Preboarding Specialist Tufts Medicine

About Tufts Medicine:

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. The health system is the principal teaching affiliate for Tufts University School of Medicine. The strong relationship between Tufts Medicine and Tufts University School of Medicine is evident in our governance, academic and research structure. Tufts Medicine is comprised of the following clinical entities:

* Tufts Medicine Professional Group (TMPG)

* Tufts Medicine Integrated Network (TMIN)

* Tufts Medical Center

* Lowell General Hospital

* MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford

* Tufts Care at Home

Hours:40 hours Monday - Friday 8 am - 4:30 pm EST

Location: Remote with occasional onsite travel within Massachusetts

Job Overview

The Preboarding Specialist will be responsible for managing all preboarding activities, ensuring new hires have a positive and seamless experience as they transition into the organization. This role involves coordinating background checks, paperwork, and communication to prepare new employees for success before their first day. The ideal candidate is detail-oriented, highly organized, and skilled at providing exceptional customer service.

Job Description

Minimum Qualifications:
1. Bachelor's degree in Human Resources, Business Administration, or a related field OR;
Associate's degree in Human Resources, Business Administration, or a related field AND Two (2) years of Human Resources or relevant business experience with at least one (1) year of preboarding/onboarding experience in a fast-paced, high-volume hiring environment OR;
High School Diploma or equivalent AND Four (4) years of Human Resources or relevant business experience with at least one (1) year of preboarding/onboarding experience in a fast-paced, high-volume hiring environment.

Preferred Qualifications:
1. Experience with Workday.
2. Demonstrated knowledge of employment laws and regulations, especially related to pre-employment screening and document management.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Coordinates the preboarding process for all new hires, ensuring they receive necessary documents and information before their start date.

2. Works closely with the recruitment team, HR compliance, IT, and other departments to ensure that all preboarding steps (e.g., background checks, I-9 verification, etc.) are completed.

3. Serves as the primary point of contact for new hires between offer acceptance and their first day.

4. Provides timely and accurate responses to inquiries from new hires regarding onboarding schedules, required documentation, and company policies.

5. Ensures all necessary pre-employment documents are completed and submitted by new hires, including I-9, certifications/licenses, education documentation, background check and other items as required by position. Maintain compliance with company policies and local employment laws during the preboarding process in alignment with the escalation decision tree.

6. Assists in New Employee Orientation (NEO) as needed.

7. Fosters a positive and welcoming experience for new hires, enhancing the company's employer brand by delivering a professional and supportive preboarding experience.

8. Maintains accurate records of all preboarding activities and report on the status of each new hire's progress.

9. Uses HR systems to track progress and follow up on any outstanding items to ensure preboarding tasks are completed efficiently.

10. Provides regular updates to HR and hiring managers on the status of preboarding and flag any potential issues.

Physical Requirements:

1. Work environment: professional office environment with typical office requirements such as computers, phones, photocopiers, filing cabinets, etc.

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending / descending stairs and operate office equipment.

3. Frequently required to speak, hear, communicate and exchange information.

4. Able to see and read computers displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.

5. Occasionally lift and/or move up to 25 pounds.

6. Ability to work in confined or open environments.

7. Ability to work independently or in a team environment.

Skills & Abilities:

1. Knowledge of employment laws and regulations is a plus.

2. Proficiency with Microsoft Office, specifically Excel, Word and Outlook.

3. Strong organizational and project management skills, with a keen eye for detail.

4. Excellent interpersonal and communication skills, with the ability to build relationships with new hires and internal stakeholders.

5. Proficiency with HR systems and processes (e.g., applicant tracking systems, onboarding software), document management tools, and virtual communication platforms.

6. Familiarity with remote and hybrid workforce preboarding processes.

7. Ability to work independently, prioritize tasks, and meet deadlines.

Job Profile Summary

This role focuses on supporting the design, development, and implementation of human resource programs and policies, including recruitment, training and development, compensation and benefits, mobility, talent acquisition, diversity, talent management & organization development and employee/labor relations. In addition, this role focuses on performing the following Talent Acquisition duties: Attracts, finds, and acquires skilled labor for organization needs including talent evaluation and screening (assessing skills, testing, ranking, reference checking, etc.), job advertising and posting internally and externally, including third party recruiting agencies, talent prospecting at employment fairs and on campus at educational institutions, talent staffing and planning, managing new employee induction process, and may be responsible for exit interviews. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.