Onboarding Operations Specialist

Onboarding Operations Specialist

Our client, a company that provides solutions for healthcare systems, is seeking an Onboarding Operations Specialist to assist with coordinating onboarding, credentialing readiness, and compliance activities across multiple program areas. The role independently manages caseloads of new hires, providers, students, or fellows from offer acceptance through Day 1 and beyond, exercising judgment to resolve issues, coordinate across departments, and ensure compliance, while escalating matters of significant risk to the Onboarding Operations Manager.

Responsibilities:

• Independently manages the onboarding caseload for an assigned population (employees, providers/APPs, students, or fellows) from acceptance through the start date, determining priority and sequencing of work without close supervision.
• Coordinates cross-functional onboarding activities with Talent Acquisition, IT, Facilities, Credentialing, Payroll, and Hiring Managers, resolving day-to-day conflicts and gaps independently.
• Tracks and evaluates credentialing readiness and compliance documentation (licensure, background checks, drug screening, required certifications); identifies and resolves gaps that could delay a start date, escalating only unresolved or high-risk items.
• Reviews flagged pre-adverse background screening results, gathers and evaluates candidate explanations and documentation, and prepares a recommendation and summary for HRBP/Manager review and decision.
• Administers employment agreement tracking, including sign-on bonus, relocation, and retention terms, verifying accuracy against agreements and coordinating with Payroll.
• For fellowship-assigned specialists: coordinates fellowship recruitment logistics (applications, interview scheduling, Match tracking), supports incoming fellow onboarding and credentialing, and serves as a liaison to Program Directors and academic institutions.
• For student-assigned specialists: coordinates clinical rotation and shadow program scheduling, affiliation agreement follow-up, and school communications; independently resolves scheduling conflicts with academic partners.
• Leads new hire orientation and compliance training sessions, including presenting to groups and fielding questions on policy and benefits.
• Conducts recurring audits of onboarding trackers, sign-on/retention data, offer letters, and provider onboarding files; identifies discrepancies and independently determines corrective action.
• Manages vendor-facing tasks within defined authority, including invoicing reconciliation (e.g., COUPA) and coordinating background screening/drug testing vendors.
• Serves as a point of contact for daily onboarding questions and escalations from new hires, supervisors, and stakeholders, using judgment to determine what can be resolved directly versus what requires escalation.
• Prepares and delivers recurring reporting (weekly scorecards, monthly program updates) to the Onboarding Operations Manager and stakeholders.
• Oversees production tasks that support the above (badge creation, personnel file documentation, I-9 verification, new hire system entries) as part of managing an end-to-end caseload, rather than as standalone clerical assignments.
• Serves as backup lead for a program area during the Manager's absence, per the department's continuity coverage plan.

Required Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Human Resources, Business, or related field preferred.
• Minimum 3 years of experience in onboarding, HR coordination, credentialing, or a related field with progressively increasing responsibility.
• Healthcare experience preferred.
• I-9/E-Verify and background screening compliance requirements.
• HRIS and onboarding systems (UKG, Smartsheet) and related workflows.
• Credentialing fundamentals for provider onboarding (if applicable to assigned program area).
• Independent problem-solving and prioritization across a caseload with competing deadlines.
• Public speaking and presentation for orientation/training delivery.
• Written and verbal communication with candidates, supervisors, and external partners (schools, program directors, vendors).
• Interpreting and applying HR policy to individual cases.
• Exercise discretion and independent judgment on matters affecting start dates, compliance, and candidate experience.
• Manage multiple active cases simultaneously and adjust priorities without direct supervision.
• Maintain confidentiality of sensitive candidate, employee, and compliance information.
• Build and maintain effective working relationships across departments and external partners.

If you meet the required qualifications and are interested in this role, please apply today.

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