HR Operations Specialist

Role:
The HR Operations Specialist is responsible for supporting HR operational processes across the United States, Puerto Rico, and India, with a primary focus on U.S. employee onboarding. This role coordinates pre-employment requirements, onboarding documentation, background screenings, employment eligibility verification, and HRIS administration to ensure accurate, timely, and compliant onboarding. Additional responsibilities include employee lifecycle administration, certification and licensing reimbursements, compliance audits, reporting, and process improvement initiatives.

Responsibilities:

Employee Onboarding & Pre-Employment Administration

• Manage and coordinate U.S. employee onboarding activities from offer acceptance through completion of pre-employment requirements and transition to the employee's first day.
• Review and process new hire documentation, ensuring accuracy, completeness, and compliance with company policies and applicable employment regulations.
• Initiate, monitor, and coordinate pre-employment background screenings, including reviewing results, identifying discrepancies, and escalating findings requiring additional review or action.
• Support Form I-9 employment eligibility verification and E-Verify processes, ensuring adherence to federal requirements and established timelines.
• Monitor onboarding progress, proactively follow up on outstanding requirements, and resolve documentation or processing delays to ensure timely onboarding.
• Maintain accurate new hire information and onboarding records within HRIS and onboarding platforms, including UKG and other applicable systems.
• Coordinate with Talent Acquisition, HR, Payroll, IT, hiring managers, and other stakeholders to ensure accurate and timely completion of onboarding activities.
• Validate employee data, including personal information, employment details, work location, and other required onboarding information prior to processing.
• Identify discrepancies, incomplete information, potential compliance concerns, or process exceptions and escalate appropriately.
• Maintain organized, confidential, and audit-ready onboarding records and supporting documentation.
• Support onboarding compliance reviews, reporting, and internal audits to ensure adherence to established procedures and regulatory requirements.
• Identify opportunities to streamline onboarding workflows, strengthen controls, improve data accuracy, and enhance the new hire experience.

Certification, Clinical Licensing & Reimbursement Administration

• Support organization-wide certification, credential, professional licensing, and reimbursement processes in accordance with company policies and established procedures.
• Review reimbursement submissions and supporting documentation, including receipts, invoices, certifications, licenses, and renewal records, for accuracy, completeness, and eligibility.
• Verify professional and clinical licensing information through applicable state licensing boards and verification portals, including license number, jurisdiction, status, and expiration dates.
• Maintain accurate certification, credential, and licensing information within HRIS and applicable tracking systems.
• Coordinate approved reimbursement information with Payroll, Finance, and other stakeholders to support timely and accurate processing.
• Track outstanding submissions, missing documentation, reimbursement statuses, and applicable repayment requirements.
• Maintain organized and audit-ready reimbursement and licensing records.
• Identify discrepancies, compliance concerns, and opportunities to improve reimbursement and credential administration processes.

HR Compliance & Audits

• Support internal and external HR audits by gathering, reviewing, validating, and organizing employee records and supporting documentation.
• Assist with compliance monitoring related to onboarding, employment eligibility verification, employee documentation, professional licensing, and other HR operational requirements.
• Conduct routine data reviews to identify missing information, inconsistencies, expired documentation, and potential compliance gaps.
• Maintain accurate and confidential employee records in accordance with company policies, retention requirements, and applicable regulations.
• Prepare and maintain operational reports, trackers, and documentation related to onboarding, workforce administration, reimbursements, and compliance activities.
• Partner with HR leadership and other stakeholders to resolve audit findings, documentation gaps, and operational discrepancies.
• Recommend improvements to processes, documentation standards, and internal controls to strengthen operational accuracy and compliance.

Qualifications:

• Minimum of 4 years' experience in US employee onboarding.
• Ability to navigate complex and evolving processes, independently identify and resolve discrepancies, an proactively engage leadership/cross-functional stakeholders to clarify information, address gabs, and ensure accurate and timely resolution.
• Working knowledge of U.S. onboarding processes, including background screenings, I-9 verifications & E-Verify requirements, HRIS onboarding modules.
• Experience maintaining employee records and processing HRIS transactions related to onboarding with high attention to detail
• Strong attention to detail, organization skills, HR objectiveness, sound HR intuition, and independent judgment.
• Demonstrated ability to exercise independent judgment, identify discrepancies, and exculpate concerns appropriately.
• Working proficiency in Microsoft Office, particularly Excel, with strong communication and problem-solving skills.
• Ability to maintain confidentiality and ensure compliance with established policies and procedures.

Preferred Qualifications:

• Experience supporting high-volume, multi-state employee onboarding.
• Familiarity with UKG, Keka, or similar HRIS platforms.
• Experience supporting HR operations across the United States, Puerto Rico, and India.
• Knowledge of HR compliance, audits, certification reimbursements, or processional licensing process.
• Experience in healthcare or highly regulated environments.
• processes and workflows.