Summary:

This position will provide general Human Resources support to several clinics serving the Puget Sound and Inland Northwest regions. The Onboarding Specialist oversees, coordinates, executes, and actively manages onboarding activities for new hires from offer acceptance through their first day of employment. The Sr. Onboarding Specialist guides and directs the efforts of the onboarding team.

Essential Duties and Responsibilities:

• Function as a resource to all new hires and their managers with questions and supply necessary resources needed to bring them on board successfully.
• Be a systems expert and discuss or educate on any nuance of the product internally and externally.
• Tracks and sends to MHS PSR/INW onboarding immunization records required for employment in accordance with company policy.
• Manage candidate relationships from the point of initial contact through successful onboarding including but not limited to:
  • Process and adjudicates background checks in accordance with company policy
  • Ensure compliance and processing of I-9 documents in accordance with company policy and E-verify Standards.
  • Communicate information about the company and position, including work schedules, dress code and parking options to New Hires.
  • Educate new employees HRIS initial log in and download of app to phone.
  • Ensure new hires have technical assistance to properly set up their hardware and software.
  • Welcome new employees upon their arrival and give them an office tour and introduce team members.
  • Gather and process paperwork, like contracts and non-disclosure agreements
  • Inform employees on their first tasks (e.g., which programs to download and how to activate their accounts).
  • Address new hires’ queries regarding their contracts and payroll Coordinate company presentations and product demos.
  • Assign and monitor required training on various platforms.
  • Work with candidates to complete all onboarding tasks across multiple systems.
• Assist with executing onboarding programs based on location and scope of position and coordinating New Hire Orientations with Hiring Managers.
• Partnering with MCH to complete partnered onboarding process for new hires.
• Successfully transfer your candidate relationships to the hiring manager after onboarding. Coordinates with MHS Onboarding teams to successfully completely new hire, rehire and contingent worker entries into the HRIS system, requesting and tracking EPIC access, passwords and badging requests, and process name changes.
• Create, maintain, and audit personnel files to ensure compliance.
• Ensures medical and license certifications are verified, up to date, and recorded per company policy and legal guidance.
• Assist HR team in monitoring of and responding to communications within the HR shared onboarding email inbox.
• Send communication emails to candidates and clinic staff.
• Distribute and interpret clear policies and employee handbooks that explain company operations.
• Manage time efficiently to address market needs and high-volume on-boarding and recruitment support.
• Assess employees needs by conducting organizational surveys to find out what motivates and engages employees. Develop measurements to help understand the impact of successful onboarding. Create repeatable processes, resources, and frameworks to use when onboarding candidates.
• Evaluates onboarding experience and recommends program changes and enhancements to drive better retention and engagement of new hires and processing times.
• Reviews candidates experience to determine hourly rate and/or salary using Company wage grid.
• Monitors compensation practices to ensure compliance with internal compensation philosophy and policy as well as current legislation (pay equity, human rights, etc.)
• Use various methods and techniques and make data-based decisions on direct financial, indirect financial and nonfinancial compensations
• Prepare job descriptions, job analysis, job evaluations and job classifications
• Conduct ongoing research into emerging trends, issues, and best practices
• Conduct periodic audits and prepare reports
• Manages Sign-On Bonus agreements and send to Payroll to ensure proper payout.
• Assist in processing employee status change forms.
• Update trackers in Zetta for Epic access and Terms other clinical markers that require tracking.
• Other duties as assigned.

Sr. Onboarding Specialist Responsibilities:

• Performs business process analysis, consultation, design, implementation, deployment, and documentation.
• Oversee the department’s onboarding specialists and manage this focus area’s goals to ensure they deliver on the organization’s targeted outcomes.
• Key role in sourcing and developing talent pipelines for positions across the organization. You will partner with department heads and hiring managers to fill mission-critical roles, including leading searches, facilitating the interview process for candidates, and supporting onboarding.
• Responsibilities include managing acquisition requests, creating and maintaining job descriptions, identifying vacancy needs, coordinating candidate placement, and developing creative talent acquisition strategies.

Knowledge/Skills/Abilities:

• Ability to act in a professional manner.
• Is aware of and actively supports the achievement of departmental goals. Implements new company initiatives as assigned.
• Knowledge of legal principles and practices related to employment.
• Demonstrated ability to be a team player with a positive attitude and strong interpersonal skills; Ability to make decisions using experience while also following applicable Firm policies and regulations.
• Handle relevant equipment with care, being concerned with safety and security. Immediately report safety concerns to Supervisor.
• Ability to manage multiple and varied tasks in a fast-paced, high-volume, regulated environment amongst multiple interruptions and competing demands while ensuring strong attention to detail.
• Ability to analyze issues, troubleshoot, problem-solve, and effectively and efficiently make decisions.
• Strong communication skills (oral, written, presentation) with external and internal personnel including the ability to communicate effectively both verbally and written; to clearly explain technical subjects to internal and external personnel; and strong business management and people relationship skills.
• Knowledge of administrative and strong clerical procedures and systems and other office procedures and terminology.
• Expansive customer service toolbox including professional mannerisms, appearance, and actions (self-confident and committed to high ethics), strong follow-through, and extremely quick thinking and resourceful. Ability to remain calm, cool, and collected in stressful situations.

• Strong leads by example presence including future-oriented in thinking and operation, optimistic/positive attitude and approach to problem solving, and able to lead by example and live/work by Firm values. Embodies a sense of urgency in their actions.
• Able to be patient and objectivein difficult situations with different types of people.
• Continue your own education by staying informed of industry trends and learning new skills.
• Take advantage of professional development activities when possible.
• Ability to work within multiple systems to input and update records for candidates and employees.

Knowledge/Skills/Abilities:

• Ability to act in a professional manner.
• Is aware of and actively supports the achievement of departmental goals. Implements new company initiatives as assigned.
• Knowledge of legal principles and practices related to employment.
• Demonstrated ability to be a team player with a positive attitude and strong interpersonal skills; Ability to make decisions using experience while also following applicable Firm policies and regulations.
• Handle relevant equipment with care, being concerned with safety and security. Immediately report safety concerns to Supervisor.
• Ability to manage multiple and varied tasks in a fast-paced, high-volume, regulated environment amongst multiple interruptions and competing demands while ensuring strong attention to detail.
• Ability to analyze issues, troubleshoot, problem-solve, and effectively and efficiently make decisions.
• Strong communication skills (oral, written, presentation) with external and internal personnel including the ability to communicate effectively both verbally and written; to clearly explain technical subjects to internal and external personnel; and strong business management and people relationship skills.
• Knowledge of administrative and strong clerical procedures and systems and other office procedures and terminology.
• Expansive customer service toolbox including professional mannerisms, appearance, and actions (self-confident and committed to high ethics), strong follow-through, and extremely quick thinking and resourceful. Ability to remain calm, cool, and collected in stressful situations.

• Strong leads by example presence including future-oriented in thinking and operation, optimistic/positive attitude and approach to problem solving, and able to lead by example and live/work by Firm values. Embodies a sense of urgency in their actions.
• Able to be patient and objectivein difficult situations with different types of people.
• Continue your own education by staying informed of industry trends and learning new skills.
• Take advantage of professional development activities when possible.
• Ability to work within multiple systems to input and update records for candidates and employees.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Demonstrates the ability to troubleshoot and resolve issues with a sense of urgency
• Ability to maintain an elevated level of discretion and maintain the confidentiality of sensitive information
• Excellent verbal communication and interpersonal skills; especially demonstrated ability to work with and communicate effectively with all levels of staff and management.
• Ability to collaborate with a diverse group of colleagues, candidates, and work effectively in a team environment.

Education/Experience:

• Associate degree in Human Resources, Business, or related field preferred; or two years of direct human resources experience; or equivalent combination of education and experience.

• Experience with Paycom, SIMON, Zetta, and other applicable onboarding systems.

Certificates and Licenses:

No certifications and licenses are required.

Computer Skills

• To perform this job successfully, an individual should be proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), internet searches and Email software.
• Have the ability to operate basic office equipment such as telephones, computers, fax and copy machines.

Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write routine reports and business correspondence. Ability to effectively present information and respond to questions one on one and to groups of managers or employees.

Math Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands and Work Environment:

The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work is typically performed in an office environment with a moderate noise level.

While performing the duties of this job, the employee is regularly required to sit for long periods of time; use hands to finger, handle, or feel; and reach with hands and arms to type. The employee must regularly talk or hear on the telephone and in person with individuals and groups. The employee will occasionally stand or walk. The employee is rarely required to climb, balance, stoop, kneel, crouch, or crawl. The employee must rarely lift and/or move up to 20 pounds. Extensive keyboard typing is required. Specific vision abilities required by this job include close vision, extensive computer screen work, and the ability to adjust focus to produce or review reports.

Employee must be able to work in close contact with small and large groups.