HR ON-BOARDING SPECIALIST

Methodist Hospitals; Gary (IN); On-site; USD 40,000 - 60,000; Full time

Job summary

Methodist Hospitals is seeking an Onboarding Specialist to support a high-volume, efficient onboarding experience for new hires and internal partners. You will validate information, resolve records issues, and ensure data integrity across HR systems.

Collaborating with HR Recruiting and IT, you will manage I-9s, background checks, and file maintenance while upholding confidentiality and HIPAA requirements in a fast-paced environment.

Qualifications

• Knowledge, skills, and abilities include strong organization, prioritization, time management, and professional communication.
• Ability to present ideas professionally and work with employees across teams.
• Critical thinking and problem solving, with attention to confidentiality and compliance.
• Healthcare field experience preferred.

Responsibilities

• Ensures a smooth, high-volume pre-hire onboarding process for hires, contractors, physicians, and related personnel.
• Oversee onboarding, troubleshoot inquiries, and ensure consistent practices and communications.
• Insures 100% compliance and ID badge preparation for all new hires.
• Communicate onboarding procedures, status, and issues to candidates, talent acquisition, hiring managers, and IT.
• Maintain and file all new hire records, including I-9 submissions and background checks.
• Assist during audits and with process improvements as needed.

Skills

Organizational skills

Prioritization

Time management

Professional communication

Attention to detail

Confidentiality/HIPAA

Problem solving

Microsoft Office

MS Office

Customer service

Writing skills

Independence

Deadline driven

Attention to detail

Confidentiality

Education

High School Diploma or Equivalent

Associates in Business Administration

2 Yrs HR Administrative Support

ATS/HRIS experience

Tools

Applicant Tracking System

HRIS Systems

MS Office

Job description

Overview

The Onboarding Specialist Role will support efforts to create a top-notch positive experience for our employees and all internal partners involved in the hiring process. This role will collaborate with the HR Recruiting Team and all internal partners to maximize the effectiveness of the hiring process to ensure and impactful candidate/new hire experience. In addition to validating new hire information, the Specialist must execute a high level of independent judgement to resolve records systems problems, monitor data for system integrity, and process confidential data.

Responsibilities

PRINCIPAL DUTIES AND RESPONSIBILITIES(*Essential Functions)

Ensures a smooth and seamless pre-hire on-boarding process for a high volume of new hires, contractors, physicians, physician practice groups, NP's, PA's, and other personnel.

Oversee the candidate on-boarding process, including troubleshooting and resolving candidate inquires, and work with other onboarding personnel to ensure consistent and effective practices and communications are in place.

Insures 100% compliance and ID badge preparation for all new hires.

Effectively communicate On-Boarding procedures, detail, and status to candidates, talent acquisition, hiring managers, physician services group, employee health, and IT.

Represent HR in meetings with the recruitment team, leaders, physicians, and administration in meetings as necessary.

Regularly audit new hire on-boarding task completion and communicate with new hire and /or recruiter any issues that would prevent a seamless transition from candidate to employee.

Prepare and file all new hire files.

Responsible for I-9 submissions and reviews.

Review background check results, alerting leadership of all background checks that are not clear.

Meticulously review all candidate submitted documents to ensure completeness and correctness prior to sending to HRIS.

Print candidate documents and collect other documents as required by job description (license, SS card, proof of education, licenses/certifications).

Responsible for maintaining the HR File Room with all filing, HR file requests and returns, processing of department files.

Assists during department certification and Joint Commission surveys, Indiana Department of Health investigations by pulling and prepping requested files.

Assist talent acquisition, as needed.

Make recommendations, if needed, for process improvements and assist in the implementation of those improvements.

Performs other duties as needed and/or assigned.

Qualifications

JOB SPECIFICATIONS(Minimum Requirements)

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent organizational, prioritization, and time management skills Professional communication and demeanor
• Ability to present ideas, concepts, issues , concerns, and questions in a well thought out, positive, and professional manner to employees.
• Critical thinking and problem solving skills
• Excellent presentation skills and ability to foster an atmosphere of teamwork with others Proficiency in Microsoft Office and the ability to navigate and use web-based applications Strong follow-through and outstanding customer service skills
• Effective writing skills, including grammar, punctuation, spelling, and communication Ability to work independently
• Strong business sense, professionalism, and success producing results in a constantly-changing environment Attention to detail with a high degree of accuracy
• Able to work in a fast paced, high pressured environment Works well under competing deadlines
• Works well under competing deadlines
• Solid understanding of HR requirements in compliance and confidentiality

EDUCATION

• High School Diploma or Equivalent

  Associates

  Business Administration

  Required

  Preferred

• 2 Yrs

  2 Yrs

  Human Resources Administrative Support

  Working w/ Applicant Tracking System and HRIS Systems.

  Required

  Required

  1 Yr Healthcare field experience Preferred

STANDARDS OF BEHAVIORMeets the Standards of Behavior as outlined in Personnel Policy and Procedure #1, Employee Relations Code.CONFIDENTIALITY/HIPAA/CORPORATE COMPLIANCEDemonstrates knowledge of procedures for protecting and maintaining security, confidentiality and integrity of employee, patient, family, organizational and other medical information. Understands and supports the commitment of Methodist Hospitals in adhering to federal, state and local laws, rules and regulations governing ethical business practices for healthcare providers.DISCLAIMER - The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. The statements are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.