Onboarding Specialist

Callen-Lorde Community Health Center•New York, NY

21d•Hybrid

About The Position

The Onboarding Specialist delivers a consistent, timely, and compliant onboarding experience across Callen-Lorde, from accepted offer through first day or first-access readiness. Reporting to the Director of Talent & Workforce Strategy, the Specialist is the primary onboarding partner to Talent Acquisition Specialists after an offer is accepted and owns onboarding activities for new hires and other workers. Each Specialist is assigned a primary portfolio—Direct Hire Onboarding or Contingent Workforce and Programs—and maintains working knowledge of both portfolios to provide cross-coverage. The role coordinates documentation, required clearances, Paycom onboarding, orientation, IT and access readiness, stakeholder communications, tracking, and escalation. It also supports Talent Acquisition, HR operations, compliance and credentialing activities, audits, events, and departmental initiatives. The position is full-time and hybrid, with two required onsite days per week, typically Monday and Wednesday. The regular schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m.; occasional evening hours may be required.

Requirements

Two or more years of experience in Human Resources, Talent Acquisition, People Operations, onboarding, or a closely related administrative role.
Experience coordinating employee onboarding, pre-employment documentation, background checks, I-9 and E-Verify processes, orientation, or HRIS onboarding workflows.
Experience using HRIS and applicant tracking systems.
Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to maintain accurate trackers and electronic records.
Ability to manage a high-volume pipeline, balance competing deadlines, and maintain exceptional attention to detail and follow-through.
Excellent verbal and written communication skills, with a responsive, welcoming, customer-service-oriented approach.
Sound judgment and discretion when handling confidential and sensitive information.
Ability to work effectively in a team-based structure and build trusted relationships with candidates, new hires, agency partners, program participants, and colleagues across departments.
Organized, self-motivated, flexible, and reliable, with the ability to remain calm, focused, productive, and helpful under pressure.
Demonstrated cultural competence and ability to work respectfully and effectively with diverse populations, including LGBTQ+ communities and people from varied cultural, socioeconomic, and educational backgrounds.
Commitment to the mission of Callen-Lorde.

Nice To Haves

Associate’s degree in human resources, Business Administration, Health Administration, or a related field; an equivalent combination of education and relevant experience will be considered.
Experience coordinating contingent workforce, agency staff, internships, students, residents, volunteers, externships, or other non-employee programs.
Experience coordinating health assessments, required clearances, and access readiness in a healthcare, social services, nonprofit, or similarly regulated setting.
Experience with Paycom and project-management or workflow tools such as Asana.
Experience supporting clinical credentialing, recredentialing, CAQH maintenance, or healthcare compliance processes.
Knowledge of applicable federal, state, and local employment requirements, confidentiality practices, and onboarding compliance processes.
Experience in a union environment.
Proficiency in more than one language, such as Spanish and English.

Responsibilities

Manage assigned onboarding activities from accepted offer, placement approval, or intake request through confirmed first-day or first-access readiness.
Coordinate offer-to-start activities with Talent Acquisition, including welcome communications, pre-employment documentation, orientation scheduling, and updates to candidates, hiring managers, and internal partners.
Initiate and monitor background checks; administer Form I-9 and E-Verify activities; maintain required documentation; and escalate exceptions or results requiring review in accordance with established procedures.
Create and maintain accurate, confidential, and audit-ready onboarding and personnel records in Paycom and other designated systems.
Coordinate health assessments, immunization documentation, and other required clearances with candidates, Occupational Health, agencies, and departmental contacts.
Partner with IT, Facilities, Operations, Finance, and hiring departments to coordinate system access, equipment, badges, workspace, reporting instructions, and other first-day requirements.
Plan, facilitate, and continuously improve New Employee Orientation and related first-day activities, including communications, rosters, materials, attendance, benefits handoffs, required trainings, and follow-up.
Assign and track required new-hire trainings, including anti-harassment and discrimination training and supervisor or management trainings, and follow up to ensure completion within established timeframes.
Maintain onboarding dashboards, trackers, and reports; identify recurring barriers and opportunities to improve cycle time, candidate experience, data quality, and compliance.
Use Asana, Microsoft Notes, Paycom, and other designated workflow tools to manage workplans, deadlines, dependencies, stakeholder follow-up, and process-improvement initiatives.
Develop and maintain onboarding standard operating procedures, checklists, templates, and communications.
Support onboarding for employees and non-employees, including full-time, part-time, per diem, and temporary employees, agency and vendor staff, consultants, interns, students, residents, volunteers, externs, and other third-party workers.
Depending on the assigned portfolio, lead direct-hire employee onboarding or contingent workforce and program onboarding, including communications with schools, agencies, vendors, and program stakeholders.
For clinical hires, coordinate credentialing-related onboarding activities, including required document collection, CAQH/MD App updates, tracking, and alignment of credentialing and system-access timelines with start dates.
Partner with the Director of Talent & Workforce Strategy to track affiliation agreements and memoranda of understanding and confirm active agreements before applicable placements begin.
Participate in cross-training and maintain shared tools and procedures that support seamless coverage across onboarding portfolios.
Provide operational support to the Director of Talent & Workforce Strategy, including reports, projects, and special initiatives.
Support Talent Acquisition initiatives, including resume screening, interview scheduling, reference-check coordination, career-fair registration, logistics, attendance, and other recruitment activities as assigned.
Participate in required onsite and virtual HR office hours and provide responsive, respectful initial support to employees.
Support HR, compliance, credentialing, and organizational audits, site visits, external verification requests, and high-volume file reviews.
Assist with HR-led all-staff meetings, orientation events, office-supply coordination, and other departmental programs.