Onboarding Specialist

CiviTronix; Philadelphia (Philadelphia County); On-site; USD 30,307 - 37,195; Full time

Job summary

A progressive HR company in Pennsylvania is seeking an Onboarding Specialist to oversee the onboarding process for new hires. The ideal candidate should have at least 2 years of experience in HR and a Bachelor's degree in a relevant field. Responsibilities include managing onboarding schedules, facilitating orientation, and providing ongoing support to ensure a smooth transition for new employees. Strong communication and organizational skills are essential for this role, as well as proficiency in HR software. Competitive salary offered.

Qualifications

• 2+ years of experience in an HR or onboarding role.
• Experience with HRIS or onboarding software is preferred.
• Knowledge of employee benefits and compliance requirements.

Responsibilities

• Coordinate and manage the onboarding process for new hires.
• Lead the company’s orientation sessions.
• Serve as the main contact for new hires during onboarding.

Skills

Strong organizational and time management skills

Exceptional communication skills

Ability to handle sensitive information

Proficient in Microsoft Office Suite

Strong interpersonal skills

Education

Bachelor’s degree in Human Resources, Business Administration, or related field

Certification in HR (e.g., PHR, SHRM-CP)

Tools

HRIS Software

Microsoft Office Suite

Job description

Philadelphia, Pennsylvania, United States

$22.00 - 27.00 (US Dollar)

Note: Strictly for candidates with the United States only.

The Onboarding Specialist will be responsible for managing the onboarding process for new hires, ensuring they have a smooth transition into their roles at CiviTronix. You will serve as the primary point of contact for new employees during their initial days with the company and guide them through a structured onboarding journey. This includes everything from handling administrative tasks, to introducing company culture, and ensuring that all regulatory and compliance requirements are met.

The ideal candidate will have a deep understanding of HR processes, strong interpersonal skills, and a passion for helping new employees feel welcome and confident in their new positions. You will work closely with HR, department managers, and various teams to ensure that new hires receive a comprehensive, positive, and engaging experience that sets them up for long-term success within the company.

Key Responsibilities

• Onboarding Program Management
  • Coordinate and manage the end-to-end onboarding process for all new hires, ensuring a consistent and positive experience for every employee.
  • Prepare and organize onboarding schedules, materials, and welcome kits.
  • Oversee the completion of necessary paperwork and documentation, including tax forms, benefits enrollment, confidentiality agreements, and company policies.
  • Ensure all new hires have the necessary access to tools, systems, and resources required for their roles (e.g., email setup, IT access, software permissions).
• New Employee Orientation
  • Lead and facilitate the company’s orientation sessions, providing new hires with an introduction to CiviTronix’s culture,, mission, and organizational structure.
  • Provide information about company policies, benefits, and procedures in an engaging and easy-to-understand manner.
  • Introduce new employees to key team members and assist with the logistics of their first day, including workplace tours, introductions, and office setup.
• Employee Support & Engagement
  • Serve as the main point of contact for new hires throughout their onboarding journey, addressing any questions, concerns, or issues.
  • Ensure new hires feel welcomed and supported by proactively checking in during their first few weeks and months.
  • Provide ongoing guidance on company resources, tools, and programs, helping employees to feel more connected to the organization.
• Compliance & Documentation
  • Ensure that all onboarding documents are completed in a timely manner and stored securely in compliance with company policies and legal requirements.
  • Verify that all necessary regulatory requirements (e.g., I-9 verification, work eligibility) are met during the onboarding process.
  • Maintain accurate and up-to-date records of each new hire’s onboarding progress.
• Collaboration with HR & Hiring Managers
  • Work closely with the HR team and hiring managers to ensure alignment between job requirements and employee expectations during the onboarding process.
  • Assist hiring managers in preparing for new employee arrivals, ensuring that team members have everything needed to support a new hire’s transition.
  • Help manage the flow of information between various departments (e.g., HR, IT, Payroll, Facilities) to ensure a smooth and efficient process.
• Collect feedback from new hires about their onboarding experience to identify areas for improvement.
• Analyze onboarding data and trends to measure effectiveness and suggest enhancements to the program.
• Recommend improvements to the onboarding process based on employee feedback and industry best practices.
• Training and Development
  • Assist with the development and delivery of any training programs related to onboarding or initial employee development (e.g., workplace safety, compliance training).
  • Work with the HR and Learning & Development teams to align onboarding efforts with ongoing professional development initiatives.
• Event Planning & Company Culture Promotion
  • Coordinate social events or team-building activities during the onboarding process to integrate new hires into the company culture.
  • Promote CiviTronix’s core values and help new employees understand how they can contribute to the company’s mission and success.
  • Assist in organizing regular check-ins and follow-up meetings to ensure a successful transition and integration into the company.

Required Qualifications

• Education
  • Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred.
  • Certification in HR (e.g., PHR, SHRM-CP) is a plus but not required.
• Experience
  • 2+ years of experience in an HR or onboarding role, preferably in a mid to large-sized organization.
  • Experience with HRIS (Human Resource Information System) or onboarding software is highly preferred.
  • Knowledge of employee benefits, labor laws, and compliance requirements related to onboarding and employee documentation.
• Skills and Abilities
  • Strong organizational and time management skills with a high level of attention to detail.
  • Exceptional communication skills, both written and verbal, with the ability to engage and support employees at all levels of the organization.
  • Ability to handle sensitive information with discretion and professionalism.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and HR software platforms (e.g., ADP, BambooHR).
  • Strong interpersonal skills and a friendly, approachable demeanor.
  • Ability to work independently as well as part of a collaborative team.