HR Service Concierge & Onboarding Specialist

Albany Med; City of Albany (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Albany Med is seeking an HR Service Coordinator to be the welcoming first point of contact for employees, candidates, new hires, visitors, and callers. The role blends professional front-desk coverage with knowledge-based HR support, resolving routine questions and connecting individuals to subject matter experts.

The position supports Workday onboarding tasks, Form I-9 review, and records administration, requiring discretion, accuracy, and proactive service to close gaps and ensure a smooth

Qualifications

• Associate’s Degree in human resources, business, healthcare administration, or a related field - required
• Two years of customer-facing administrative or HR support experience - required
• Experience in a busy, multi-site, healthcare, or similarly complex environment - preferred
• Working knowledge of general HR practices and the employee lifecycle, sufficient to answer routine questions accurately and recognize when escalation is required
• Demonstrated experience with HR information systems and electronic onboarding; proficiency with Workday strongly preferred
• Experience completing or supporting Form I-9 processes and handling confidential personnel information
• Proficiency with Microsoft Outlook, Word, Teams, and basic Excel functions
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Responsibilities

• Provide consistent front-desk coverage and create a warm, professional, and inclusive welcome for employees, applicants, new hires, vendors, and visitors.
• Answer and route telephone calls, emails, walk-in questions, and service requests promptly and courteously.
• Respond independently to routine questions about HR programs, policies, procedures, forms, Workday navigation, onboarding status, and where to obtain assistance, using current and approved information.
• Ask effective clarifying questions, document the request accurately, assess urgency, and direct or warm-transfer the matter to the appropriate HR subject matter expert.
• Maintain awareness of HR team responsibilities, availability, escalation paths, service standards, and frequently requested resources.
• Serve as a knowledgeable guide for the Workday onboarding process, helping new hires and managers understand tasks, deadlines, required information, and next steps.
• Monitor onboarding progress; identify incomplete tasks; follow up proactively; elevate issues that could delay a start date or create compliance risk.
• Complete Form I-9 responsibilities in accordance with procedures and federal requirements, including timely document review and secure recordkeeping.
• Coordinate new-hire appointments, orientation logistics, badges, required forms, and handoffs to Payroll, Benefits, Talent Acquisition, IT, and managers.
• Assist employees and managers with routine Workday navigation and troubleshoot basic access or workflow issues; route system defects to the appropriate team.
• Maintain accurate onboarding trackers, employee records, and audit-ready documentation while safeguarding confidential information.

Skills

Customer service

Workday navigation

Communication

Attention to detail

Discretion

Front desk coverage

Education

Associate’s Degree in human resources, business, healthcare administration, or a related field

Tools

Workday

Job description

Albany Med is seeking an HR Service Coordinator to be the welcoming first point of contact for employees, candidates, new hires, visitors, and callers. The role blends professional front-desk coverage with knowledge-based HR support, resolving routine questions and connecting individuals to subject matter experts.

The position supports Workday onboarding tasks, Form I-9 review, and records administration, requiring discretion, accuracy, and proactive service to close gaps and ensure a smooth