Onboarding Specialist

Whitman Hospital and Medical Clinics • Colfax, WA

8d • $27 - $47 • Onsite

About The Position

The Onboarding Specialist serves as a liaison among Human Resources, leaders, candidates, new employees, students, and contracted staff for recruitment, onboarding, and offboarding activities. The role coordinates the hiring process from posting open positions through new employee orientation and keeps leaders informed about progress, status, and tasks needed to prepare new hires for their first day. At the direction of the Director of Human Resources, the specialist also assists with HR tasks, projects, and initiatives.

The position supports recruitment by managing position postings in the applicant tracking system, helping applicants, extending offers to non-leadership candidates, preparing offer documents, participating in recruitment events, and coordinating with vendors and staffing agencies. It manages onboarding checklists and orientation, assigns tasks through the HRIS, coordinates required screening and credential verification, shares start-date information with relevant departments, and works with IT and EPIC teams on access and permissions.

The specialist also responds to general employee HR inquiries, maintains employee files, processes terminations, coordinates exit interviews, notifies departments about access removal, and participates in process improvement. The position is primarily performed in an office environment and requires continuous finger dexterity and fine manipulation, with occasional movement and handling of objects weighing up to 20 pounds.

Requirements

• Associate’s degree or certification in Human Resources, Accounting, Business Administration, or a related field; two additional years of HR experience may be substituted for education.
• Two years of experience in a related Human Resources function, such as recruitment, onboarding, or HR administrative support.
• Experienced user of Microsoft Word and Excel.
• Excellent customer service skills to provide a positive new-hire experience.
• Effective and professional written and verbal communication skills.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Nice To Haves

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• Experience with Workday HRIS.
• HR certification.
• Prior healthcare experience.

Responsibilities

• Create, maintain, and close positions in the applicant tracking system while ensuring data accuracy.
• Coordinate with leaders to ensure positions are posted accurately and on time.
• Assist applicants with the application process as needed.
• Extend employment offers to non-leadership candidates.
• Prepare candidate offer documents, including offer letters and signing bonus agreements, in a timely manner and in accordance with policy and approval requirements.
• Assist in organizing and participating in recruitment events, job fairs, and talent acquisition initiatives.
• Negotiate and maintain recruitment contracts with outside vendors.
• Coordinate with staffing agencies to provide contract staff as needed.
• Create and manage the New Employee Orientation onboarding checklist for all new hires.
• Coordinate New Employee Orientation, including scheduling, notifications, materials, and setup.
• Provide Employee Health, Administrative Support, and Quality departments with appropriate new-hire information and start dates.
• Assign onboarding tasks to new hires through the HRIS.
• Ensure completion of background checks, drug screens, and verification of staff licensure and certifications before start dates.
• Provide the Payroll and Benefits Specialist with information needed to process initial payroll and incentives for new hires.
• Partner with IT and EPIC teams to ensure new hires receive appropriate permissions and access.
• Assist employees with general HR inquiries, including policy interpretation, leaves of absence, and employee benefits.
• Audit, review, and maintain employee file documentation for compliance and proper storage, and scan records into the HRIS.
• Process employee terminations in the HRIS, schedule exit interviews, and notify appropriate departments to remove facility and system access.
• Participate in department process improvement activities.
• Perform other HR duties as assigned.
• Conduct oneself in line with the organization’s mission, values, and standards of behavior; accept change positively; and adhere to organizational policy.
• Build relationships and collaborate with staff, provide timely operational updates to the supervisor, and respond to communications promptly.
• Follow procedures, comply with applicable federal, state, and local regulations, and perform other duties as assigned.

Benefits

• Medical, dental, vision, and life insurance.
• Retirement options, including 403(b) and 457 plans.
• Medical insurance coverage begins on day one and is available to full-time and part-time employees.
• Discounts on medical services provided by Whitman Hospital and Medical Clinics.
• PTO plan with accrual that can increase with each year of service.
• Shift differentials apply for evening, night, and weekend shifts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree