Onboarding Specialist

Texas A&M University System•Stephenville, TX

22h•Onsite

About The Position

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Onboarding Specialist for the Division of Human Resources. As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco, along with a robust online community that extends our reach even further. At the heart of it all is Stephenville, where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere. No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond. Important Immigration Information: A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Tarleton State University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Tarleton State University subject to this fee. In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate. Under the general direction of the Talent Acquisition Manager, the Onboarding Specialist is responsible for executing post‑offer onboarding processes for newly hired staff and faculty. This role serves as the primary point of contact for onboarding activities after an offer has been accepted, working closely with Hiring Managers, Talent Acquisition, and Human Resources partners to process hires, complete required employment documentation, and facilitate new employee onboarding. The Onboarding Specialist performs work within Workday and supporting systems to ensure accurate, timely, and compliant hire processing and provides direct support and guidance to new employees during their transition into the University. This role requires consistent attention to detail, independent task management, and the ability to manage multiple onboarding cases simultaneously while adhering to strict deadlines and compliance requirements. This position does not participate in candidate sourcing, interviewing, or selection decisions. This position is located on Tarleton State University’s main campus in Stephenville, Texas. Working hours are Monday through Friday, 8:00AM to 5:00PM and may require occasional work outside of normal business hours during peak times. Serves as a Campus Security Authority (CSA). This position is primarily on‑campus in accordance with Texas Senate Bill 2615. Following the successful completion of required training, hybrid work arrangements may be considered for eligible employees whose roles and duties permit, subject to institutional approval. No visa sponsorship is available for this role. Rank & Classification This posting represents one position that may be filled at the HR Specialist I or HR Specialist II level. The final classification will be determined by the qualifications and experience of the successful candidate.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
One year of related experience (for HR Specialist I).
Two years' of related experience (for HR Specialist II).
Ability to quickly learn and navigate multiple HR systems and workflows simultaneously.
Strong customer service and interpersonal communication skills.
Ability to work effectively in a fast-paced, team‑oriented environment.
High attention to detail and accuracy.
Ability to organize tasks, manage competing priorities, and meet deadlines.
Ability to handle sensitive and confidential information appropriately.
Proficiency with Microsoft Office Suite or related software.
Ability to analyze processes and recommend improvements.

Nice To Haves

Working knowledge of Workday or other Human Capital Management systems and database applications.
Direct experience with onboarding, HR Operations, administrative process coordination, or compliance-driven systems work.
Knowledge of Tarleton State University or Texas A&M University System employment policies and procedures.

Responsibilities

Serve as the primary coordinator for onboarding activities following verbal offer acceptance.
Independently process and track hires and employment actions in Workday and related systems, including tasks occurring outside of Workday.
Own and actively track onboarding requirements such as background checks, credential and degree verifications, Form I‑9 completion, E‑Verify, UIN creation, and system access setup.
Partner with Talent Acquisition to confirm hire dates and onboarding timelines for staff and faculty.
Facilitate New Employee Orientation preparedness, including communications, logistics, coordination, and implementation.
Partner to provide a welcoming and informative onboarding experience for new hires on their first day of employment.
Collaborate with HR partners to coordinate alternate or exception onboarding processes when necessary.
Manage multiple concurrent onboarding cases for staff and faculty, ensuring timely completion of all required steps prior to start dates
Provide real-time updates, procedural guidance and enforce onboarding timelines, documentation, and system requirements with HR partners.
Monitor ticketing systems, email, and phone inquiries related to onboarding and hire processing.
Develop and maintain onboarding checklists, guides, and reference materials.
Provide guidance and training to HR student workers, as assigned.
Escalate issues to the Talent Acquisition Manager as appropriate.
Review and process employment actions to ensure accuracy and compliance with institutional, system, state, and federal requirements.
Assist with internal audits and compliance reviews related to onboarding and federal employment eligibility.
Maintain accurate records and documentation in accordance with records management guidelines.
Evaluate onboarding processes for efficiency, accuracy, and consistency.
Recommend and implement process improvements in collaboration with Human Resources colleagues.
Assist with updates to onboarding procedures and documentation as systems or requirements change.
Participate in training, meetings, and professional development activities.
Maintain current knowledge of onboarding practices, employment eligibility requirements, Tarleton State and Texas A&M University System policy, and applicable laws and regulations.
Perform other duties as assigned in support of Human Resources and onboarding operations.