People Operations Specialist/Onboarding Coordinator

Odyssey House Inc.•Salt Lake City, UT

7d•$22•Onsite

About The Position

Summary: Odyssey House's Mission is "Empowering people to heal and build better lives." We are dedicated to helping individuals and families reclaim their lives through effective substance abuse treatment, prevention, and mental health services. Our programs address education, job skills, healthcare, sober housing, behavioral management, and aftercare support to ensure lifelong success. We are proud to be the largest treatment provider in Utah, with the most innovative programs available. ‘We Are Recovery,’ and we mean it with all our hearts. Position Summary The Onboarding Specialist / HR Coordinator executes core components of the employee lifecycle with a primary focus on onboarding and employee data accuracy. Reporting to the HR Operations Manager, this role is responsible for coordinating the new hire experience—from offer acceptance through the first weeks of employment—while ensuring compliance, documentation accuracy, and seamless execution of HR processes. This role supports Strategic People Partner's (SPP), COEs, Payroll, and hiring leaders by completing high-quality employee transactions, maintaining organized records, and delivering an onboarding experience that reinforces trust and organizational culture.

Requirements

High school diploma required; Associate’s or Bachelor’s degree preferred in Human Resources, Business Administration, Communications, or related field.
2–3 years of experience in HR coordination, onboarding, shared services, or administrative support, preferably in a multi-site or fast-paced environment.
Experience using HRIS platforms and/or applicant tracking systems; ability to navigate and learn new systems quickly.
Working knowledge of basic employment law and HR compliance requirements.
Strong organizational, communication, and follow-up skills with proven attention to detail.
Ability to manage multiple concurrent onboarding requests and deadlines while maintaining confidentiality.
Familiarity with HRIS systems such as Paylocity, Workday, BambooHR, ADP, or UKG.
Employment offers are contingent upon successful completion of required pre-employment screenings, which may include background checks, fingerprinting, applicable sex offender registry screenings for Adult Residential roles, and other position-related verifications. Roles requiring driving are subject to a Motor Vehicle Record (MVR) review and valid Utah driver’s license.
All employees of Odyssey House are required to adhere to: Odyssey House mission, philosophy, and scope of service; Division of Human Services Code of Conduct and all other relevant service contract requirement standards; ensuring a safe environment for all clients and staff; providing exemplary customer service to both internal and external customers; fostering a positive work environment; ensuring high-quality client care within the scope of the assigned position.
Each employee is expected to clearly understand roles and responsibilities regarding the following: Specific job positions, time management, personnel file requirements, client record system, incident reporting, mandatory training requirements, maintaining proper client boundaries, and individual rights of clients and staff.

Nice To Haves

Experience in nonprofit healthcare, behavioral health, or regulated environments.
Experience coordinating background checks, credentialing, or onboarding-related compliance tasks.
Progress toward HR certification (SHRM-CP, PHR, or related) or interest in professional development within People Operations.

Responsibilities

Coordinate pre-boarding and onboarding logistics for all new hires, including system setup, documentation completion, background checks, required trainings, credentialing, and first-week schedules.
Draft and prepare offer letters in partnership with Talent Acquisition and SPPs, ensuring accurate compensation placement, job details, start dates, and required contingency language.
Modify standard offer templates based on job type, work location, hiring bonus/retention language, credentialing requirements, and regulatory obligations; route for SPP or CPO approval where required.
Issue offer letters to candidates, track acceptance/return, and initiate onboarding workflows once accepted.
Ensure all new hire data is complete, accurate, and entered into HRIS and downstream systems in alignment with workflow and security protocols.
Facilitate onboarding orientations or onboarding touchpoints as assigned to reinforce cultural expectations, compliance requirements, and People resources.
Ensure completion of screening for tuberculosis and coordinate further testing with medical staff, including scheduling appointments, tracking progress, and escalating if positive test results occur.
Validate onboarding data handoffs to Payroll, Benefits, IT, L&D, and hiring leaders to ensure readiness for Day One.
Coordinate required screenings, credentialing elements, and compliance-driven documentation in partnership with vendors or internal teams.
Track and follow up on outstanding onboarding requirements (licenses, certifications, I-9 documentation, training completion, credentialing, etc.).
Support audits of personnel files, onboarding documentation, and employment eligibility requirements to maintain regulatory readiness.
Maintain onboarding task lists and workflows in the HRIS; request updates or improvements to reduce manual work and ensure a consistent onboarding experience.
Serve as a point of contact for onboarding system questions from new hires and hiring leaders.
Provide timely, clear communication to new hires and hiring leaders regarding onboarding status, documentation requirements, and first-day expectations.
Partner with SPPs to coordinate onboarding for leadership hires or complex placements.
Create a welcoming experience that reinforces organizational values and supports long-term retention.
Partner with Talent Acquisition to ensure smooth handoff from candidate selection to generating offer letters and onboarding workflows; clarify missing details or discrepancies before issuing letters.
Coordinate closely with Payroll to validate compensation details, wage rates, stipends, sign-on bonuses, and benefit eligibility reflected in offer letters and onboarding documentation.
Partner with SPPs to ensure offer letters reflect organizational standards, compensation philosophy, and internal equity considerations prior to release.
Coordinate with COEs when offer letters require non-standard program language (e.g., retention bonuses, loan repayment programs, training agreements, relocation terms).
Collaborate with IT/Facilities to ensure access and readiness upon acceptance and prior to start date.
Escalate systemic inconsistencies or recurring offer-letter discrepancies to the HR Operations Manager for template corrections or workflow improvements.
Support Compliance Manager in personnel file audits
Identify opportunities to improve onboarding efficiency, data quality, and consistency across business units.
Maintain onboarding resources, templates, communications, and knowledge base documentation.
Support People Operations projects (audits, system updates, policy revisions, workflow redesign).