Job Title: HR Onboarding Specialist
Reports To: Manager, Talent Acquisition and Analytics
Job Summary
The HR Onboarding Specialist owns the end-to-end onboarding process for all new hires, ensuring a seamless, compliant, and engaging transition from candidate to employee. This role serves as the primary point of accountability for onboarding execution, system accuracy, regulatory compliance, and new hire experience. The HR Onboarding Specialist sets the tone for the employee experience at Allergy Partners. By owning the onboarding process with precision, compliance, and care, this role ensures every new team member begins their career positioned for success.
The HR Onboarding Specialist partners closely with hiring managers, HR, IS&T, and Payroll to ensure timely processing, appropriate system access, and completion of all required pre-employment and onboarding activities. This individual plays a critical role in delivering a positive first impression that reflects the mission, vision, and values of Allergy Partners.
Key Responsibilities
Onboarding Ownership & Execution
- Owns and manages the full-cycle onboarding process from offer acceptance through first day readiness.
- Serves as the primary point of contact for hiring managers and new hires throughout the onboarding journey.
- Ensures all pre-employment requirements are completed accurately and on time, including background checks, I-9 documentation, and E-Verify processing.
- Monitors onboarding progress and proactively follows up to prevent delays.
HRIS & Data Integrity
- Manages and maintains all new hire data within the Paycom HRIS system, ensuring accuracy, timeliness, and compliance.
- Audits onboarding records to ensure completion of required documentation.
- Partners with Payroll to ensure accurate new hire setup and pay readiness.
- Generates and prepares monthly turnover, termination, FTE, and other workforce reports.
Cross-Functional Coordination
- Partners with IS&T to ensure appropriate and timely system access for all new hires.
- Communicates onboarding timelines and expectations clearly to hiring managers.
- Supports and continuously improves onboarding workflows and documentation.
Compliance & Confidentiality
- Ensures compliance with federal and state employment regulations related to onboarding and new hire processing.
- Maintains strict confidentiality of employee information and HR data at all times.
- Supports record retention and documentation standards.
Continuous Improvement
- Identifies opportunities to enhance the onboarding experience, increase efficiency, and reduce process gaps.
- Supports HR projects and strategic initiatives as assigned.
Other Responsibilities
- Maintains patient confidentiality; complies with HIPAA and compliance guidelines
- established by the practice.
- Maintains detailed knowledge of computer software as it relates to job functions.
- Completes all assigned AP training (such as CPR, OSHA, HIPAA, Compliance, Information Security, others) within designated timeframes.
- Complies with Allergy Partners and respective hub/department policies and reports incidents of policy violations to a Supervisor/Manager/Director, Department of Compliance & Privacy or via the AP EthicsPoint hotline.
- Maintain compliance with all policies and procedures, actively participate in enforcement of all ongoing Cybersecurity efforts to ensure safe and secure IT systems for all employees and clients at Allergy Partners. Remain vigilant and aware of new threats and assist the company by fulfilling an active role in observing, enforcement and reporting of cybersecurity incidents, efforts, programs and fulfill required training on a timely basis as required by frequency and due dates.
- Attends all regular meetings.
- Performs all other tasks and projects assigned by the Manager.