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HR Onboarding Specialist Job Description

Hiring Success Glossary

SmartJobs

What is an HR onboarding specialist?

An HR onboarding specialist is the primary point of contact for and provides critical support to candidates, hiring managers, and internal HR and business stakeholders to provide a world-class onboarding experience for newly hired employees. They are responsible for ensuring timely execution and completion of a seamless workflow for each new employee.

What are the job roles and responsibilities of an HR onboarding specialist

The common roles and responsibilities of an HR onboarding specialist include:
  • Welcoming newly hired employees and executing the engagement plan throughout the onboarding journey; managing the end-to-end onboarding process, ensuring a great experience for new employees and a smooth start into their roles.
  • Preparing and distributing onboarding welcome gifts.
  • Creating clear policies and employee handbooks that explain company operations.
  • Crafting and sending communication with information about the company, onboarding agenda, equipment handover, dress code, parking options, perks  and similar items.
  • Ensuring new hires have technical assistance to properly set up their hardware/software and distribute manuals, passwords, and guidelines, as needed.
  • Occasionally hosting onboarding sessions.
  • Coordinating onboarding presentations and product demos.
  • Auditing data and setting up employee profiles in internal HR systems; assisting with the coordination, preparation, and distribution of employee documentation.
  • Aligning new employees with managers and their team and communicating involvement procedures to all stakeholders.
  • Serving as the primary point of contact for hiring managers and newly hired employees.
  • Providing reporting and project updates to team lead and/or senior management.
  • Prioritizing and managing workload to meet critical deadlines.
  • Acting as a subject matter expert and making recommendations on how to improve process efficiency.
  • Ensuring compliance with all processes and maintaining a high level of confidentiality at all times.
  • Challenging status quo and proactively identifying process improvements.
  • Identifying innovative and creative new ways to onboard new employees/reach a more scalable and measurable onboarding experience.

How to write an HR onboarding specialist job description:

  • Company Description:
    • Describe the genesis of the company.
    • Describe the company’s mission and vision.
    • Describe the company’s growth/achievements.
  • Job Description:
    • The HR onboarding specialist is the primary point of contact for and provides critical support to candidates, hiring managers, and internal HR and business stakeholders to provide a world-class onboarding experience for newly hired employees. 
    • The HR onboarding specialist is responsible for ensuring timely execution and completion of a seamless workflow for each new employee.
    • Responsible for the procurement and implementation of employee onboarding software.
    • Welcomes newly hired employees and executes the engagement plan throughout the onboarding journey; manages the end-to-end onboarding process, ensuring a great experience for new employees and a smooth start into their roles.
    • Prepares and distributes onboarding welcome gifts.
    • Creates clear policies and employee handbooks that explain company operations.
    • Crafts and sends communication with information about the company, onboarding agenda, equipment handover, dress code, parking options, perks  and similar items.
    • Acts as a subject matter expert and makes recommendations on how to improve process efficiency.
    • Ensures compliance with all processes and maintains a high level of confidentiality at all times.
    • Challenges status quo and proactively identifies process improvements.
    • Identifies innovative and creative new ways to onboard new employees/reach a more scalable and measurable onboarding experience.
  • Qualifications:
    • Ability to work successfully and professionally with all levels of employees and management.
    • Ability to understand basic technical concepts and explain them in simple terms.
    • Quick learner.
    • Ability to troubleshoot, identify improvements, and make simple decisions independently.
    • Strong attention to detail with ability to prioritize and handle multiple tasks at once.
    • Strong team player with a results driven approach and who can work with limited guidance.
    • Energetic person with strong interpersonal and communication skills, including active listening. 
    • Very strong work ethic (reliable) with “can do” and collaborative attitude.
    • Fluency in [Languages].
    • Proficiency in Microsoft Office/Suite.
    • Proficiency in HR Systems, applicant tracking systems (e.g. SmartRecruiters), HR capital management systems (e.g. Workday) and Visio required/preferred. 
    • State if position will be performed in an office setting and will require the incumbent to sit and stand at a desk, communicate in person and by telephone, frequently operate standard office equipment, such as telephones and computers.
  • Education/Experience:
    • [Number] months/years of work experience in a similar position or a Bachelor's Degree in Human Resources or a related field.
    • [Number] years experience within Human Resources, Recruiting and/or Employee Onboarding required/preferred.
    • [Number] years experience working as an HR Onboarding Specialist in a similar company/work environment required/preferred.
  • Additional Information:
    • Equal Opportunity Statement
      • Statement that the company is committed to diversity in its workforce and is proud to be an equal opportunity employer.
      • Statement that the company considers qualified applicants without regard to race, color, religion, creed, gender, national origin, age, disability, veteran status, marital status, pregnancy, sex, gender expression or identity, sexual orientation, citizenship, or any other legally protected class. 
      • Statement that the company is an Affirmative Action and Equal Opportunity Employer.
      • Statement that company is committed to offering an inclusive and accessible experience for all job seekers, including individuals with disabilities.
    • COVID-19 Vaccination Policy
      • State policy if applicable.
    • Data Privacy Notice
      • Provide a link to the document that provides transparency around the way in which the company handles personal data of employees and job applicants.
  • Compensation/Benefits and Perks
    • Compensation/salary structure.
    • Benefits package.
    • 401k matching, if applicable. 
    • Paid time off/community service days, if applicable.
    • Performance based incentives, if applicable.
    • Describe attractive features of the work environment.
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