Onboarding Specialist-Human Resources - Full Time

The Onboarding Specialist is responsible for coordinating and facilitating the onboarding and administrative intake process for employees and non-employees, including contractors, agency staff, students, interns, volunteers, vendors, and other contingent workers, as applicable. This role serves as a central point of contact to ensure non-employees are processed efficiently, supported throughout onboarding, and fully prepared to begin their assignment with the organization.

The Onboarding Specialist manages onboarding tasks, tracks required documentation, coordinates with internal departments and external partners, and ensures all pre-access and onboarding requirements are completed accurately and timely. This role also supports routine administrative functions that contribute to the service level and overall objectives of the Human Resources team and requires strong organization, technology skills, attention to detail, and a customer-focused approach.

Essential Functions and Responsibilities

Non-Employee Onboarding Coordination

• Coordinate and manage the onboarding process for employees and non-employees from initial request through clearance and start readiness
• Serve as the primary point of contact for employees and non-employees and internal stakeholders regarding onboarding requirements, status, and next steps
• Ensure all required onboarding documents, forms, and clearances are received, reviewed, and tracked prior to start or access
• Communicate with non-employees and department contacts regarding onboarding requirements, timelines, delays, and updates
• Provide guidance and support throughout the onboarding period to ensure a smooth and positive experience

Documentation and Compliance

• Track and maintain required onboarding records for employees and non-employees, including agreements, access forms, background-related documentation, acknowledgments, certifications, or other required records as applicable
• Ensure files are complete, organized, and uploaded to the appropriate electronic database or tracking system within established timelines
• Monitor compliance with internal onboarding requirements and escalate incomplete or missing items as needed
• Maintain confidentiality and handle sensitive information with discretion and professionalism
• Support process consistency by ensuring all required steps are completed before non-employees begin work or receive access

Systems, Coordination, and Administrative Support

• Enter and maintain onboarding data accurately in tracking tools, databases, and HR systems, as applicable
• Coordinate with hiring departments, Human Resources, IT, Security, Payroll, Accounts Payable, Learning and Organizational Development, Clinical Education, and other internal teams to support onboarding readiness
• Communicate information related to parking, schedules, reporting instructions, badge/access needs, and other onboarding logistics
• Assist with routine reporting, weekly updates, and status communication related to non-employee onboarding activity
• Help support process improvements and workflow enhancements related to the onboarding process
• Provide administrative support that contributes to the service level and overall objectives of the HR team
• Assist other team members by relaying instructions, coordinating workflow, and requesting information as needed
• Other duties as assigned by the manager

Customer Service and Process Improvement

• Provide excellent customer service to internal and external customers involved in the non-employee onboarding process
• Act as a resource for questions related to onboarding status, requirements, and documentation
• Collect feedback from stakeholders and identify opportunities to improve efficiency, communication, and the overall onboarding experience
• Partner with leadership to implement improvements that strengthen the onboarding process and support a consistent experience across the organization

The Health Care District of Palm Beach County is an independent special taxing district that has served as a healthcare safety net for more than 36 years to fill in gaps in access to healthcare services. This unique healthcare system covers the entire county and provides a wide range of services such as nine community health centers (Federally Qualified Health Centers) which serve everyone regardless of ability to pay; school health teams in 172 public schools; a lifesaving Trauma Hawk aeromedical helicopter program; a rural, public teaching hospital, Lakeside Medical Center; an award-winning skilled nursing center; a ground ambulance program for Health Care District patients needing a higher level of care and the county's Trauma Agency, which ensures quality outcomes within the county's trauma system and leads initiatives to prevent traumatic injury.

We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, creed, religion, military or veteran status, age, sex, pregnancy status, genetic information, national origin or ancestry, citizenship, physical or mental disability, marital status, sexual orientation or identification status, or any other legally recognized category protected by jurisdictional, state or federal law. The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants.

We are also committed to maintaining a safe, healthy, and productive work environment for all employees. As such, we are a Drug-Free Workplace.

This role may require Agency of Health Care Administration (AHCA) background screening and clearance. As required under House Bill 531, applicants may review AHCA's education and awareness information at the following link: https://info.flclearinghouse.com/

Education

• Associate's degree required
• Bachelor's degree preferred
• An equivalent combination of education and experience may be considered

Experience

• Two (2) to three (3) years of administrative experience required
• Experience in onboarding, HR administration, contingent workforce coordination, or non-employee process administration preferred
• Experience working with HR systems, tracking tools, and electronic document management preferred