HR Onboarding Specialist

Are you passionate about creating exceptional first impressions and helping people begin careers that make a real difference?

We're looking for an enthusiastic, detail-oriented HR Onboarding Specialist who thrives in a fast-paced environment and enjoys building connections with people. In this role, you'll be the driving force behind a seamless hiring experience, guiding candidates from offer acceptance to their first day with confidence, care, and professionalism.

If you're energized by coordinating moving pieces, solving problems, and making every new team member feel valued from day one, you'll find more than a job at OLV Human Services, you'll find a purpose. Join a mission-driven organization where your work directly supports the people who dedicate their careers to changing lives across our communities.

Bring your passion for people. Build meaningful connections. Help launch careers that transform lives.

Job Summary:

The HR Onboarding Specialist is responsible for coordinating and completing all pre-employment activities to ensure new employees are fully cleared and prepared to begin employment. This position plays a key role in creating an efficient, welcoming, and positive onboarding experience for candidates and new employees.

The HR Onboarding Specialist works closely with HR Generalists, the Training team members, supervisors, and candidates to monitor pre-employment requirements, communicate next steps, resolve outstanding items, and support a smooth transition from offer acceptance through new hire orientation.

Pay:

$19.00 - $21.00/hour, based on applicable experience

Schedule:

• Monday through Friday

• Standard hours: 8:30 AM – 4:30 PM

• Flexible start time available

Perks:

• Qualifying Non-For-Profit for Federal Student Loan Forgiveness Program (click here to learn more:

• Take advantage of our Dental & Outpatient Mental Health services while working

• Up to $180 annual gym reimbursement

• $$ Employee referral program $$

Benefits:

• Generous Paid Time Off (PTO)

• Health, dental & vision insurance options

• Paid employer sponsored life insurance

• Supplemental insurance programs for additional life insurance, short-term disability, accident & cancer insurance

• Up to $600 every year for completing biometric health screenings on a single health insurance plan & up to $1,200 if a spouse completes too!

Essential Job Duties:

Pre-Employment and Clearance Coordination

• Coordinate all pre-employment requirements for new hires, including pre-employment health assessments, required clearances, documentation, and other applicable clearance activities.

• Monitor the completion and status of all pre-employment requirements to ensure employees are fully cleared before their scheduled start date.

• Communicate regularly with candidates regarding outstanding documentation, appointments, deadlines, and next steps.

• Provide timely updates to HR Generalists, Supervisors and other appropriate stakeholders.

• Ensure pre-employment processes are completed in accordance with agency policies and applicable regulatory requirements.

• Identify potential barriers to a candidate’s start date and escalate concerns promptly.

Onboarding and New Hire Experience

• Serve as a primary point of contact for candidates during the pre-employment and onboarding process.

• Create a welcoming, responsive, and organized experience for candidates and new employees.

• Review onboarding processes and recommend efficiencies that improve turnaround times, communication, and the overall employee experience.

• Provide new employees with training schedules, orientation details, reporting instructions, and other information needed for their first day.

• Prepare materials and documentation for new hire orientation.

• Assist with coordinating new hire orientation schedules and attendance.

• Respond to candidate and new employee questions or direct them to the appropriate resource.

HR Documentation and Records

• Assist with the creation, review, organization, and maintenance of employee personnel files.

• Ensure required pre-employment and onboarding documentation is complete, accurate, and filed appropriately.

• Review documentation for missing information, inconsistencies, or compliance concerns.

• Enter and maintain accurate employee and onboarding information within HR systems and tracking tools.

• Support document retention, auditing, and file organization activities.

• Maintain confidentiality of employee, candidate, medical information.

Process Improvement and Collaboration

• Utilize electronic HRIS to maintain onboarding checklists, templates, tracking tools, and standard communications.

• Monitor onboarding timelines and identify opportunities to streamline processes.

• Assist with gathering and reporting onboarding data, including clearance status, processing timelines, start-date delays, and completion rates.

• Participate in HR projects and perform other duties as assigned.

Skills:

• Strong organizational skills and attention to detail.

• Ability to manage multiple candidates, deadlines, and priorities simultaneously.

• Strong written, verbal, and interpersonal communication skills.

• Demonstrated ability to provide professional and responsive customer service.

• Ability to handle confidential and sensitive information with discretion.

• Proficiency with Microsoft Office applications and the ability to learn human resources information systems (HRIS) and other technology platforms.

• Strong follow-through and problem-solving abilities.

• Ability to communicate expectations clearly and professionally.

• Ability to recognize urgent or time-sensitive onboarding concerns.

• Ability to create positive relationships with candidates and new employees.

• Ability to work independently while remaining connected to the broader HR and Training teams.

• Commitment to creating an inclusive, supportive, and employee-focused onboarding experience.

• Ability to identify inefficiencies and recommend practical process improvements.

• Ability to maintain accuracy while working in a fast-paced, high-volume environment.

Education and Experience Requirements:

• High school diploma or GED with 3+ years of relevant administrative or related experience; or

• Associate's or Bachelor's degree with relevant administrative or related experience.

License/Registration/Certifications Required:

• Valid NYS Driver’s license

Training Requirements:

• New Hire Orientation

Physical Requirements:

The overall nature of the position is sedentary requiring little physical effort with occasional light physical exertion required. There is little, if any, exposure to environmental conditions.

• The constant physical demand of the position is sitting.

• Ability to perform routine office functions, including prolonged periods of working at a computer.

• Ability to communicate by telephone, email, virtual platforms, and in person.

• Ability to travel between agency locations as needed.

• Must maintain compliance with all applicable agency employment and health requirements.

Job Details

Job Function Non-Essential

Pay Type Hourly

Employment Indicator Full Time

Education Level High School

Hiring Min Rate 19 USD

Hiring Max Rate 21 USD