Talent Acquisition & Onboarding Coordinator

About the role

• Imagine Orthodontic Studios is looking for a high-energy, detail-oriented Talent Acquisition & Onboarding Coordinator to serve as the essential administrative and programmatic engine of our HR team. In this role, you will provide vital logistical support to both recruitment and HR departments to ensure smooth hiring workflows. You will play a key role in delivering a warm, structured, and compliant onboarding experience for new team members while supporting our multi-site clinical operations.

What you'll do

Onboarding Program Administration & Integration

• Program Creation & Administration: Design, build, and continuously refine the administrative framework, checklists, and templates for the onboarding program to drive high retention and rapid time-to-productivity.
• Orientation Facilitation: Lead engaging onboarding sessions, introducing new hires to the company’s mission, core values, internal policies, and performance expectations.
• Cross-Functional Coordination: Partner with IT, Operations, and Clinical Training teams to ensure all equipment, systems access, and training materials are set up prior to day one.
• The 90-Day Touchpoint Program: Build and execute a structured check-in process at the 30, 60, and 90-day marks to gauge new hire satisfaction, address concerns, and report insights to leadership.

Recruitment Coordination & Logistics

• Post approved job openings across our ATS, website, and job boards (Indeed, LinkedIn, etc.).
• Conduct initial resume screenings against set criteria and route qualified candidates to hiring managers.
• Schedule and coordinate phone, virtual, and in-person interviews.
• Serve as the primary candidate point of contact for updates, directions, and instructions.
• Generate standard offer letters with approved compensation data.

Data Entry, Compliance & Support

• Initiate and track candidate pre-employment background checks, reference checks, and license verifications.
• Maintain clean, real-time candidate data and status updates in the ATS.
• Create digital employee files and ensure compliance with I-9s, tax forms, and day-one documentation.

Qualifications

• Education: High School diploma or equivalent required; Associate’s or Bachelor’s degree in HR or Business preferred.
• Experience: 1–3 years in administrative support, coordinator, or HR/recruiting assistant roles. Onboarding or training schedule coordination experience is a plus.
• Tech Literacy: Proficiency with MS Office (Word, Excel, Outlook) or Google Workspace. Experience with ATS or HRIS software preferred.
• Core Skills: Excellent group presentation and facilitation abilities; laser-focused attention to detail; friendly and clear communication.