Onboarding Specialist

LifeSpire of Virginia; Newport News (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

LifeSpire of Virginia is seeking an HR Onboarding Coordinator to join The Chesapeake in Newport News, VA. The role focuses on creating a welcoming onboarding experience for new team members, from offer acceptance through the first 30 days, including orientation coordination and collaboration with recruiters and hiring managers.

The ideal candidate is organized, professional, and discreet, with strong communication and relationship-building skills.

Qualifications

• Minimum of 1 year of experience in Human Resources, Training, or administrative support.
• Experience facilitating training sessions or presentations to groups is a plus.
• Proficiency with computer systems, HRIS platforms, and timekeeping software.

Responsibilities

• Coordinate onboarding with recruiters and hiring managers to establish start dates.
• Communicate onboarding process and required documentation to new hires.
• Enter new hires into UKG and enroll them in Relias training plans.
• Coordinate orientation schedules, room setup, and meal arrangements.
• Provide instructions on on-boarding steps including I-9 verification and direct deposit enrollment.

Skills

Verbal & written communication

Interpersonal skills

Time-management

Discretion with confidential info

Team-oriented

Problem-solving

Tools

UKG

Relias

Job description

LifeSpire of Virginia is seeking an HR Onboarding Coordinator to join our team at The Chesapeake in Newport News, VA. If you are an organized, people-focused professional who enjoys creating welcoming experiences, building relationships, and supporting new team members through a successful onboarding process.

With over 1,000 team members across the state, we are committed to making a meaningful difference in the lives of those we serve. Our collaborative teams work hard, support one another, and stay energized by our mission of empowering individuals with choices in purposeful living.

Be part of a team where your skills, dedication, and contributions are valued. We are committed to helping you grow professionally while supporting work/life integration in a positive and engaging environment.

LifeSpire of Virginia is a dynamic, growing organization and an emerging employer of choice across the Commonwealth. We offer competitive compensation and a comprehensive benefits package, including generous paid time off, health and dental coverage, educational opportunities, and a 403(b) retirement plan with company match.

HR Onboarding Coordinator

Position Overview

The HR Onboarding Coordinator is responsible for creating a positive and seamless onboarding experience for new team members. This role manages the onboarding process from offer acceptance through the first 30 days of employment, including orientation coordination, communication with new hires, and collaboration with recruiters and hiring managers.

The ideal candidate is highly organized, detail-oriented, and able to manage confidential information with professionalism and discretion. Strong communication and interpersonal skills are essential to ensure a welcoming and efficient transition for all new team members.

Essential Duties and Responsibilities

Support the LifeSpire Mission & Culture

• Support the Mission, Vision, and Values of LifeSpire of Virginia and all aspects of our One LifeSpire goals.

New Team Member Onboarding

• Coordinate with recruiters and hiring managers to establish start dates based on onboarding requirements and scheduling needs.
• Communicate with new hires after offer acceptance to welcome them and explain the onboarding process and required documentation.
• Follow up proactively to ensure all onboarding paperwork is completed and received in a timely manner.
• Manage onboarding logistics including name tags, meals, and related preparation tasks.
• Provide detailed instructions regarding HR onboarding, including I-9 verification requirements, timing, and required documentation.
• Coordinate onboarding preparation with internal departments, including:
  • IT for equipment setup and system access
  • Staff Development Coordinator for Relias training assignments
  • Nursing team for COVID testing or TB follow-up requirements

Orientation Coordination

• Coordinate orientation schedules, room setup, ambassador schedules, and meal/refreshment arrangements.
• Communicate orientation details to participants in advance.
• Welcome new team members and ensure orientation sessions run smoothly.
• Troubleshoot and implement contingency plans as needed during orientation.
• Facilitate assigned portions of orientation presentations and activities.
• Collect employment-related identification and required forms.
• Take team member photos and forward them to the appropriate departments.
• Explain next steps for onboarding completion, including:
  • UKG account setup
  • Tax forms
  • Direct deposit enrollment

Team Member Follow-Up

• Maintain regular communication with new team members during their first 30 days of employment.
• Ensure team members understand:
  • Work schedules
  • Department structure
  • Reporting relationships
  • General employment procedures
• Respond to initial employment questions and provide onboarding support.
• Encourage participation in the We Care Connect survey and communicate the importance of feedback.

UKG & Relias Administration

• Enter all new hires into UKG accurately and in a timely manner.
• Enroll new hires in Relias orientation and training plans.

Qualifications

Education & Experience

• Minimum of 1 year of experience in Human Resources, Training, or administrative support.
• Demonstrated ability to facilitate training sessions or presentations to groups.
• Strong attention to detail and excellent follow-up skills.
• Ability to build and maintain positive working relationships with staff and residents.
• Strong organizational, planning, and coordination skills.
• Ability to work with confidential information professionally and discreetly.
• Proficiency with computer systems, HRIS platforms, and timekeeping software.

Skills & Competencies

• Excellent verbal and written communication skills
• Strong interpersonal and customer service skills
• Ability to prioritize tasks and manage multiple deadlines
• Professionalism and discretion when handling confidential information
• Collaborative and team-oriented mindset
• Strong problem-solving and organizational abilities