HR Onboarding Specialist

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The HR Onboarding Specialist is responsible for ensuring candidates complete all pre-hire activities and are hired and ready to begin employment by the scheduled new hire orientation day. The HR Onboarding Specialist supports the Recruitment and HR Administration teams, and acts as a single point-of-contact to support candidates from their offer acceptance through their first month of employment. The HR Onboarding Specialist ensures the candidate completes all pre-hire steps, including background check and pre-employment physical, and handles any questions for the candidate through orientation day. The HR Onboarding Specialist supports the newly hired employee during the first month of employment, contacting the new hire to answer any questions regarding first pay and/or benefits enrollment. The HR Onboarding Specialist processes new hire benefits life events, ensures collection of appropriate supporting documentation, and approves events within the required time frames.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent and three years of administrative or secretarial experience OR

Associate’s degree and two years of administrative or secretarial experience OR

Bachelor’s degree and one year of administrative or secretarial experience required. 

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. One year of customer service, and three years’ HR administration experience

2. MS Office proficiency, experience working with HRIS and ATS systems

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Contact candidate weekly from the time the offer is accepted through the new hire orientation, reminds candidate of onboarding forms and steps that need to be completed for on-time start date

2. Monitors progress of and adjudicates background check; verifies minimum requirements of the job have been met

3. Prepares new hire orientation lists for recruitment team

4. Assists with the new hire benefits enrollment process.  Confirms documentation meets dependent eligibility requirements and approves life events.

5. Hire new employees into UltiPro, confirming all data fields are correct and complete prior to the hire date. 

6. Respond timely to escalated requests from the candidate, manager or recruiter.  Resolve service requests according to the department service-level agreements.

7. Provides necessary reports for candidate volumes.

8. Executes HR audit programs to support HR & Payroll Compliance including, but not limited to, I-9, eVerify, OFCCP, WV Cares, DHHR, and Joint Commission.

9. Completes all necessary system transactions with the appropriate reviews, approvals and verifications

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Sitting and standing for long periods of time

2. Working on a computer

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Normal office environment

SKILLS AND ABILITIES:

1. Excellent attention to detail, high degree of organization and accuracy

2. Ability to build relationships with candidates and other HR teams to provide a seamless onboarding experience to candidates/new hires

3. Excellent oral and written communications skills, and listening skills

4. Ability to utilize search tools and knowledgebase tools to find relevant information

5. Ability to followed designed processes and identify opportunities for efficiency and improved effectiveness

6. Exercise good judgment in handling sensitive and confidential information and situations.

7. Ability to multi-task and prioritize in a fast paced environment while balancing schedule changes and multiple priorities

8. Ability to quickly establish credibility to build and maintain effective working relationships

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

SYSTEM West Virginia University Health System

Cost Center:

554 SYSTEM HR Shared Services