Employee Onboarding Specialist

Job Description:

• Serve as the first HR point of contact for new hires from offer acceptance through Day 1
• Initiate IT setup ticket immediately upon offer acceptance — laptop/VDI, system accounts, software licensing — and confirm completion with IT at least 1 business day before the new hire's start date
• Monitor IT ticket status and escalate to the HR Generalist if SLA is missed
• Create and configure new hire records in ADP Workforce Now
• Enroll new hires in Udemy Business and assign the Universal Core learning path (Path 1) on or before Day 1; assign department-specific path (Path 2 or 3) at the start of Week 1
• Create the new hire's Jira onboarding board using the appropriate department template; assign all tasks to the new hire and set yourself as watcher
• Coordinate buddy program assignments with hiring managers; confirm buddy is assigned at least 3 days before start date, notify the buddy, and share the buddy guide
• Confirm hiring manager has sent a personal welcome message to the new hire before Day 1
• Send welcome email with Day 1 logistics, system access details, and first-week overview
• Conduct a Day 1 check-in with every new hire to confirm access is functional, answer questions, and set a welcoming tone; escalate any IT access failures as P1 same-day
• Monitor Jira onboarding boards daily — flag overdue or blocked tasks within 24 hours
• Track Udemy path completion throughout orientation and send reminders for overdue courses
• Coordinate 30, 60, and 90-day milestone check-in conversations with new hires
• Distribute Manager Satisfaction Surveys and New Hire Experience Surveys at each milestone
• Send milestone reminders to hiring managers at 30, 60, and 90 days; escalate non-response directly to the HR Generalist
• Track buddy check-in completion weekly; flag missed check-ins to the HR Generalist
• Escalate concerns, disengagement signals, or onboarding red flags to the HR Generalist promptly — do not hold these
• Maintain the New Hire Tracker for all active new hires — update status, milestone completions, Jira board links, and delivery-ready certification
• Keep the Buddy Tracker current and initiate spot bonus or incentive processing upon buddy program completion
• Contribute data to the HR Generalist for quarterly onboarding performance reports
• Ensure consistency across department tracks — the experience quality should be the same whether a new hire is in Delivery, PMO, or any future department track
• Support the HR Generalist in identifying process gaps and continuous improvement opportunities
• Manage onboarding schedules and logistics for all active new hires simultaneously

Requirements:

• 2+ years of experience in HR coordination, onboarding, people operations, or a related role
• Proficiency with ADP Workforce Now or a comparable HRIS platform
• Experience working in or supporting a Greenhouse (or similar ATS) environment
• Strong organizational skills with a demonstrated ability to manage multiple new hires and timelines simultaneously
• Excellent written and verbal communication — you are the face of HR for every new employee
• Comfortable operating in a fully remote, distributed workforce environment
• High attention to detail and a process-oriented mindset
• Ability to manage up and across — comfortable sending reminders to hiring managers and escalating when deadlines are missed.

Benefits:

• Medical, dental, and vision health insurance
• Short-term disability, long-term disability, and life insurance
• 401(k) with company match
• Paid time off (PTO) — 120 hours accrued over one year
• Paid time off for major holidays (14 days per year)
• Udemy Business access for professional development
• Fully remote work environment

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