HR Onboarding Assistant (Remote)

Position Overview:

What The HR Onboarding Assistant Does:

The HR Onboarding Assistant supports the onboarding process for new staff, interns, temporary employees, and volunteers after they accept a job offer. This role helps guide new hires through required steps, answers basic questions, and provides updates to candidates, managers, and the HR team. The Assistant ensures that new staff are ready to start on their first day and have a smooth, positive onboarding experience. Tasks include general onboarding activities with basic requirements, including the Learning to Work (LTW) interns. This work is in support of the mission and goals of CAMBA.

Pre-Employment Onboarding

• Assist with starting the onboarding process by sending welcome emails and information to new hires, internal transfers, and/or status changes.
• Support the pre-employment process by helping candidates complete required clearances and screenings, such as fingerprints, TB testing, background checks, and reference verifications.
• Help verify licenses, degrees, diplomas, and certifications for new hires.
• Maintain and update recruitment trackers and onboarding records on a daily basis.
• Provide on-site assistance as needed to new hires with completing onboarding documentation, as needed.
• Notify the Onboarding Supervisor or of issues or delays that may require further review.
• Communicate with program managers, Talent Acquisition, or Talent Management when candidates are missing deadlines or unresponsive.
• Coordinate with departments such as IT and Payroll to ensure new hires have the necessary resources, orientation schedules, and documentation.
• Use onboarding checklists to confirm that all clearances are completed and required documents are collected for employee files.
• Send welcome emails and New Hire Orientation schedules to new hires prior to their start date.
• Support the Onboarding Supervisor with candidate requests, changes to start dates, or questions about background results.

Post-Employment Onboarding

• Ensure all new hires have completed new hire wizards and have been added into the HRIS.
• Maintain electronic file documentation and update as necessary.
• Ensure I-9 E-Verify is completed and escalate any E-Verify findings or compliance issues to the Onboarding Supervisor.
• Coordinate with program managers to ensure that the hire has the required equipment from IT – laptop, cell phone, etc.
• Support New Hire Orientation or other activities as needed.

Other Activities

• Work with the HR team to assist with any activities related to ensuring compliance with onboarding & documentation procedures.
• Support any compliance or audit needs.
• Maintain confidentiality of all employee information.
• Assist with review and preparation of employee files for various internal and external audits
• Performs other duties as requested.

Education, Licenses and/or Certifications Required:

• Sufficient education and technical expertise to comprehend written and oral instructions (work orders); basic math to accomplish maintenance tasks and to document accomplished tasks.

Minimum Experiences and Skills Required:

• One (1) year of relevant work experience, preferably in a mid-sized (250 employees) organization.
• Basic analytical & math skills.
• Good written & verbal communication, and interpersonal skills.
• Proficiency in Outlook, Word, and Excel.
• Computer literacy in other Microsoft Office Suite products.
• Experience with Human Resources Information Systems & Applicant Tracking System.

Preferred Qualifications:

• High School Diploma or equivalent, or undergraduate degree.
• Proven success in delivering an exceptional candidate experience.
• Strong customer-service orientation, ability to prioritize multiple initiatives and desire to deliver end to end solutions.
• Strong organizational skills: ability to prioritize multiple tasks in a fast-paced environment.