Onboarding Coordinator

Onboarding Coordinator

Join a team that's transforming mental healthcare. Headlight is more than a company: it's a movement. A movement that exists on the front lines of the mental health crisis, transforming the way people access care and the way clinicians deliver it. In order to help people in their time of need and ensure that every person who comes to us has options, we are transparent about our capabilities, treatments, and coverage, we champion innovation, and we leverage our rich data to continuously implement better ways of delivering care. Our mission is simple but powerful: Improving lives, one session at a time.

Our highly skilled and principled clinical team enjoys autonomy and institutional support so they can put their focus where it should be: on improving patient outcomes. Our clinicians want to do more than help individual clients, so they work to affect the system as a whole, elevating standards of care so that their efforts reverberate far beyond what they could do in private practice.

As the most trusted behavioral health partner in the Western U.S., we've established deep relationships that give us unparalleled access, interoperability, and first-priority referrals. This exclusivity, combined with our best-in-class coordinated care and feedback loops, results in superior outcomes and cost savings.

Our services are convenient, accessible, and expert, combining personalized client engagement with advanced technology to enhance, not replace, human connection. Indeed, we hold that human-to-human relationships are indispensable, so from the match to the session to the time between sessions, we provide whole person care so nobody falls through the cracks and there is a brighter path forward for all.

The Onboarding Coordinator provides administrative support for Headlight's onboarding processes across clinical and non-clinical teams. This role is responsible for coordinating manual onboarding steps, partnering with HR and IT to support onboarding needs, maintaining accurate employee records in HR systems, primarily ADP. The position helps create an excellent, personalized onboarding experience for each new hire while supporting consistent, organized, and timely HR operations.

Our Pillars

• Make things easier.
• Forge genuine connections.
• Elevate the standard.

Roles and Responsibilities

Onboarding & New Hire Integration

• Coordinate onboarding activities across cross-functional departments, including Recruiting, HR, IT, L&D and Clinical Operations, to ensure a seamless and timely new hire experience.
• Coordinate onboarding activities for new hires using Lever, HubSpot or ADP(HRIS) onboarding tools
• Prepare and process onboarding documentation; employee profiles, I-9, W-4, direct deposit, etc.
• Ensure all pre-employment and onboarding tasks are completed in a timely manner
• Serve as a point of contact for new hires during onboarding
• Track onboarding progress and follow up on missing information or documents
• Coordinate and schedule onboarding meetings, including first-day and first-week agendas
• Participate in new hire welcome sessions, ensuring a positive and organized introduction to the company
• Arrange introductions between new hires, managers, and key team members
• Partner with hiring managers to ensure role-specific onboarding plans are prepared and executed
• Ensure all required stakeholders (IT, payroll, benefits, etc.) are aligned for new hire readiness
• Track completion of onboarding meetings and ensure follow-through on action items
• Serve as an additional point of contact to support new hires during their initial onboarding period

HRIS & Data Entry

• Maintain and update employee records in HR systems (ADP and internal databases) with a high degree of accuracy
• Perform high-volume manual data entry, including new hire information, employee profile set up and registration in supplementary software systems
• Audit HR data regularly to ensure completeness and compliance
• Assist with correcting discrepancies and maintaining data integrity

PTO & Vacation Scheduling

• Manage PTO and vacation requests, ensuring accurate tracking in HR systems
• Work in collaboration with Scheduling Team to maintain Clinician calendars and support managers with scheduling visibility
• Monitor balances and assist employees with questions regarding time off policies
• Ensure compliance with company policies regarding leave and scheduling

General HR Support

• Assist with day-to-day HR administrative tasks and recordkeeping
• Generate basic HR reports as needed
• Support HR team with audits, documentation, and compliance activities
• Respond to employee inquiries related to HR systems, onboarding, and PTO

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• 1–3 years of HR administrative, HRIS, or onboarding experience
• Experience with ADP (Workforce Now or similar) preferred
• Strong interpersonal and communication skills
• Strong ability to collaborate across functions
• Ability to manage repetitive/manual tasks efficiently
• Strong organizational and time management skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to handle sensitive and confidential information

Benefits

• W2 role with competitive compensation
• Medical, Dental and Vision on the first of the month after employment
• Paid Vacation, Sick, and Holiday time
• Employee Assistance Program (EAP) provides confidential counseling services, resources, and support to help you navigate personal or professional challenges.
• 401(k) plan with company contribution
• Opportunity to work in a cutting-edge healthcare technology environment
• Professional development opportunities and training
• Collaborative and supportive work culture
• Impactful role contributing to the enhancement of patient care and healthcare processes

$25 - $25 an hour

If you need any accommodations for your interview please email View email address on click.appcast.io prior to scheduling.

Not meeting all the requirements? Research indicates that women, communities of color, and historically underrepresented individuals are often hesitant to apply for jobs unless they meet every qualification. We are committed to cultivating a diverse, inclusive, and genuine workplace. If you're enthusiastic about this position but your previous experience doesn't precisely match every qualification listed, we enthusiastically encourage you to submit your application. You could be the ideal candidate for this role or others!

Headlight is committed to the principles of diversity, equity, and inclusiveness and seeks to create a working environment reflective of this commitment. We seek to provide a diverse clinician base to support the diversity of our clients. Headlight supports and respects diversity of people, culture, and ideas throughout our organization. Headlight thrives to be a welcoming, diverse and discrimination- and harassment-free workplace.

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Job Postings on Indeed and other job boards may post with total compensation (base + bonus). For the exact base salary range please check our website or our job-site