HR Onboarding Specialist - Nashville TN

Vanderbilt University Medical Center•Nashville, TN

2d•Hybrid

About The Position

The Onboarding Specialist serves as the primary point of contact for candidates throughout the pre-employment onboarding process, beginning when a candidate is placed into background screening and continuing through Day One orientation. This role also supports day-to-day operational activities and manages a high-volume workload that fluctuates seasonally.

Requirements

Demonstrated ability to effectively prioritize work, manage competing deadlines, and maintain accountability with minimal supervision.
Proven ability to work independently and make sound decisions in a fast-paced environment.
Willingness to proactively seek guidance or assistance when needed to ensure timely and accurate outcomes.
Excellent verbal and written communication skills, with experience interacting professionally with candidates, recruiters, hiring managers, and third-party vendors.
Strong interpersonal skills and emotional intelligence, with the ability to navigate sensitive conversations with empathy, professionalism, and discretion, including discussions related to background check results and start date delays.
Flexibility to work onsite as business needs require.
Ability to maintain a private, secure home workspace to protect confidential candidate and employee information.
Demonstrated commitment to maintaining focus and productivity while working remotely, with minimal distractions during scheduled work hours.
Strong technical proficiency, including the use of keyboard shortcuts and other tools to improve efficiency and productivity.
Advanced Microsoft Excel skills
High level of attention to detail and commitment to accuracy when managing sensitive onboarding and compliance-related processes.
Ability to successfully manage high-volume workloads while maintaining exceptional customer service and operational accuracy.
Time Management (Intermediate)
Communication (Intermediate)
Customer Service (Intermediate)
Human Resources (Novice)
HR Compliance (Novice)
Human Resources Policies and Procedures (Novice)
High school diploma or GED (Required)
2 years of relevant work experience

Responsibilities

Receives and addresses inquiries from telephone, on-line, and on-site customers. Provides legally sound and accurate employment information to internal and external customers.
Performs and reviews pre-employment checks including references, licensure, criminal background and/or education verifications.
Responds to all questions/concerns from new hires, provides detail on orientation logistics, addresses barriers to avoid delays in start dates.
Maintains ongoing, positive collaboration with others in recruitment, payroll, hiring leaders, and HR partners to create lean, effective processes that minimize hand offs, delays, and errors.
Collects and processes new team members hire documentation prior to start date or within three days of start. Assists in ensuring government-mandated documents are complete according to the law (1-9 /E-verify, etc.).
Communicates with hiring leaders and recruiters about start dates, delays, and issues related to the new hire.
Finalizes Workday hire process, sending confirmation emails with orientation information, and completing related system data entry. Provides additional follow up with new team members as needed.
Communicates with new hires regarding onboarding process.
Reviewing criminal background checks, coordinating and reviewing completion of pre-employment requirements.