Onboarding Specialist

MedSpeed•Elmhurst, IL

13d•$50,000 - $60,000•Hybrid

About The Position

Onboarding Specialist Only candidates local to the Chicagoland area will be considered. Join MedSpeed and help deliver health! We’re a healthcare logistics company partnering with organizations nationwide to transport vital medical supplies and specimens. At MedSpeed, teamwork, integrity, and growth drive everything we do. If you’re passionate, driven, and ready to make a real impact, we want to hear from you. Today, we have a nationwide presence with locations across the U.S., yet we’ve never lost the entrepreneurial spirit and close-knit culture that defined us from day one. Our people are at the heart of what we do and how we support our customers. We work as one team, we keep our promises, and we get better every day. These aren’t just words; they shape how we support each other, grow together, and deliver real impact. Our Onboarding Specialist plays a key role in managing a smooth and efficient onboarding experience for new MedSpeeders, specifically our Logistic Services Representatives, but also manages other hourly role onboarding as needed. This position manages and owns pre-hire and early onboarding activities, including sending offer letters and background check registration links; monitors background check results, enters new MedSpeeder information into applicable HR Systems, and ensures all compliance and HR system setup steps are completed promptly. Ensures timely communication with the recruiter and hiring managers to keep all parties informed of the candidate's status. Additionally, this role will support recruiting as needed, requiring independent judgment to evaluate candidates and make hiring recommendations.

Requirements

Bachelor’s degree in Human Resources, Business Administration, or a related field.
1–2 years of experience supporting Human Resources, recruiting, onboarding, or related administrative functions (internship experience considered).
Strong organizational, time-management, and follow-up skills with exceptional attention to detail.
Ability to manage confidential information with professionalism and discretion.
Excellent written and verbal communication skills.
Proven ability to prioritize multiple tasks, meet tight deadlines, and adapt to changing priorities in a fast-paced environment.
Strong problem-solving skills and the ability to take initiative and work independently.
Proficient in Microsoft Office Suite (Outlook, Word, Excel) with strong overall computer skills.
Experience with Applicant Tracking Systems (ATS) and/or HRIS platforms preferred (e.g., Jobvite, Sterling, UKG Ready).

Responsibilities

Own the end-to-end candidate and new hire experience from offer acceptance through Day 1 onboarding for a high-volume hourly workforce.
Proactively monitor offer acceptance and onboarding completion, guiding candidates through required documentation, compliance steps, and system workflows.
Serve as a primary escalation point for onboarding-related questions or issues, exercising sound judgment to resolve challenges and ensure a positive candidate experience.
Educates, trains, and directs new managers on the new hire onboarding policy.
Oversee the initiation, tracking, and completion of timely background checks and drug screening in partnership with external vendors.
Ensure onboarding activities comply with company policies, regulatory requirements, and internal audit standards.
Partner closely with Recruiters, Hiring Managers, and HR stakeholders to provide clear, timely updates on candidate status and onboarding readiness.
Anticipate and escalate risks related to start dates, documentation gaps, or compliance issues, offering recommended solutions.
Support alignment across Talent Acquisition, Operations, Payroll, and HR Systems to ensure seamless onboarding execution.
Oversee the accuracy and completeness of new hire system records, resolving discrepancies that could impact payroll, compliance, or Day 1 readiness.
Maintain data integrity across systems, proactively identifying and correcting discrepancies.
Analyze onboarding records and dashboards to identify trends, exceptions, and risks requiring intervention or process improvement.
Contribute to reporting and analysis of onboarding metrics, including completion rates, cycle times, and exception trends.
Partner with the Director, Talent, establish onboarding workflows, and recommend process enhancements that improve efficiency, compliance, and candidate experience.
Participate in team initiatives, training, and cross-functional projects aligned to broader HR and Talent priorities.