Onboarding Specialist

Posted: 07/20/2022

Purpose: Coordination of employee recruitment, advertisement, marketing, and on-boarding processes.

Classification: Mid-Management, Non-Exempt/Non-Bargaining Unit

Level: III

Supervises: Student Workers

Reports To: Director of Human Resources

Principal Working Relationships: Director of Human Resources, Coordinator of Human Resources/EEO, Benefits Manager, Staff, Faculty and External Clients

Major Responsibilities

  1. Support the college Risk Management Program objectives by monitoring such topics and activities as human resource recruitment and selection, fair employment practices, employee assistance.
  2. Coordinate the administration of hiring process, including advertisements (social media, career fairs, etc.), requisitions, postings, applicant communications, payment of invoices, preparations for interviews, and other employment procedures as required.
  3. Coordinate employee onboarding process, including new employee paperwork, background checks, conducting orientations, tours, and management of the HR web orientation and materials. This responsibility includes the continuous improvement of the processes and software development as needed.
  4. Responsible for input and continued maintenance of data into the human resource database and spreadsheet records.
  5. Select, supervise, train and evaluate human resource student workers.
  6. Manage the hiring process software system, including maintenance of the agency preferences and password allowances on the hiring process software system.
  7. Train and assist budget managers on the use of the hiring process software system.
  8. Daily functions of the personnel office, (i.e., answering telephone, correspondence, filing, tuition waivers and provide assistance and information to all internal and external customers of the Human Resource Department).
  9. Review and revise position descriptions with hiring managers, and to ensure updated college language.  
  10. Maintain current and terminated employee personnel files. Including coordination of the digitization process and application for disposal of records annually for appropriate files.
  11. Creation and processing of spreadsheets, including but not limited to, assessment of departmental outcomes, new hire reporting, end of year reporting.
  12. Responsible for end of year processes and reporting, ex. Fiscal year end payroll roll manual entries, etc.
  13. Participate in the establishment of strategic initiatives and the assessment of the department’s key performance indicators.
  14. Participate in the interviewing process.
  15. Prepare annual and semi-annual forms and maintain forms supply.
  16. Other duties as assigned.

Assists With

  1. Assist with office duties such as copying, scanning, records management, maintain copy codes, maintaining the HR calendar and conference room bookings, file maintenance, process incoming mail.
  2. Provide employees assistance with benefit information.
  3. Preparation of monthly billings and employment verifications.
  4. Office planning, development and implementation of policies, procedures and practices.
  5. FMLA events to include discussions, documentation and follow-up.
  6. Annual Service Award preparations.
  7. Overtime and deduction reports and entry of leave time benefits.
  8. The Economic Interest Statement process.

Risk Management and Loss Prevention Activities

  1. Actively participate in and carry out activities in support of the college’s Risk Management Program in a capacity appropriate to this position.
  2. Monitor conditions, events, and circumstances present in the college operation to avoid potential torts or injuries to students, staff, or the general public, then communicate observations to the appropriate supervisor and/or Risk Management Committee.
  3. Maintain a working knowledge of the college’s emergency procedures and how to operate emergency phone systems; including internal/external call boxes.
  4. Ensure that all human resource records are kept confidential.

Minimum Necessary Skills, Experience and Educational Background 

  1. Associate Degree or 60 hours of college credit or related specialized training and a minimum of two years related experience required; Bachelor’s degree in Marketing, Communications, or related field preferred.  
  2. Working knowledge of payroll/human resource practices and procedures preferred.
  3. High level of knowledge of advertising, social media and marketing platforms preferred.
  4. High level of knowledge of data entry, computer systems and software including spreadsheets, word processing and Microsoft Office suite.
  5. Strong organizational, communication, interpersonal, presentation, and public speaking skills, positive mental attitude, and a willingness to learn new aspects of the job.
  6. The ability to communicate successfully with clients of all ages, socio-economic status, sex, or race.
  7. Required to maintain confidentiality.
  8. Valid driver’s license required.
  9. Spanish or French proficiency preferred.

Physical Requirements to Perform Job Functions 

  1. General physical efforts required includes sitting, standing, walking, bending, reaching, and some lifting (20 lbs or less) and the ability to place work orders for anything over that limit.
  2. Basic dexterity skills (computer work, telephoning).


This position is declared security sensitive and will require a background check as a pre-employment qualifier.