Onboarding Specialist

About the Role

The Onboarding Specialist at University Hospital is a vital ambassador for our new hires, ensuring they feel welcomed, informed, and set up for success from day one. In this role, you’ll coordinate every step of the onboarding process, from accurate and timely paperwork to ensuring compliance with healthcare regulations and hospital policies. You’ll also support light recruitment activities, helping to identify and prepare great talent to join our team. If you’re detail-oriented, enjoy connecting with people, and want to make a positive impact on the employee experience, we’d love to have you on our HR team!

The Human Resources Department at University Hospital is a dynamic, mission-driven team at the heart of one of the region’s leading academic medical centers. We are passionate about building an inclusive, supportive, and innovative workplace where employees thrive and make a real impact. If you are energized by collaboration, purpose-driven work, and the opportunity to contribute to meaningful changes in healthcare, you'll find a rewarding environment in our department.

What You’ll Do

• Facilitates the end-to-end onboarding process for new hires, including preparing onboarding documents, processing pre-employments requirements, and ensuring adherence to legal and hospital standards.
• Monitors pre-employment requirements including background checks, physical exams, drug screenings, and credentialing to ensure timely clearance for new hire start dates; follow up with candidates and vendors as needed to resolve delays.
• Serves as the primary point of contact for new hires, providing guidance and support on completing paperwork, addressing questions related to onboarding and orientation, understanding health benefits, and navigating hospital policies.
• Partners with HR Talent Partner to proactively source candidates through job boards, ATS, employee referrals, and other creative channels.
• Builds and maintains a pipeline of qualified candidates for high-volume and hard to fill roles.
• Conducts initial phone screening to assess candidate qualifications, interest, and alignment with position requirements
• Maintain and update employee records in the HRIS system, ensuring accuracy, confidentiality, and compliance with data protection regulations
• Coordinates and schedules “Coffee and Conversation” sessions with recent hires (30, 60, 90+ days post hire) to gather feedback on their onboarding experience and support continuous improvement efforts across HR and Talent Acquisition.
• Documents candidate interactions and provide summaries to HR Talent Partner or hiring manager for next-step consideration.
• Schedules interviews between candidates and hiring manners, ensuring alignment with all stakeholders’ calendars. Communicates interview details and logistics clearly to both candidates and interview teams.
• Performs other related duties as assigned.

What You’ll Bring

Required:

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.
• Minimum of 2 years’ experience in HR, onboarding, recruitment coordination, or HR administration.
• Proven experience coordinating onboarding, new hire orientation, or HR administrative processes .
• Strong attention to detail with excellent organizational and time management skills.
• Effective communication skills to guide new hires through processes and answer questions clearly.
• Ability to handle confidential information with integrity and discretion
• Ability to work collaboratively with cross-functional teams, including Benefits, Payroll, Employee Health, and Hiring Managers.

What We Offer

• Paid Time Off (PTO
• Medical & Prescription Drug Coverage
• Dental & Vision Insurance
• Health Savings Account (HSA) & Flexible Spending Account (FSA
• Short- & Long-Term Disability Insurance
• Pension Plan
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development

Compensation (NJ Job Transparency Law)

The expected rate for this position is $27.40 per hour, in accordance with the New Jersey Pay Transparency Law; final compensation will be commensurate with experience and qualifications.

About Us

University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.

Apply Today 

We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you.