Onboarding Manager

The Onboarding Manager is responsible for overseeing and managing the end-to-end onboarding and background check process for all new hires at Heartshare, ensuring full compliance with agency, local, state, and federal regulatory standards. This role drives operational efficiency, maintains quality control, and serves as a key partner to hiring managers to ensure a seamless and compliant onboarding experience. This position also plays a critical role in identifying process gaps, improving workflows, and implementing solutions to enhance the overall onboarding experience for both new hires and hiring managers.

Primary Responsibilities and Essential Functions of Position:

Onboarding Oversight
• Directly manage a team of Onboarding Specialists and oversee the end-to-end onboarding and background check process for all new hires, ensuring timeline clearance of background checks that are in full compliance with agency and regulatory standards.
• Manage onboarding and background checks for high-priority and critical roles to ensure leadership hires receive a seamless, timely onboarding experience, while providing backup support to the onboarding team as needed.
• Serve as the primary point of contact for hiring managers, providing proactive communication, status updates, and guidance throughout the onboarding process while ensuring adherence to oversight requirements and internal policies.
• Partner with Talent Acquisition to ensure smooth handoff and consistent collaboration between recruitment and onboarding.
• Perform additional duties as required to support onboarding operations, compliance initiatives, and organizational goals.


Compliance & Quality Assurance
• Establish and maintain quality control over onboarding documentation by reviewing completed onboarding packets to ensure all required information is accurate, complete, and compliant with local, state, and federal regulations.
• Collaborate with the HR Compliance team to support internal and external audits by ensuring onboarding documentation is readily accessible for review.
• Monitor and enforce timely completion of Form I-9 Employment Eligibility Verification within federally required timelines, ensuring adherence to compliance standards.
• Ensure consistent utilization of onboarding tools and trackers (e.g., New Hire Checklist) to verify completion of all pre employment requirements, including background clearances, license verification, medical requirements, and data accuracy.
• Maintain up-to-date knowledge of agency policies, oversight regulations, and legal requirements related to background checks and onboarding compliance across all HeartShare programs.


Process Improvement & Reporting
• Identify opportunities to improve operational efficiency, streamline onboarding workflows, and reduce overall onboarding timelines while ensuring compliance with regulatory requirements.
• Analyze onboarding trends and metrics, prepare regular reports, identify process gaps, and recommend actionable solutions to improve efficiency, compliance, and candidate experience.
• Collaborate with the HR Systems team on updates and enhancements to the HRIS system (Paycom) including new hire data management, system testing and process improvements.


Leadership & Staff Development
• Conduct performance evaluations and support staff professional development through structured onboarding and training programs for new onboarding specialists, as well as ongoing training and skill development initiatives for the team.

• 3-years' experience managing a team and 5 years' experience in HR and Onboarding in a similar environment.
• Strong knowledge and familiarity with various background checks, onboarding practices, employment laws, and compliance standards.• Experience using HRIS automated platform for self-boarding new hires and rehired employees.
• Ability to manage a team and take initiative, maintain flexibility, and creatively solve problems.
• Ability to build strategic relationships with key stakeholders and hiring partners across all programs
• Assertive and results driven that seek accountability and is comfortable dealing with ambiguity.
• Interest in creating and sustaining a positive and inclusive work environment.
• Demonstrated problem-solving skills with the ability to make sound decisions and escalate appropriately
• Excellent written and verbal communication skills, with the ability to partner effectively with hiring managers and cross-functional teams • Ability to train, guide, and support onboarding team members as needed
• Ability to maintain confidentiality and handle sensitive information with discretion
• High school diploma/equivalent required • Valid NYS ID required

Benefits

What we offer once YOU join our growing family:

At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Gympass Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

Heartshare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to View email address on click.appcast.io.

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about Heartshare, please visit our website at or follow us on Twitter LinkedIn YouTube Instagram Facebook