Employee Experience Specialist

Employee Experience Specialist

Rivian is on a mission to keep the world adventurous forever. This goes for the emissions-free Electric Adventure Vehicles we build, and the curious, courageous souls we seek to attract. As a company, we constantly challenge what's possible, never simply accepting what has always been done. We reframe old problems, seek new solutions and operate comfortably in areas that are unknown. Our backgrounds are diverse, but our team shares a love of the outdoors and a desire to protect it for future generations.

Role Summary: As an Employee Experience Specialist, you will move away from high-volume manual data entry to act as the primary operator for Exception Management and compliance control across our automated global onboarding pipeline. Utilizing ServiceNow as our cross-functional Single Source of Truth, you will audit onboarding workflows, enforce rigid compliance gates, resolve data sync exceptions between integrated platforms (iCIMS, Workday, SailPoint), and support new hires through their journey. This role requires high attention to detail, strong cross-functional communication, and the ability to strictly enforce corporate compliance deadlines.

Responsibilities:

• Daily Workflow Operations & Roster Management
• Case Ownership: Daily monitor assigned ServiceNow workspaces to locate, filter, and assign newly generated "Onboard New Employee" cases to the appropriate team members.
• System Integrity Audits: Verify background system automation triggers, ensuring data flows correctly between iCIMS, Workday, SailPoint, and Active Directory.
• Stakeholder Coordination: Audit hiring manager deliverables within ServiceNow and confirm that automated pre-hire portal invitations and hardware shipping questionnaires are properly dispatched.
• Compliance Tracking & Nudge Enforcement
• Milestone Monitoring: Execute structured data audits at critical pre-hire milestones (T-14, T-10, and T-7 days before start date) using ServiceNow dashboards and reports.
• Proactive Candidate Outreach: Manually deploy targeted reminder communication templates via email and applicant tracking systems (ATS) to ensure candidates finalize required onboarding steps.
• Enforce Hard Deadlines: Serve as the ultimate compliance gatekeeper, ensuring all required Workday onboarding tasks and legal digital signature pages (Box Sign) are 100% completed in a timely manner.
• Clear-to-Start Gatekeeping & Escalation Audit Gate Execution
• Review the orientation roster to verify completed Workday tasks, signed Box documents, and cleared background check statuses.
• Access Provisioning: Officially sign off on compliant candidates in ServiceNow to release "Stage 3: Day 1 Details" to their portal.
• Manage Non-Compliance: Implement processing freezes on non-compliant hires, sending out formal "No Start" notices and aligning with the respective Recruiter and Hiring Manager.
• Specialized Tracks & Exception Handling
• Offer Amendments & Start Date Corrections: Handle complex manual data adjustments when a candidate's start date changes post-ingestion. Retrieve signed iForms from iCIMS, upload them to Workday, and execute "Request Worker Start Date Corrections" to automatically reset ServiceNow lifecycle timelines.
• Freeze Horizon Exceptions: Identify candidates hired within the strict 2-week freeze window. Issue processing freezes and guide recruiters through the formal Onboarding Start Date Exception Request workflow.
• Day 1 Support & Hypercare
• Emergency Queue Monitoring: Monitor active shared support inboxes and high-priority queues to assist new hires with Day 1 login issues.
• IT Collaboration: Troubleshoot multi-factor authentication loops or single sign-on lockouts and seamlessly route impacted hires to the direct IT Service Desk Emergency Hotline or designated IT Office Hour Zoom/in-person sessions.

Qualifications:

• Platform Proficiency: Direct experience working within ServiceNow (HR Lifecycle Event Management) and Workday is highly preferred. Familiarity with iCIMS (or similar ATS) and Smartsheet is a plus.
• Exception Management Mindset: Ability to pivot from manual data entry to systemic auditing, pattern-matching data errors, and troubleshooting background pipeline delays.
• Rigid Process Adherence: Strong operational discipline to enforce system boundary rules, compliance freezes, and timeline cutoffs without variance.
• Global/Cross-Border Exposure: Understanding of unique international compliance protocols (e.g., wet signatures, custom clearances, localized statutory document collection) is highly valued.
• Communication: Exceptional written communication skills to handle multi-channel candidate "nudges" and cross-functional partner escalations professionally.
• Schedule Flexibility: Ability to support early-shift Monday morning hypercare schedules onsite for our New Hire Orientation.

Pay Disclosure: The pay range for this role is $27.42 - $34.28 per hour for Normal, IL based applicants. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, geographic location, shift, and organizational needs. The successful candidate may be eligible for annual performance bonus and equity awards. We offer a comprehensive package of benefits for full-time and part-time employees, their spouse or domestic partner, and children up to age 26, including but not limited to paid vacation, paid sick leave, and a competitive portfolio of insurance benefits including life, medical, dental, vision, short-term disability insurance, and long-term disability insurance to eligible employees. You may also have the opportunity to participate in Rivian's 401(k) Plan and Employee Stock Purchase Program if you meet certain eligibility requirements. Full-time employee coverage is effective on their first day of employment. Part-time employee coverage is effective the first of the month following 90 days of employment. More information about benefits is available at rivianbenefits.com.

Equal Opportunity: Rivian is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender, gender expression, gender identity, genetic information or characteristics, physical or mental disability, marital/domestic partner status, age, military/veteran status, medical condition, or any other characteristic protected by law. Rivian is committed to ensuring that our hiring process is accessible for persons with disabilities. If you have a disability or limitation, such as those covered by the Americans with Disabilities Act, that requires accommodations to assist you in the search and application process, please email us at View email address on click.appcast.io.

Candidate Data Privacy and Technology: Rivian may collect, use and disclose your personal information or personal data (within the meaning of the applicable data protection laws) when you apply for employment and/or participate in our recruitment processes ("Candidate Personal Data"). This data includes contact, demographic, communications, educational, professional, employment, social media/website, network/device, recruiting system usage/interaction, security and preference information. Rivian may use your Candidate Personal Data for the purposes of (i) tracking interactions with our recruiting system; (ii) carrying out, analyzing and improving our application and recruitment process, including assessing you and your application and conducting employment, background and reference checks; (iii) establishing an employment relationship or entering into an employment contract with you; (iv) complying with our legal, regulatory and corporate governance obligations; (v) recordkeeping; (vi) ensuring network and information security and preventing fraud; and (vii) as otherwise required or permitted by applicable law. Rivian may share your Candidate Personal Data with (i) internal personnel who have a need to know such information in order to perform their duties, including individuals on our People Team, Finance, Legal, and the team(s) with the position(s) for which you are applying; (ii) Rivian affiliates; and (iii) Rivian's service providers, including providers of background checks, staffing services, and cloud services. Rivian may transfer or store internationally your Candidate Personal Data, including to or in the United States, Canada, the United Kingdom, and the European Union and in the cloud, and this data may be subject to the laws and accessible to the courts, law enforcement and national security authorities of such jurisdictions.

How We Use AI in Our Hiring Process: To ensure transparency, we want candidates to know that Rivian uses iCIMS Talent Cloud Artificial Intelligence (TCAI) and AI-enabled tools to assist with screening, reviewing, organizing and highlighting profiles and applications that match the key requirements for each role. AI does not make hiring decisions: Qualified candidate applications are reviewed by a member of our team, and all decisions throughout the process are made by humans. We use AI to support efficiency and consistency, not to replace human judgment. We are committed to a fair, thoughtful, and equitable experience for every candidate. Participation in AI profile matching is entirely voluntary. If you prefer that your profile not be used