Onboarding Specialist

The Chesapeake - LifeSpire•Newport News, VA

2d•Onsite

About The Position

LifeSpire of Virginia is seeking an HR Onboarding Coordinator to join our team at The Chesapeake in Newport News, VA. This role is responsible for creating a positive and seamless onboarding experience for new team members, managing the process from offer acceptance through the first 30 days of employment. The ideal candidate is highly organized, detail-oriented, and possesses strong communication and interpersonal skills to ensure a welcoming and efficient transition for all new team members. This position supports the mission, vision, and values of LifeSpire of Virginia and contributes to the organization's goal of empowering individuals with choices in purposeful living.

Requirements

Minimum of 1 year of experience in Human Resources, Training, or administrative support.
Demonstrated ability to facilitate training sessions or presentations to groups.
Strong attention to detail and excellent follow-up skills.
Ability to build and maintain positive working relationships with staff and residents.
Strong organizational, planning, and coordination skills.
Ability to work with confidential information professionally and discreetly.
Proficiency with computer systems, HRIS platforms, and timekeeping software.
Excellent verbal and written communication skills
Strong interpersonal and customer service skills
Ability to prioritize tasks and manage multiple deadlines
Professionalism and discretion when handling confidential information
Collaborative and team-oriented mindset
Strong problem-solving and organizational abilities

Responsibilities

Coordinate with recruiters and hiring managers to establish start dates based on onboarding requirements and scheduling needs.
Communicate with new hires after offer acceptance to welcome them and explain the onboarding process and required documentation.
Follow up proactively to ensure all onboarding paperwork is completed and received in a timely manner.
Manage onboarding logistics including name tags, meals, and related preparation tasks.
Provide detailed instructions regarding HR onboarding, including I-9 verification requirements, timing, and required documentation.
Coordinate onboarding preparation with internal departments, including IT for equipment setup and system access, Staff Development Coordinator for Relias training assignments, and the Nursing team for COVID testing or TB follow-up requirements.
Coordinate orientation schedules, room setup, ambassador schedules, and meal/refreshment arrangements.
Communicate orientation details to participants in advance.
Welcome new team members and ensure orientation sessions run smoothly.
Troubleshoot and implement contingency plans as needed during orientation.
Facilitate assigned portions of orientation presentations and activities.
Collect employment-related identification and required forms.
Take team member photos and forward them to the appropriate departments.
Explain next steps for onboarding completion, including UKG account setup, tax forms, and direct deposit enrollment.
Maintain regular communication with new team members during their first 30 days of employment.
Ensure team members understand work schedules, department structure, reporting relationships, and general employment procedures.
Respond to initial employment questions and provide onboarding support.
Encourage participation in the We Care Connect survey and communicate the importance of feedback.
Enter all new hires into UKG accurately and in a timely manner.
Enroll new hires in Relias orientation and training plans.