Onboarding Specialist

Job Description

The Onboarding Specialist supports the full onboarding process for new employees, ensuring each new hire experiences a smooth, organized, and welcoming transition into the organization. This role serves as the primary point of contact for new hires throughout the pre-employment and onboarding lifecycle, coordinating documentation, orientation, system access, and communication between candidates and internal teams. It is an excellent opportunity for someone with HR, onboarding, recruiting coordination, or administrative experience who enjoys working directly with new employees and managing multiple onboarding processes simultaneously.

• Coordinate the end-to-end onboarding process for new employees from offer acceptance through their start date and orientation.

• Serve as the primary point of contact for new hires, providing timely updates, answering questions, and guiding them through each step of the onboarding process.

• Prepare and distribute offer letters, onboarding paperwork, employment agreements, and other required new-hire documentation.

• Collect, review, and verify onboarding paperwork to ensure all documents are completed accurately and submitted on time.

• Coordinate and schedule new-hire orientation sessions and assist employees with completing required onboarding and training activities.

• Track outstanding onboarding requirements, including pre-employment verifications and bg checks, and follow up with new hires to ensure deadlines are met.

• Enter and maintain accurate new-hire information within HRIS, applicant tracking systems, and other internal platforms.

• Maintain organized and up-to-date electronic employee records and onboarding documentation in accordance with internal standards.

• Communicate regularly with Human Resources, Talent Acquisition, hiring managers, and other internal departments to provide updates on new-hire status and resolve issues.

• Assist with employment changes such as employee transfers, position changes, schedule adjustments, and other updates related to employment status.

• Identify onboarding delays, missing information, or process bottlenecks and collaborate with relevant stakeholders to resolve issues promptly.

• Provide a professional, welcoming, and positive experience for all incoming employees, reinforcing a culture of respect, inclusion, and high-quality service.

• 2+ years of experience in onboarding, HR support, recruiting coordination, or a closely related function.

• Demonstrated experience coordinating pre-employment verification and bg check processes.

• Hands-on experience managing onboarding activities, including documentation, orientation, and new-hire communications.

• Familiarity with human resources practices and processes, including hiring and employee life-cycle activities.

• Ability to enter, update, and maintain data accurately in HRIS, applicant tracking systems, and other internal systems.

• Strong organizational skills with the ability to manage multiple onboarding processes and deadlines simultaneously.

• Excellent written and verbal communication skills, with a customer-focused approach to supporting new hires.

• High attention to detail when preparing, reviewing, and tracking new-hire documentation.

• Bachelors degree.

• Experience providing HR support in a healthcare or community-focused organization.

• Comfort working with cross-functional teams, including Human Resources, Talent Acquisition, and hiring leaders.

• Ability to identify process issues or delays and proactively propose and implement solutions.

• Strong interpersonal skills and the ability to build rapport quickly with new employees.

• Commitment to serving diverse communities and supporting equitable access to high-quality care.

This role operates in a hybrid work environment with a standard Monday through Friday schedule from 9:00 a.m. to 5:00 p.m., totaling a 35-hour work week. The position typically requires three days per week on-site in Peekskill and two days remote. During the initial 13 weeks, the role may be fully on-site to support training and help the specialist get up to speed with processes, systems, and team members.

The organization provides comprehensive primary, preventive, and behavioral health services across multiple locations and emphasizes respectful, high-quality care for underserved and vulnerable communities. The work setting is professional and collaborative, with regular interaction across HR,…