This Onboarding Specialist delivers a consistent, timely, and compliant onboarding experience across Callen-Lorde, from accepted offer through the first day. Reporting to the Director of Talent & Workforce Strategy, this role is the primary onboarding partner to Talent Acquisition Specialists once an offer is accepted and takes ownership of each new hire through confirmed first-day or first-access readiness. The Specialist coordinates onboarding activities for employees and non-employees, including documentation, required clearances, Paycom onboarding, orientation, IT and access coordination, stakeholder communication, tracking, and escalation. This role is ideal for a highly organized, service-oriented professional who enjoys building welcoming experiences while managing complex processes, deadlines, and compliance requirements.
Responsibilities
Manage assigned onboarding activities from accepted offer, placement approval, or intake request through confirmed first-day or first-access readiness
Coordinate offer-to-start activities in partnership with Talent Acquisition, including welcome communications, pre-employment documentation, orientation scheduling, and updates to candidates, hiring managers, and internal partners
Initiate and monitor background checks
Administer Form I-9 and E-Verify activities
Maintain required documentation
Escalate exceptions or results requiring review in accordance with established procedures
Create and maintain accurate, confidential, and audit-ready onboarding and personnel records in Paycom and other designated systems
Coordinate health assessments, immunization documentation, and other required clearances with candidates, Occupational Health, agencies, and departmental contacts
Partner with IT, Facilities, Operations, Finance, and hiring departments to coordinate system access, equipment, badges, workspace, reporting instructions, and other first-day requirements
Plan, facilitate, and continuously improve New Employee Orientation and related first-day activities, including communications, rosters, materials, attendance, benefits handoffs, required trainings, and follow-up
Assign and track required new-hire trainings, including anti-harassment and discrimination training, supervisor/management trainings, and follow up to ensure completion within established timeframes
Maintain onboarding dashboards, trackers, and reports
Identify recurring barriers and opportunities to improve new hire cycle time, candidate experience, data quality, and compliance
Use Asana, Microsoft Notes, Paycom, and other designated workflow tools to manage workplans, deadlines, dependencies, stakeholder follow-up, and process-improvement initiatives
Develop and maintain onboarding standard operating procedures, checklists, templates, and communications
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Support onboarding for full-time, part-time, per diem, and temporary employees, as well as agency and vendor staff, consultants, interns, students, residents, volunteers, externs, and other third-party workers
Lead either direct-hire employee onboarding or contingent workforce and program onboarding, including communications with schools, agencies, vendors, and program stakeholders, depending on assigned portfolio
For clinical hires, coordinate credentialing-related onboarding activities, including required document collection, CAQH/MD App updates, tracking, and alignment of credentialing and system-access timelines with start dates
Partner with the Director of Talent & Workforce Strategy to track affiliation agreements and memoranda of understanding and confirm active agreements before applicable placements begin
Participate in ongoing cross-training and maintain shared tools and procedures that support seamless coverage across both onboarding portfolios
Provide operational support to the Director of Talent & Workforce Strategy, including reports, projects, and special initiatives
Support Talent Acquisition initiatives, including resume screening, interview scheduling, reference-check coordination, career-fair registration, logistics, attendance, and other recruitment activities as assigned
Participate in required onsite and virtual HR office hours and provide responsive, respectful initial support to employees
Support HR, compliance, credentialing, and organizational audits, site visits, external verification requests, and high-volume file reviews
Assist with HR-led all-staff meetings, orientation events, office-supply coordination, and other departmental programs
Requirements
Associate’s degree in human resources, Business Administration, Health Administration, or a related field preferred
Equivalent combination of education and relevant experience will be considered
Two or more years of experience in Human Resources, Talent Acquisition, People Operations, onboarding, or a closely related administrative role required
Experience coordinating employee onboarding, pre-employment documentation, background checks, I-9 and E-Verify processes, orientation, or HRIS onboarding workflows required
Experience coordinating contingent workforce, agency staff, internships, students, residents, volunteers, externships, or other non-employee programs preferred
Experience coordinating health assessments, required clearances, and access readiness in a healthcare, social services, nonprofit, or similarly regulated setting preferred
Experience using HRIS and applicant tracking systems required
Experience with Paycom and project-management or workflow tools, such as Asana, preferred
Knowledge of applicable federal, state, and local employment requirements, confidentiality practices, and onboarding compliance processes preferred
Experience in a union environment preferred
Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, as well as the ability to maintain accurate trackers and electronic records
Demonstrated ability to manage a high-volume pipeline, balance competing deadlines, and maintain exceptional attention to detail and follow-through
Proficiency in more than one language (e.g., Spanish/English) is beneficial for serving our employees and staff
Excellent verbal and written communication skills, with a responsive, welcoming, and customer-service-oriented approach
Sound judgment and discretion when handling confidential and sensitive information
Ability to work effectively in a team-based structure and build trusted relationships with candidates, new hires, agency partners, program participants, and colleagues across departments
Organized, self-motivated, flexible, and reliable, with the ability to remain calm, focused, productive, and helpful under pressure
Demonstrated cultural competence and a proven ability to work respectfully and effectively with diverse populations, including LGBTQ+ communities and people from varied cultural, socioeconomic, and educational backgrounds
Commitment to the mission of Callen-Lorde
Benefits
Comprehensive benefits package including an exceptional low cost medical plan option for you, your domestic partner and/or your family
Tuition assistance
Dental insurance
Vision insurance
No cost life insurance
Short and long-term disability insurance
Flexible Spending Account
Commuter benefits
Generous paid time off plan
403B retirement savings plan
Important Details
Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening hours may be required to support orientation, events, or other operational needs
Work format: hybrid with two required onsite days per week, typically Monday and Wednesday
About the Company
Callen-Lorde is the global leader in LGBTQ+ healthcare. Since the days of Stonewall, they have been transforming lives in LGBTQ+ communities through excellent comprehensive care, provided free of judgment and regardless of ability to pay. They also advance research, advocacy, and education because they believe healthcare is a human right. Callen-Lorde Community Health Center provides sensitive, quality health care and related services targeted to New York’s lesbian, gay, bisexual, and transgender communities, in all their diversity, regardless of ability to pay. To further this mission, Callen-Lorde promotes health education and wellness and advocates for LGBTQ+ health issues.
Callen-Lorde is the global leader in LGBTQ healthcare.
