Onboarding Specialist

Duties & Responsibilities Under supervision, the Onboarding Specialist is responsible for ensuring the successful completion of all onboarding activities and confirms that new hires, rehires and transfers meet minimum qualification requirements. Ensures compliance with all applicable NYC Health + Hospitals policies and procedures, and all applicable federal, state, and local laws while exercising confidentiality in the handling of sensitive candidate, employee and organizational information. Prepares offer letters and selects applicable onboarding packages that are sent to candidates using the Human Capital Management (HCM) system; preps and sends notifications regarding employment status or compensation changes. Coordinates the confidential onboarding activities for selected candidates, including scheduling onboarding and Occupational Health Services appointments, providing updates regarding next steps, enrolling candidates in new employee orientation and assisting candidates with technical issues related to the HCM system. Provides timely, effective and proactive communication with candidates throughout the onboarding process and serves as the point of contact for new hires to address questions and concerns in a confidential and professional manner. Reviews completed onboarding documentation to ensure completeness, accuracy, and compliance with established requirements; escalates any issues to supervisor for review and follow up, if applicable. Provides communication to hiring managers regarding the onboarding progress of selected candidates. Accurately enters candidate data into HCM system and updates applicable onboarding‑related trackers with onboarding status of selected candidates in a timely manner. Assists with assembling, maintaining, and scanning of all personnel and background documents into the applicable electronic records. Completes the onboarding portion of the Onboarding/Background Checklist and indicates required position‑specific background checks. Adheres to and tracks productivity metrics as outlined by the supervisor and prioritizes daily tasks accordingly. Reviews candidate’s Form I-9, supporting documents and completes applicable sections; assists with Form I-9 and E‑Verify audits. Initiates background vendor checks and communicates process requirements to candidates. Conducts primary source verifications of professional licensures, registrations and/or certifications through the NYS Office of Professions and/or applicable issuing bodies; escalates any issues or disciplinary findings to supervisor for review and follow up. Captures digital fingerprints of candidates and documents submission case number. Sends Final Job Offer letter to the candidate once all onboarding and background requirements are met. May attend facility and system‑wide job fairs, etc. to support the on‑site initiation of the onboarding process for selected candidates. Works with Centralized Human Resources Departments to ensure new hires and other actions are accurately entered into the HCM system. Completes all required HCM system, onboarding, and background training upon hire and/or assignment to the role of Onboarding Specialist, as well as all annually. Performs other related duties as assigned. Minimum Qualifications Bachelor’s Degree from an accredited college or university in Human Resources Management, Business Administration, Public Relations, Healthcare Administration, Psychology, Communications or a related discipline; or, Associate’s Degree from an accredited college or university in a discipline listed in 1 above or a related discipline; and two (2) years of experience in Human Resources within a public agency, nonprofit, hospitality or governmental sector; one (1) year of which must have been in onboarding new hires. Certifications Preferred Professional certification or credential in Human Resources (e.g., SHRM-CP, SHRM-SCP, PHR or SPHR). Preferred Knowledge Areas, Skills, Abilities, And Other Qualifications Transactional Human Resources experience, including onboarding and/or background investigations. Strong customer service, interpersonal and relationship building skills. Analytical problem‑solving skills. Time management skills and the ability to work under pressure with tight deadlines. Experience using the following computer programs and/or software: Human Capital Management (HCM) or other Human Resources Systems Microsoft Office Products Google Suite #J-18808-Ljbffr NYC Health + Hospitals