Onboarding Specialist - People & Talent Shared Services

Tampa General Hospital•Tampa, FL

About The Position

The Onboarding Specialist is a member of the Talent Acquisition team responsible for coordinating and supporting the new hire onboarding experience from offer acceptance through clearance and readiness for day one orientation. This role serves as a primary point of contact for candidates, hiring leaders, Talent Acquisition Consultants, and onboarding partners, ensuring new hires receive timely guidance, complete required documentation, and are prepared to start successfully. The Onboarding Specialist monitors onboarding workflows, validates completion of required pre-employment clearances, supports compliance with regulatory and organizational requirements, and proactively communicates status updates, delays, and next steps. The role combines operational accuracy, customer service, issue resolution, and process coordination to create a consistent, welcoming, and compliant onboarding experience aligned with TGH's shared purpose and core values.

Requirements

High School Diploma or GED
Two (2) or more years of experience in human resources, talent acquisition, onboarding, HR shared services, administrative HR support, or a healthcare operational environment required.
Equivalent combinations of education and relevant experience may be considered.
Working knowledge of onboarding, talent acquisition, HR operations, and employee lifecycle processes.
Ability to provide clear and timely communication to candidates, new hires, hiring leaders, TA Consultants, and internal partners.
Strong attention to detail with high standards for data accuracy, documentation, follow-up, and quality control.
Ability to interpret and apply established onboarding, clearance, regulatory, and organizational requirements consistently.
Customer service orientation with the ability to support new hires through in-person, virtual, phone, email, and system-based interactions.
Ability to manage multiple onboarding cases, competing deadlines, and time-sensitive start-date requirements in a fast-paced environment.
Problem-solving and critical thinking skills with the ability to identify barriers, troubleshoot issues, recommend next steps, and escalate appropriately.
Experience navigating or ability to quickly learn HR and onboarding systems such as Taleo, ServiceNow, PeopleSoft/HRIS, background check vendor portals, I-9 platforms, licensure/certification tracking tools, and document management systems.
Ability to maintain confidentiality and appropriately handle sensitive candidate and team member information.
Strong organizational, prioritization, written communication, and documentation skills.
Proficiency in Microsoft Office applications and ability to learn new systems and workflow tools.

Responsibilities

Serve as a primary onboarding contact for candidates and new hires after offer acceptance, providing guidance on required tasks, documentation, timelines, and orientation readiness.
Coordinate with Talent Acquisition Consultants, hiring leaders, Shared Services, HRIS, Payroll, Employee Health, IT, Education, and other internal partners to support a complete and timely onboarding process.
Initiate, monitor, and follow up on pre-employment requirements, including background checks, I-9/employment eligibility documentation, licensure/certification verification, education verification, health requirements, fingerprinting, uniform, parking, badging, and other role-specific clearance items as applicable.
Monitor onboarding and recruitment platforms to ensure new hire documentation is complete, accurate, and received by required deadlines.
Communicate onboarding status updates to TA Consultants, hiring leaders, candidates, and new hires, including confirmed start dates, delayed starts, missing requirements, potential clearance barriers, and rescinded offers when appropriate and directed.
Prepare, process, and maintain new hire documentation and onboarding paperwork in accordance with established procedures, service-level expectations, and compliance requirements.
Review onboarding records for accuracy and completeness; conduct quality checks and audits to support regulatory, accreditation, and organizational compliance.
Use critical thinking to assess onboarding issues, identify root causes, propose appropriate next steps, and escalate complex or high-risk situations to the Manager, Talent Acquisition or appropriate partner.
Support new hire orientation readiness by confirming clearance status, communicating final instructions, and ensuring required information is available before day one.
Document onboarding activity, case notes, follow-up actions, and issue resolution in applicable HR, ATS, case management, and vendor systems.
Identify opportunities to improve onboarding workflows, communications, knowledge resources, and the overall candidate/new hire experience.
Support Talent Acquisition events, special projects, process improvement initiatives, and cross-functional onboarding work as assigned.