HR Onboarding Specialist

Job description

HR Onboarding Specialist: This 1.0 FTE/Full-Time position is scheduled to work an 8-HR day shift.
Compensation: Exempt, $36.05/HR — $51.50/HR. Payment within this range will depend on years of applicable experience.
Benefits Include:
At Mason Health, we are committed to providing our employees with a comprehensive benefits package that supports both their professional growth and personal well-being. Whether you are a part-time or full-time member:
Health & Wellness Benefits:
• Medical, Dental & Vision Insurance – With employer paying premiums for full-time employees
• Mental Health & Wellness Resources – Access to our Employee Assistance Program (EAP), Talkspace, and the Calm App.
• Life Insurance
• Short & Long-Term Disability Insurance

Financial Benefits:
• Retirement/Deferred Compensation Plans – Mason Health contributes 8% of your compensation every pay period when you contribute at least 5%.
• Flexible Spending Account (FSA)
• Tuition Assistance Program
• Approved by the Health Resources and Services Administration (HRSA) for student loan repayment programs.

Time Off & Work-Life Balance:
• Generous Paid Time Off (PTO) – Accrue up to 8 hours of PTO every bi-weekly pay period, starting with 5 weeks of PTO and increasing to 7+ weeks after 3 years.

Exciting Incentive:
• Employee Referral Program – Earn up to $7,500 depending on the role.

Job Summary:
The HR Onboarding Specialist coordinates and administers key Human Resources processes supporting pre-employment, onboarding, New Employee Orientation (NEO), and internal employee changes. This position serves as a central operational resource throughout the employee onboarding and change life cycle, ensuring required employment documentation, agreements, system transactions, notifications, and onboarding activities are completed accurately, consistently, and within established timelines.
The HR Onboarding Specialist works collaboratively with candidates, employees, hiring managers, Human Resources, Payroll, and other organizational stakeholders to facilitate a seamless transition into and within the organization. The position maintains accurate employment records and HR system data, coordinates time-sensitive onboarding and employee change activities, and supports standardized processes that promote an efficient employee experience, data integrity, regulatory compliance, and organizational readiness.
Essential Duties and Responsibilities:
• Coordinates and administers the pre-employment process for new hires, employment offers, background and reference checks, collection and verification of minimum qualifications, drug screening, employee health requirements, and other required pre-employment activities. Tracks completion and follows up on outstanding requirements to support timely onboarding.
• Coordinates and supports the administrative onboarding process for newly hired physicians and other providers, including tracking onboarding requirements, facilitating required documentation and communications, and monitoring completion of onboarding activities to support a timely and organized transition into the organization.
• Prepares employment-related agreements and documentation, including sign-on bonus, relocation assistance, residency, and other employment agreements. Ensures documents are accurate, appropriately executed, maintained, and communicated to applicable stakeholders.
• Coordinates the employee referral bonus payout process by identifying eligible new hires referred by current employees, tracking applicable payout requirements, and communicating approved payments to Payroll for processing.
• Coordinates and administers internal employee changes in status, including transfers, position or department changes, FTE adjustments, and shift or schedule changes. Prepares and delivers applicable internal offers, completes required change documentation and forms, processes approved changes in UKG, and ensures changes are accurately documented and communicated to appropriate stakeholders.
• Manages the administrative coordination of New Employee Orientation (NEO), including scheduling and communication with new hires and organizational stakeholders, union notifications, traveler start date coordination, badge requests, BLS course scheduling, and other related onboarding activities. May serve as a designated backup for NEO presentations as needed.
• Notifies payroll of new hires and applicable employee changes involving approved compensation above base wages, including sign-on or retention agreements, special pay arrangements, and other additional compensation. Ensures supporting documentation and applicable effective dates are accurately communicated.
• Creates and maintains new hire personnel records and recruitment documentation in accordance with Mason Health’s data integrity, confidentiality, and record retention requirements and applicable regulatory and accreditation standards.
• Maintains accurate candidate, new hire, and employee information within UKG and other applicable Human Resources and talent systems, completing data entry, status changes, document uploads, and other administrative transactions necessary to support recruitment, onboarding, and employee changes.
• Assists the Manager of Talent Acquisition and Workforce Development with the creation, revision, and maintenance of organizational job descriptions, including coordinating updates and maintaining current job descriptions within the designated Performance Management system.
• Monitors pre-employment, NEO, and internal employee change workflows. Provides routine status updates, follows up on outstanding requirements, identifies approaching deadlines or process barriers, and escalates issues as appropriate.
• Supports continuous improvement and standardization of talent operations processes by maintaining templates, forms, checklists, procedures, and resources and identifying opportunities to improve efficiency, consistency, candidate and employee experience, data integrity, and compliance.
• Performs other duties as assigned.

Required Education and Experience:
• An Associate's degree in Human Resources, Business Administration, Healthcare Administration, or a related field is required. Bachelor’s degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of two (2) years of experience in onboarding, talent acquisition, or a related HR role is required.
• Experience coordinating pre-employment processes, onboarding, employee changes, or HRIS transactions preferred.

Required Licenses, Certifications and/or Registrations:
• Professional human resources certification preferred (i.e.: PHR/SPHR, SHRM-CP/SHRM-SCP).

Required Knowledge, Skills and Abilities:
• Knowledge of Human Resources practices and processes related to pre-employment, onboarding, employee records, personnel changes, and employment documentation.
• Working knowledge of applicable employment laws, regulatory requirements, confidentiality standards, and record retention practices. Ability to interpret and consistently apply organizational policies, procedures, and established Human Resources practices.
• Demonstrated ability to coordinate multiple complex and time-sensitive processes simultaneously, effectively organizing and prioritizing work to meet established deadlines and ensure appropriate follow-through.
• Strong attention to detail and demonstrated ability to maintain a high degree of accuracy when reviewing documentation, processing employee transactions, entering data, and maintaining personnel records.
• Ability to independently review information for completeness and accuracy, identify discrepancies or outstanding requirements, resolve routine issues, and appropriately escalate complex or sensitive matters.
• Proficient in the use of current technology, including Microsoft Office products and Human Resources information systems.
• Professional and effective written and verbal communication skills. Ability to clearly communicate processes, requirements, timelines, and expectations to candidates, employees, leaders, and other organizational stakeholders.
• Strong interpersonal and customer service skills with the ability to establish effective working relationships and collaborate with candidates, employees, hiring managers, human resources, Payroll, providers, and other internal and external stakeholders.
• Ability to appropriately handle confidential and sensitive candidate, employee, compensation, and organizational information while consistently exercising sound judgment, professionalism, and discretion.
• Demonstrated critical thinking, problem-solving, organizational, and process improvement skills. Ability to identify workflow barriers, anticipate needs, maintain standardized processes, and recommend opportunities to improve efficiency, accuracy, compliance, and the candidate and employee experience.

Mason Health practices equal employment opportunity towards all workforce members and applicants for employment. Mason Health does not engage in or tolerate any discrimination in the workplace prohibited by applicable local, state, or federal law. Specifically, no workforce member will be discriminated against on the basis of their race, color, sex/gender (including pregnancy), sexual orientation, religion/creed, age, disability, marital or veteran status, national origin, genetic information, or any other characteristic protected by applicable state or federal law.