Onboarding Specialist

Company: Baptist Health Systems, Jacksonville

Position: Onboarding Specialist

Openings: 1

Location: 800 Prudential Drive

Hours: Flexible, 7:30-4:30, 8-5

Start Date: March 9/16

Must-Haves:

• Experience onboarding candidates within iCIMS (strongly preferred).
• Experience conducting background checks, credentialing verification, physical requirements, and related pre-employment screenings.
• Proficient in MS 365 site (Outlooks, Teams, Excel)
• Can review, verify, and track candidate documentation with high attention to detail.
• Has utilized non-person profiles to identify required credentials based on role.
• Can Process and complete I-9s, E-Verify, and document uploads into document management system .
• Ensure compliance with healthcare regulatory standards.
• Ability to manage high-volume onboarding in a healthcare setting.
• Strong attention to detail, especially when verifying patient-care credentials.
• Ability to work independently, ask clarifying questions, and push back professionally.
• Exceptional communication and customer service skills.
• Comfort working fully onsite.

Plusses:

• Experience onboarding within large health systems or complex organizations.
• Exposure to Workday (a plus).
• Familiarity with DocuStar, E-Verify (Equifax), and I‑9 processes.
• Experience supporting HR technology transitions or dual-system environments.

Day-to-Day:

Our client, a major healthcare system in Northeast Florida, is seeking an experienced Onboarding Specialist to support a high‑volume onboarding function during a critical HR technology migration from PeopleSoft/iCIMS to Workday. This role is responsible for all post-offer onboarding activities and plays a vital part in ensuring that new hires—particularly those in patient care—are credentialed, compliant, and prepared for day one.

This is an onsite role that works closely with recruiters, hiring leaders, and candidates while navigating both legacy systems and new Workday processes.

Key Responsibilities

Post-Offer Candidate Management

• Serve as the primary point of contact for candidates once an offer is extended.
• Manage onboarding workflows from offer acceptance through start date.
• Communicate with candidates regarding required documentation, timelines, and next steps.

Credentialing, Compliance & Documentation

• Conduct background checks, credentialing verification, physical requirements, and related pre-employment screenings.
• Review, verify, and track candidate documentation with high attention to detail.
• Utilize non-person profiles to identify required credentials based on role.
• Process and complete I-9s, E-Verify (Equifax), and document uploads into DocuStar.
• Ensure compliance with healthcare regulatory standards.

System Navigation & Queue Management

• Process candidates within iCIMS while also supporting onboarding in Workday as the system transitions.
• Manage and work through the iCIMS onboarding queue; migrate workflows as needed.
• Support team readiness as the department shifts fully to Workday in March.

Stakeholder Communication

• Collaborate with recruiters, department leaders, and HR partners to resolve onboarding conflicts, discrepancies, or missing requirements.
• Escalate issues professionally and, when necessary, rescind offers in accordance with HR policy.
• Attend meetings with hiring leaders related to onboarding progress, challenges, and process updates.

Workflow & Tracking

• Maintain accurate tracking of hires using spreadsheets and internal tools.
• Support onboarding volume of 60–100 candidates per week.
• Follow communication standards around frequency, clarity, and professionalism.
• Help set or maintain expectations around candidate-driven delays.