Onboarding Specialist

Position Overview

The Onboarding Specialist plays a pivotal role in facilitating the seamless integration of new employees into the University of Kansas. This individual is responsible for working with a team to design, implement, and manage comprehensive onboarding programs that align with the university's goals, values, and culture. The Onboarding Specialist ensures that new hires receive the necessary support, resources, and information to transition smoothly into their roles, fostering engagement, productivity, and retention from day one.

• Develops and continuously improves onboarding activities/programs tailored to various job roles, departments, and levels within the organization.
• Ensures that all hire actions sent through the KU Onboarding System are worked, following up and assisting the candidate through the required online forms, activities, and compliance activities.
• Serves as brand ambassador for KU, reflecting the importance and quality of care for each new hire. Provides assistance and expertise to employees with the process and programs that are offered.
• Collaborates with HR, supervisors, unit leadership or HR Partner, and other stakeholders to coordinate onboarding activities and integrate new hires into teams effectively.
• Completes all I-9 and E-Verify activities for new hires, recertifications, and existing employees as needed.
• Coordinates with the employment and appointment team regarding changes or alternations needed related to the offer letter or hire.
• Tracks new hire compliance activities, answering questions to promote engagement with the process.
• Completes Onboarding Appointment Summary for review and upload by the Appointment team into HR/Pay.
• Answers any tier 1 level support questions. Coordinates with units, supervisors, HR Partners, Appointments, Payroll as needed. Provides back-up support on an as needed basis for the Employee Support team.
• Completes employment verification requests as needed.

• Works to create and curate onboarding materials, including welcome kits, training activities, or other digital resources to make the new hire experience welcoming and inviting.
• Works with university internal and external stakeholders to develop, conduct, or participate in informative orientation sessions for new hires, covering company policies, procedures, value, culture, etc.
• Connects new faculty hires with the Dual Career and Relocation Program Manager as appropriate, sharing service values.
• Works with HR Partners, Chairs, and Supervisors to transition new hire to unit onboarding activities.
• Gathers feedback from new hires and stakeholders to evaluate the effectiveness of onboarding programs and identify areas for improvement.

• Provides tier 1 support in answering and responding to walk in traffic and phone calls. Escalates issues to specialized areas as needed. Follows up on escalated tickets as directed.
• Responds promptly and effectively to inquiries via multiple channels (phone, email, chat) providing accurate information, troubleshooting issues, and escalating complex matters as needed to ensure timely resolution.
• Provides guidance and clarification on HR policies, procedures, and compliance requirements, ensuring employees and supervisors understand and adhere to established guidelines.

• Utilizes onboarding software and digital platforms to streamline administrative tasks, track progress, and enhance the onboarding experience.
• Participates in system upgrades, testing, implementation, and related communication activities.
• Stays informed about industry best practices, emerging trends, and innovative onboarding techniques to enhance the effectiveness and efficiency of onboarding programs.

• Actively participates in professional development activities to promote learning and growth.

The Onboarding Specialist is a hybrid position. On-campus work assignment will be dependent on training and team scheduling needs.