Onboarding Specialist

Title: Onboarding Specialist

Location: Fairfield, CA

Duration: 03 Months

Onboarding Support Specialist delivers an exceptional, high-touch “red carpet” experience throughout the pre-employment and onboarding journey. This role serves as the administrative engine of the Offer-to–Clear-to-Start process, ensuring a welcoming, seamless, and compliant candidate to employee transition for clinical and non-clinical candidates.

Onboarding Specialist is the primary point of contact for candidates during the new hire journey and partners closely with Talent Acquisition team, HR leadership, Employee Health, IT, Payroll, Benefits, Learning, and hiring leaders to ensure timely clearance, accurate data entry, and a positive onboarding experience.

This clerical role ensures compliance with federal and state employment laws, background screening requirements, credentialing standards, I-9 regulations, and internal HR administrative policies. The role supports audit readiness, accelerates start dates through proactive tracking, and ensures every new hire is fully cleared, entered into timekeeping systems, and prepared for orientation.

Serves as the primary, high-touch point of contact for candidates from offer acceptance through clearance, onboarding, and start date, ensuring a welcoming, professional, and engaging experience while managing candidate and hiring leader expectations.

Provides clear, consistent communication regarding onboarding requirements, timelines, orientation details, and next steps; confirms start dates and proactively communicates delays, risks, or issues to Talent Acquisition leadership and hiring leaders.

Acts as a liaison between candidates and internal partners to ensure a seamless transition into the organization, including coordination of orientation enrollment, benefits, learning assignments, and system access.

Facilitates and manages the full pre-employment screening process, including verification of qualifications (references, assessments, education, work history), background checks, and coordination of credentialing for licensed/clinical roles (Med Staff and health plan enrollment), ensuring timely scheduling of pre-employment health assessments.

Performs Primary Source Verification for licenses and certifications and administers background screening in compliance with FCRA, including pre-adverse and adverse action workflows when applicable.

Ensures compliance with all federal, state, and local employment laws, organizational policies, and regulatory requirements, including I-9 Employment Eligibility Verification, remote hiring protocols, and document retention standards.

Maintains accurate and timely data entry across systems, including Oracle Cloud HCM (employee records and onboarding workflows) and UKG (timekeeping and payroll setup), ensuring all required employment data is complete prior to start.

Ensures all onboarding documentation is completed, acknowledged, and properly stored in digital personnel files in accordance with policy and audit standards.

Education:

High School diploma or equivalent. Associate’s degree highly preferred. College level coursework preferred, work in Human Resources and/or PHR highly desirable.

Experience: Two (2) years of experience working in a Human Resources department or in an onboarding role, or for internal candidates three (3) years of current experience in an high volume administrative, data entry or clerical function.

Experience in working in multiple areas of human resources; experience in recruitment/onboarding preferred. Previous hospital HR experience preferred.

Ability to perform high-volume data entry and documentation workflows with speed and accuracy; minimum typing speed of 60 WPM required.

Proficient Excel and/or Smartsheet, Intermediate proficiency in word, database, and spreadsheet experience required. Must be highly computer literate.

Experience with Oracle ERP systems preferred