Onboarding Operations Specialist

Heavy Marketing & Project Management focused role

This Jobot Job is hosted by: Scott Filbin
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Salary: $67,000 - $70,000 per year

A bit about us:

We are an established, privately backed healthcare organization that supports physician practices and care locations across a number of markets. Our onboarding team is not a typical HR function. We bring providers on board through a white glove process that can run anywhere from a few weeks to a year, coordinate across 11 departments, and support a fellowship program made up of 7 separate programs. We have just finished rebuilding our core processes and are now taking the entire experience to a creative level. We are hiring an Onboarding Operations Specialist to lead that build.

Why join us?

• You are joining at the build phase. The process work is done, and the next chapter is turning onboarding and orientation into something interactive, digital, and genuinely enjoyable. That project is yours.
• This is a rare seat for someone with a marketing or creative background to apply those skills inside an operations and HR environment, which is a hard combination to find and an even harder one to get hired into.
• You will not be expected to know HR. The team will teach you onboarding, systems, and process. They are hiring for creative instinct and technical curiosity, not a resume full of HR titles.
• You will have real latitude to research and bring in new technology, AI tools, and automation, and to redesign any process you think takes too long.
• You will present orientation to every new hire and work across 11 departments and multiple markets, which puts you in front of the organization from your first weeks.

Job Details

The Onboarding Operations Specialist coordinates onboarding, credentialing readiness, and compliance activities across one or more program areas — regular employee onboarding, provider/APP onboarding and offboarding, student clinical rotation and shadow programs, or fellowship recruitment and administration. The role independently manages caseloads of new hires, providers, students, or fellows from offer acceptance through Day 1 and beyond, exercising judgment to resolve issues, coordinate across departments, and ensure compliance, while escalating matters of significant risk to the Onboarding Operations Manager. In addition to caseload ownership, the role coordinates assigned onboarding projects and process improvement work, and is structured to develop the project management, process design, and cross-functional stakeholder capabilities used in onboarding program leadership roles.
ESSENTIAL FUNCTIONS
● Independently manages the onboarding caseload for an assigned population (employees, providers/APPs, students, or fellows) from acceptance through the start date, determining priority and sequencing of work without close supervision.
● Coordinates cross-functional onboarding activities with Talent Acquisition, IT, Facilities, Credentialing, Payroll, and Hiring Managers, resolving day-to-day conflicts and gaps independently.
● Tracks and evaluates credentialing readiness and compliance documentation (licensure, background checks, drug screening, required certifications); identifies and resolves gaps that could delay a start date, escalating only unresolved or high-risk items.
● Reviews flagged pre-adverse background screening results, gathers and evaluates candidate explanations and documentation, and prepares a recommendation and summary for HRBP/Manager review and decision.
● Administers employment agreement tracking, including sign-on bonus, relocation, and retention terms, verifying accuracy against agreements and coordinating with Payroll.
● For fellowship-assigned specialists: coordinates fellowship recruitment logistics (applications, interview scheduling, Match tracking), supports incoming fellow onboarding and credentialing, and serves as a liaison to Program Directors and academic institutions.
● For student-assigned specialists: coordinates clinical rotation and shadow program scheduling, affiliation agreement follow-up, and school communications; independently resolves scheduling conflicts with academic partners.
● Leads new hire orientation and compliance training sessions, including presenting to groups and fielding questions on policy and benefits.
● Conducts recurring audits of onboarding trackers, sign-on/retention data, offer letters, and provider onboarding files; identifies discrepancies and independently determines corrective action.
● Manages vendor-facing tasks within defined authority, including invoicing reconciliation (e.g., COUPA) and coordinating background screening/drug testing vendors.
● Serves as a point of contact for daily onboarding questions and escalations from new hires, supervisors, and stakeholders, using judgment to determine what can be resolved directly versus what requires escalation.
● Prepares and delivers recurring reporting (weekly scorecards, monthly program updates) to the Onboarding Operations Manager and stakeholders.
● Coordinates assigned onboarding projects and initiatives (e.g., orientation redesign, onboarding playbook development, system or workflow rollouts, new-site or acquisition onboarding waves) — building the task plan, tracking milestones and dependencies, coordinating contributors across departments, and reporting status to the Onboarding Operations Manager.
● Identifies recurring breakdowns in onboarding workflows and proposes process improvements; documents current-state steps, drafts updated standard work, and measures whether the change produced the intended result.
● Supports adoption of onboarding process and system changes, including drafting stakeholder communications, updating job aids and documentation, and training peers, hiring managers, and market contacts on new steps.
● Oversees production tasks that support the above (badge creation, personnel file documentation, I-9 verification, new hire system entries) as part of managing an end-to-end caseload, rather than as standalone clerical assignments.
● Serves as backup lead for a program area during the Manager's absence, per the department's continuity coverage plan.
EDUCATION
● High school diploma or equivalent required; Associate's or Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field preferred.
● Change management certification (e.g., Prosci, CCMP) preferred; candidates without certification who are willing to pursue one will be considered.
● Project management coursework or certification (e.g., CAPM, PMP, or a comparable platform or workflow credential) preferred.
● Professional HR certification (e.g., aPHR, PHR, SHRM-CP) preferred, or willingness to pursue one.
EXPERIENCE
● One to two years of experience in onboarding, HR coordination, credentialing, recruiting support, program coordination, or a comparable administrative or client-facing role preferred; internship, academic, or other transferable coordination experience will be considered in place of full-time experience.
● Experience coordinating a project, program, or recurring process involving multiple contributors and deadlines preferred — including academic, internship, volunteer, or cross-functional team settings.
● Healthcare, multi-site, or other regulated-industry experience preferred.
KNOWLEDGE
● I-9/E-Verify and background screening compliance requirements.
● HRIS and onboarding systems (UKG, Smartsheet) and related workflows.
● Credentialing fundamentals for provider onboarding (if applicable to assigned program area).
● Project coordination fundamentals — task planning, sequencing, milestone and dependency tracking, and status reporting.
● Change management fundamentals — stakeholder identification, communication planning, training, and adoption follow-through.
SKILLS
● Independent problem-solving and prioritization across a caseload with competing deadlines.
● Public speaking and presentation for orientation/training delivery.
● Written and verbal communication with candidates, supervisors, and external partners (schools, program directors, vendors).
● Interpreting and applying HR policy to individual cases.
● Project management — scoping work, sequencing tasks, holding contributors to dates, and escalating risks early.
● Process documentation and continuous improvement, including mapping current-state steps and drafting standard work.
● Data organization and reporting — maintaining accurate trackers and building, interpreting, and explaining a recurring scorecard.

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