The Onboarding Specialist is responsible for coordinating and facilitating the onboarding and administrative intake process for employees and non-employees, including contractors, agency staff, students, interns, volunteers, vendors, and other contingent workers, as applicable. This role serves as a central point of contact to ensure non-employees are processed efficiently, supported throughout onboarding, and fully prepared to begin their assignment with the organization.

The Onboarding Specialist manages onboarding tasks, tracks required documentation, coordinates with internal departments and external partners, and ensures all pre-access and onboarding requirements are completed accurately and timely. This role also supports routine administrative functions that contribute to the service level and overall objectives of the Human Resources team and requires strong organization, technology skills, attention to detail, and a customer-focused approach.

Essential Functions and Responsibilities

Non-Employee Onboarding Coordination

• Coordinate and manage the onboarding process for employees and non-employees from initial request through clearance and start readiness
• Serve as the primary point of contact for employees and non-employees and internal stakeholders regarding onboarding requirements, status, and next steps
• Ensure all required onboarding documents, forms, and clearances are received, reviewed, and tracked prior to start or access
• Communicate with non-employees and department contacts regarding onboarding requirements, timelines, delays, and updates
• Provide guidance and support throughout the onboarding period to ensure a smooth and positive experience

Documentation and Compliance

• Track and maintain required onboarding records for employees and non-employees, including agreements, access forms, background-related documentation, acknowledgments, certifications, or other required records as applicable
• Ensure files are complete, organized, and uploaded to the appropriate electronic database or tracking system within established timelines
• Monitor compliance with internal onboarding requirements and escalate incomplete or missing items as needed
• Maintain confidentiality and handle sensitive information with discretion and professionalism
• Support process consistency by ensuring all required steps are completed before non-employees begin work or receive access

Systems, Coordination, and Administrative Support

• Enter and maintain onboarding data accurately in tracking tools, databases, and HR systems, as applicable
• Coordinate with hiring departments, Human Resources, IT, Security, Payroll, Accounts Payable, Learning and Organizational Development, Clinical Education, and other internal teams to support onboarding readiness
• Communicate information related to parking, schedules, reporting instructions, badge/access needs, and other onboarding logistics
• Assist with routine reporting, weekly updates, and status communication related to non-employee onboarding activity
• Help support process improvements and workflow enhancements related to the onboarding process
• Provide administrative support that contributes to the service level and overall objectives of the HR team
• Assist other team members by relaying instructions, coordinating workflow, and requesting information as needed
• Other duties as assigned by the manager

Customer Service and Process Improvement

• Provide excellent customer service to internal and external customers involved in the non-employee onboarding process
• Act as a resource for questions related to onboarding status, requirements, and documentation
• Collect feedback from stakeholders and identify opportunities to improve efficiency, communication, and the overall onboarding experience
• Partner with leadership to implement improvements that strengthen the onboarding process and support a consistent experience across the organization

Education

• Associate’s degree required
• Bachelor’s degree preferred
An equivalent combination of education and experience may be considered

Experience

• Two (2) to three (3) years of administrative experience required
• Experience in onboarding, HR administration, contingent workforce coordination, or non-employee process administration preferred
• Experience working with HR systems, tracking tools, and electronic document management preferred