Talent Acquisition and Onboarding Coordinator

Apex Skin is a physician-led and rapidly growing dermatology practice committed to delivering exceptional patient experiences. As we continue to scale, we are seeking a detail-oriented and proactive Talent Acquisition & Onboarding Coordinator to support end-to-end recruiting operations and deliver a consistent, high-quality candidate and new hire experience. This role partners closely with recruiters, hiring managers, IT and HR Operations to coordinate candidate pipelines, manage pre-employment and compliance tasks, and provide a cohesive onboarding journey that begins with thoughtful day-one readiness.

• $20.00 - $24.00/hr

• Non-Exempt/Hourly
• Full-time, Monday through Friday [40 hours per week]
• On-site presence required four (4) days per week in Beachwood, OH

• Post and manage job openings in the ATS and on external platforms (Linked In, Indeed, etc.), and proactively source candidates to maintain a strong, qualified talent pipeline.
• Screen applicants for open roles as needed (resume reviews, basic phone screens, assessment coordination)
• Coordinate interviews with candidates, hiring managers, and recruiters; manage schedules, confirmations, and candidate logistics
• Create and distribute offer letters in partnership with the Talent Acquisition team; ensure accurate details and timely delivery
• Complete administrative tasks supporting the Talent Acquisition team

• Own the new hire process from offer acceptance through start date, ensuring an exceptional and consistent experience for all new employees
• Coordinate and manage background checks and pre-employment requirements; support FCRA-compliant disclosures, authorizations, and adverse-action steps when applicable
• Verify vaccination or other role-specific credential documentation to ensure compliance with organizational or regulatory requirements
• Complete and audit Form I-9 documentation in accordance with federal requirements to ensure compliance
• Set up and maintain new hire profiles in the HRIS and ensure accurate data flows to payroll/benefits
• Maintain hiring and onboarding records in line with EEO recordkeeping expectations

• Prepare and distribute welcome letters, first-day information, and onboarding communications
• Create and establish the new hire’s official personnel file, including assembling all required onboarding documents
• Verify required forms are received, properly executed, and filed in a timely manner
• Own the process for ordering and tracking equipment for new hires, coordinate issuance of equipment
• Coordinate technology setup based on department and position to ensure employees are fully equipped on day one
• Partner with internal IT and other teams to support smooth technology onboarding and ensure access components – s, key fobs, building access, and system permissions
• Facilitate completion tracking for onboarding tasks and required training; elevate barriers to keep timelines on track
• Initiate and coordinate scheduling for the 90-day onboarding process for Regional Directors, Regional Managers, Office Managers, and Clinical Managers, including calendar management, corporate partnership training, and alignment with the SOP to ensure structured and efficient leadership onboarding experience
• Serve as a primary point of contact for candidates and new hires, responding to questions and providing timely updates, including new hiring ADP setup and troubleshooting
• Ensure a positive, inclusive, and professional candidate and onboarding experience
• Administer and track a 45-day new hire survey to assess early engagement, identify onboarding gaps, and surface support needs; analyze responses and elevate trends or retention risks to HR leadership

• Coordinate and support the administration of student shadow and externship programs, including High School student shadows, Physician Assistant (PA) student shadows, and Medical Assistant externships
• Serve as the primary point of contact for school partners; build and maintain strong relationships to support ongoing program success
• Coordinate scheduling and logistics between schools, students, and clinic leadership to ensure seamless and professional shadowing experience
• Track required documentation, including HIPAA compliance training and acknowledgments
• Monitor participation and support improvements to program structure and experience

• Track and maintain recruiting and onboarding…