position Title: Onboarding Specialist
Department: Human Resources
Position Summary
The Onboarding Specialist is responsible for coordinating and facilitating the onboarding process for all newly hired employees and the transfer of existing employees to ensure a seamless transition throughout the organization. The incumbent serves as the primary Human Resources liaison for assigned service lines and works collaboratively with department leaders, Talent Acquisition, Labor Relations, Employee Health, Nursing Education, Payroll, Benefits, Finance, Information Technology, and Security to ensure all pre-employment, onboarding, transfer, and position control activities are completed accurately, timely, and in compliance with organizational policies and applicable collective bargaining agreements.
The Onboarding Specialist is responsible for maintaining position control within assigned service lines by monitoring vacancies, transfers, promotions, new positions, and staffing changes, while providing ongoing communication to department leadership regarding the status of recruitment, onboarding, and personnel actions. The position serves as the primary point of contact for new candidates and existing employees, providing exceptional customer service and regular updates throughout the hiring and transfer process.
The ideal candidate will possess extensive healthcare onboarding experience and a strong understanding of collective bargaining agreements, particularly the 1199SEIU Collective Bargaining Agreement, ensuring compliance with contractual obligations and regulatory requirements.
Essential Duties and Responsibilities
- Coordinate the onboarding process for all newly hired employees from acceptance of the employment offer through successful completion of orientation.
- Coordinate the transfer of existing employees between departments, service lines, cost centers, and bargaining units in accordance with organizational policy and applicable collective bargaining agreements.
- Serve as the Human Resources liaison for assigned service lines, developing strong partnerships with department leadership to support staffing, onboarding, and position control activities.
- Serve as the primary point of contact for new candidates and existing employees by providing timely communication regarding employment offers, pre-employment requirements, onboarding status, transfers, orientation schedules, and position changes.
- Build and maintain collaborative relationships with Talent Acquisition, Labor Relations, Employee Health, Nursing Education, Benefits, Payroll, Finance, Information Technology, Security, and department leadership to ensure seamless onboarding and employee transitions.
- Follow up with department leaders regarding approved position control requests, vacancies, transfers, promotions, new positions, and staffing changes to ensure timely processing and accurate maintenance of position control records.
- Review position control requests for completeness and coordinate with Finance and Human Resources leadership to resolve discrepancies involving position numbers, FTE status, funding, cost centers, and organizational structure.
- Maintain tracking reports for vacant, filled, pending, and newly approved positions and provide regular status updates to Human Resources leadership and department management.
- Coordinate the posting of approved positions with Talent Acquisition, ensuring job postings accurately reflect approved position control and organizational staffing needs.
- Monitor recruitment activity for assigned service lines and communicate regularly with hiring managers regarding candidate status, anticipated start dates, pending clearances, and onboarding milestones.
- Verify employee eligibility for transfer, including seniority, probationary status, performance, disciplinary standing, and contractual requirements.
- Process Personnel Action Forms (PAFs), transfers, promotions, and other employment transactions while ensuring accurate HRIS, payroll, and position control updates.
- Coordinate effective hire and transfer dates with department leadership to ensure appropriate staffing coverage and operational continuity.
- Coordinate all pre-employment requirements, including background investigations, employment verification, licensure and certification verification, Employee Health clearance, drug screening, and I-9 employment eligibility verification.
- Coordinate new employee orientation and department-specific onboarding activities, including required education, competencies, system access, and departmental introductions.
- Coordinate employee identification badges, parking access, security access, uniforms, equipment, and technology access for new hires and transferred employees.
- Ensure compliance with Joint Commission, Department of Health (DOH), CMS, HIPAA, OSHA, hospital policies, and all applicable federal, state, and local employment regulations.
- Maintain working knowledge of the 1199SEIU Collective Bargaining Agreement and other applicable labor agreements.
- Ensure all onboarding, transfer, promotion, and position control activities comply with applicable collective bargaining agreements and hospital policies.
- Maintain accurate employee records and documentation within the Human Resources Information System (HRIS).
- Prepare reports related to onboarding, vacancies, transfers, position control, orientation attendance, and staffing metrics for Human Resources leadership.
- Identify opportunities to improve onboarding, transfer, communication, and position control processes to enhance operational efficiency and the employee experience.
- Maintain strict confidentiality of employee, applicant, and organizational information.
- Provide exceptional customer service while promoting a positive onboarding experience for all candidates, employees, and departmental stakeholders.
- Perform other related duties as assigned.
Qualifications/Education
- Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
- Associate degree with equivalent healthcare Human Resources experience may be considered.
Experience
- Minimum of 3–5 years of Human Resources experience in a healthcare environment.
- Minimum of 2 years of healthcare onboarding experience.
- Experience working in a unionized healthcare environment required.
- Experience administering or interpreting the 1199SEIU Collective Bargaining Agreement strongly preferred.
- Experience with position control, employee transfers, onboarding, and HRIS systems.
- Experience supporting hospital operations, nursing, allied health, physician recruitment, and clinical departments preferred.
Knowledge, Skills, and Abilities
- Thorough knowledge of healthcare onboarding and employee transfer processes.
- Strong understanding of position control, workforce planning, and staffing coordination.
- Working knowledge of the 1199SEIU Collective Bargaining Agreement, labor relations, FLSA, HIPAA, I-9 compliance, Joint Commission standards, and Department of Health regulations.
- Excellent organizational, customer service, interpersonal, and communication skills.
- Ability to manage multiple priorities in a fast-paced healthcare environment.
- Strong analytical, problem-solving, and follow-up skills.
- Proficiency with HRIS systems (ADP, or similar) and Microsoft Office applications.
- Ability to establish productive working relationships with leaders at all levels of the organization.
- Ability to maintain confidentiality while exercising sound judgment and professionalism.
Preferred Qualifications
- SHRM-CP, SHRM-SCP, PHR, or SPHR certification.
- Experience working in an acute care hospital or academic medical center.
- Experience supporting union and non-union employees in a complex healthcare environment.
- Experience coordinating large-scale orientation and onboarding programs.
- Knowledge of healthcare credentialing and regulatory requirements.
Core Competencies
- Customer Service Excellence
- Healthcare Operations
- Employee Onboarding & Orientation
- Position Control Management
- Workforce Planning
- Labor Relations & Collective Bargaining
- Stakeholder Relationship Management
- Communication
- Organizational Effectiveness
- Compliance & Regulatory Knowledge
- Process Improvement
- Accountability
- Collaboration
- Attention to Detail
Pay: $50,000.00 - $60,000.00 per year
Work Location: In person
