Employee Experience Specialist

Rivian•Normal, IL

3d•Onsite

About The Position

As an Employee Experience Specialist, you will move away from high-volume manual data entry to act as the primary operator for Exception Management and compliance control across our automated global onboarding pipeline. Utilizing ServiceNow as our cross-functional Single Source of Truth, you will audit onboarding workflows, enforce rigid compliance gates, resolve data sync exceptions between integrated platforms (iCIMS, Workday, SailPoint), and support new hires through their journey. This role requires high attention to detail, strong cross-functional communication, and the ability to strictly enforce corporate compliance deadlines.

Requirements

Direct experience working within ServiceNow (HR Lifecycle Event Management) and Workday is highly preferred.
Familiarity with iCIMS (or similar ATS) and Smartsheet is a plus.
Ability to pivot from manual data entry to systemic auditing, pattern-matching data errors, and troubleshooting background pipeline delays.
Strong operational discipline to enforce system boundary rules, compliance freezes, and timeline cutoffs without variance.
Understanding of unique international compliance protocols (e.g., wet signatures, custom clearances, localized statutory document collection) is highly valued.
Exceptional written communication skills to handle multi-channel candidate "nudges" and cross-functional partner escalations professionally.
Ability to support early-shift Monday morning hypercare schedules onsite for our New Hire Orientation.

Responsibilities

Daily monitor assigned ServiceNow workspaces to locate, filter, and assign newly generated "Onboard New Employee" cases to the appropriate team members.
Verify background system automation triggers, ensuring data flows correctly between iCIMS, Workday, SailPoint, and Active Directory.
Audit hiring manager deliverables within ServiceNow and confirm that automated pre-hire portal invitations and hardware shipping questionnaires are properly dispatched.
Execute structured data audits at critical pre-hire milestones (T-14, T-10, and T-7 days before start date) using ServiceNow dashboards and reports.
Manually deploy targeted reminder communication templates via email and applicant tracking systems (ATS) to ensure candidates finalize required onboarding steps.
Serve as the ultimate compliance gatekeeper, ensuring all required Workday onboarding tasks and legal digital signature pages (Box Sign) are 100% completed in a timely manner.
Review the orientation roster to verify completed Workday tasks, signed Box documents, and cleared background check statuses.
Officially sign off on compliant candidates in ServiceNow to release "Stage 3: Day 1 Details" to their portal.
Implement processing freezes on non-compliant hires, sending out formal "No Start" notices and aligning with the respective Recruiter and Hiring Manager.
Handle complex manual data adjustments when a candidate's start date changes post-ingestion. Retrieve signed iForms from iCIMS, upload them to Workday, and execute "Request Worker Start Date Corrections" to automatically reset ServiceNow lifecycle timelines.
Identify candidates hired within the strict 2-week freeze window. Issue processing freezes and guide recruiters through the formal Onboarding Start Date Exception Request workflow.
Monitor active shared support inboxes and high-priority queues to assist new hires with Day 1 login issues.
Troubleshoot multi-factor authentication loops or single sign-on lockouts and seamlessly route impacted hires to the direct IT Service Desk Emergency Hotline or designated IT Office Hour Zoom/in-person sessions.