Onboarding Specialist (Healthcare)
Job Description Job Description About the Role The Onboarding Specialist delivers a consistent, timely, and compliant onboarding experience across Callen-Lorde, from accepted offer through first day. Reporting to the Director of Talent & Workforce Strategy, this role is the primary onboarding partner to Talent Acquisition Specialists once an offer is accepted and takes ownership of each new hire through confirmed first-day or first-access readiness. The Specialist coordinates onboarding activities for employees and non-employees, including documentation, required clearances, Paycom onboarding, orientation, IT and access coordination, stakeholder communication, tracking, and escalation. This role is ideal for a highly organized, service-oriented professional who enjoys building welcoming experiences while managing complex processes, deadlines, and compliance requirements. Each Onboarding Specialist has the same core role and is assigned a primary portfolio based on organizational needs: Direct Hire Onboarding or Contingent Workforce and Programs. Both Specialists maintain working knowledge across portfolios and provide cross-coverage during absences, vacancies, and periods of elevated onboarding volume. Key Responsibilities End-to-End Onboarding Manage assigned onboarding activities from accepted offer, placement approval, or intake request through confirmed first-day or first-access readiness. Coordinate offer-to-start activities in partnership with Talent Acquisition, including welcome communications, pre-employment documentation, orientation scheduling, and updates to candidates, hiring managers, and internal partners. Initiate and monitor background checks; administer Form I-9 and E-Verify activities; maintain required documentation; and escalate exceptions or results requiring review in accordance with established procedures. Create and maintain accurate, confidential, and audit-ready onboarding and personnel records in Paycom and other designated systems. Coordinate health assessments, immunization documentation, and other required clearances with candidates, Occupational Health, agencies, and departmental contacts. Partner with IT, Facilities, Operations, Finance, and hiring departments to coordinate system access, equipment, badges, workspace, reporting instructions, and other first-day requirements. Orientation, Experience, and Process Improvement Plan, facilitate, and continuously improve New Employee Orientation and related first-day activities, including communications, rosters, materials, attendance, benefits handoffs, required trainings, and follow-up. Assign and track required new-hire trainings, including anti-harassment and discrimination training, supervisor/management trainings, and follow up to ensure completion within established timeframes. Maintain onboarding dashboards, trackers, and reports; identify recurring barriers and opportunities to improve new hire cycle time, candidate experience, data quality, and compliance. Use Asana, Microsoft Notes, Paycom, and other designated workflow tools to manage workplans, deadlines, dependencies, stakeholder follow-up, and process-improvement initiatives. Develop and maintain onboarding standard operating procedures, checklists, templates, and communications. Portfolio Responsibilities and Cross-Coverage Support onboarding for full-time, part-time, per diem, and temporary employees, as well as agency and vendor staff, consultants, interns, students, residents, volunteers, externs, and other third-party workers. Depending on assigned portfolio, lead either direct-hire employee onboarding or contingent workforce and program onboarding, including communications with schools, agencies, vendors, and program stakeholders. For clinical hires, coordinate credentialing-related onboarding activities, including required document collection, CAQH/MD App updates, tracking, and alignment of credentialing and system-access timelines with start dates. Partner with the Director of Talent & Workforce Strategy to track affiliation agreements and memoranda of understanding and confirm active agreements before applicable placements begin. Participate in ongoing cross-training and maintain shared tools and procedures that support seamless coverage across both onboarding portfolios. Team and Department Support Provide operational support to the Director of Talent & Workforce Strategy, including reports, projects, and special initiatives. Support Talent Acquisition initiatives, including resume screening, interview scheduling, reference-check coordination, career-fair registration, logistics, attendance, and other recruitment activities as assigned. Participate in required onsite and virtual HR office hours and provide responsive, respectful initial support to employees. Support HR, compliance, credentialing, and organizational audits, site visits, external verification requests, and high-volume file reviews. Assist with HR-led all-staff meetings, orientation events, office-supply coordination, and other departmental programs. Work Schedule This is a full-time, hybrid position with two required onsite days per week, typically Monday and Wednesday. The regular schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening hours may be required to support orientation, events, or other operational needs. Qualifications Associate’s degree in human resources, Business Administration, Health Administration, or a related field preferred. Equivalent combination of education and relevant experience will be considered. Two or more years of experience in Human Resources, Talent Acquisition, People Operations, onboarding, or a closely related administrative role required. Experience coordinating employee onboarding, pre-employment documentation, background checks, I-9 and E-Verify processes, orientation, or HRIS onboarding workflows required. Experience coordinating contingent workforce, agency staff, internships, students, residents, volunteers, externships, or other non-employee programs preferred. Experience coordinating health assessments, required clearances, and access readiness in a healthcare, social services, nonprofit, or similarly regulated setting preferred. Experience using HRIS and applicant tracking systems required. Experience with Paycom and project-management or workflow tools, such as Asana, preferred. Experience supporting clinical credentialing, recredentialing, CAQH maintenance, or healthcare compliance processes preferred. Knowledge of applicable federal, state, and local employment requirements, confidentiality practices, and onboarding compliance processes preferred. Experience in a union environment preferred. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, as well as the ability to maintain accurate trackers and electronic records. Demonstrated ability to manage a high-volume pipeline, balance competing deadlines, and maintain exceptional attention to detail and follow-through. Proficiency in more than one language (e.g., Spanish/English) is beneficial for serving our employees and staff. Desired Characteristics Excellent verbal and written communication skills, with a responsive, welcoming, and customer-service-oriented approach. Sound judgment and discretion when handling confidential and sensitive information. Ability to work effectively in a team-based structure and build trusted relationships with candidates, new hires, agency partners, program participants, and colleagues across departments. Organized, self-motivated, flexible, and reliable, with the ability to remain calm, focused, productive, and helpful under pressure. Demonstrated cultural competence and a proven ability to work respectfully and effectively with diverse populations, including LGBTQ communities and people from varied cultural, socioeconomic, and educational backgrounds. Commitment to the mission of Callen-Lorde. Benefits In addition to being part of a fantastic well known team, all full-time employees are offered a comprehensive benefits package including an exceptional low cost medical plan option for you, your domestic partner and/or your family, tuition assistance, dental insurance, vision insurance, no cost life insurance, short and long-term disability insurance, Flexible Spending Account, commuter benefits, a generous paid time off plan, and a 403B retirement savings plan. Learn more about our employee benefits https://callen- lorde.org/benefits/ \nCompany Description About Us: Callen-Lorde is the global leader in LGBTQ healthcare. Since the days of Stonewall, we have been transforming lives in LGBTQ communities through excellent comprehensive care, provided free of judgment and regardless of ability to pay. In addition, we are continuously pioneering research, advocacy and education to drive positive change around the world, because we believe healthcare is a human right. Our Mission: Callen-Lorde Community Health Center provides sensitive, quality health care and related services targeted to New York’s lesbian, gay, bisexual, and transgender communities — in all their diversity — regardless of ability to pay. To further this mission, Callen-Lorde promotes health education and wellness, and advocates for LGBTQ health issues. Company Description About Us: Callen-Lorde is the global leader in LGBTQ healthcare. Since the days of Stonewall, we have been transforming lives in LGBTQ communities through excellent comprehensive care, provided free of judgment and regardless of ability to pay. In addition, we are continuously pioneering research, advocacy and education to drive positive change around the world, because we believe healthcare is a human right.\r\n\r\n\r\nOur Mission: Callen-Lorde Community Health Center provides sensitive, quality health care and related services targeted to New York’s lesbian, gay, bisexual, and transgender communities — in all their diversity — regardless of ability to pay. To further this mission, Callen-Lorde promotes health education and wellness, and advocates for LGBTQ health issues.
