HR Onboarding Specialist

By The Bay Health, a non-profit established in 1975, set the standard for hospice in the U.S. by emphasizing the role of the patient in making important medical decisions. Our spectrum of home-based services now includes Skilled Home Health Care, Palliative Care, Adult Hospice Care and Pediatric Care. Our team approach strives to address practical, social, emotional and spiritual aspects of care, with the goal to maximize quality of life for our patients, caregivers and families.

We are seeking a team-oriented, proactive, and well-organized candidate to join our HR team supporting an amazing organization offering best in class nonprofit community-based care.

The Human Resources Onboarding Specialist is responsible for guiding new hires through the onboarding process, leading orientation, and ensuring an overall best-in-class onboarding experience. The Specialist will manage all required documents and compliance requirements accurately to timely completion with new hires, assist with orientation and training schedules, and partner on week one setup needs. Serving as the primary point of contact, this role provides direct support to new employees while also coordinating with hiring managers to ensure they fulfill their onboarding responsibilities.

This role ensures a smooth and structured transition for new hires by maintaining documentation standards and keeping all stakeholders aligned throughout the process. The Specialist will be part of our very collaborative HR team and gain knowledge of multiple HR specialties.

Essential Duties & Responsibilities include the following. Other duties may be assigned.

• Guide new hires through the onboarding process, ensuring all required documents are completed and submitted in a timely manner.

• Coordinate new hire requirements, including background checks, drug-screens, reference checks and occupational health requirements.

• Facilitate New Employee Orientation

• Enter new hire information into HRIS and other applications.

• Scan and link New Hire documents to EDMS.

• Conduct audits of onboarding documentation to ensure compliance and maintain audit readiness.

• Prepare and process I-9 documents, ensuring compliance with employment eligibility verification requirements.

• Order ID Badges and swag for staff.

• Open, screen and respond to or refer incoming mail, faxes and other correspondence.

• Demonstrate professionalism and courtesy in all external and internal contacts.

• Respond to and follow through on requests for information, service, or assistance promptly and thoroughly.

• Performs special projects as assigned.

• Demonstrate awareness of and sensitivity to hospice programs and services.

• Maintain confidentiality according to agency policies and procedures.

Location/Position Specific Responsibilities: Larkspur, CA

Supervisory Responsibilities: None

Skills & Qualifications:

• Ability to read and interpret documents such as correspondence and policy and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to speak effectively and effectively present information to individuals at all levels within and outside the agency.

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.

• Ability to deal with problems involving a few concrete variables in standardized situations.

• Strong oral and written communication and interpersonal skills, including the ability to listen effectively, to select and use appropriate communication methods, and to present ideas and information effectively, both orally and in writing.

• Ability to view every action and decision in terms of client impact and to understand and anticipate client needs.

• Ability to maintain a work pace appropriate to workload.

• Ability to refer to established procedures to handle routine tasks, although at times, may choose from established alternatives. Will seek supervisor to provide guidance and/or solve non-routine tasks.

• Ability to plan and prioritize work activities effectively and to manage multiple projects to conclusion.

• Ability for accuracy and thoroughness in work.

• Ability to adapt quickly and effectively to changing and ambiguous circumstances.

• Ability to work effectively as part of a team.

• Ability to maintain a high degree of confidentiality and professionalism in all aspects of the job, including displaying courtesy and sensitivity in all contacts and managing difficult client situations effectively.

• Intermediate proficiency in MS Word and Excel.

• Basic proficiency in an HRIS database or aptitude to learn application.

• Ability to work onsite at our Larkspur location.

Education/Experience:

• Associate's degree (AA) or equivalent from a two-year college or technical school; or equivalent combination of education and experience.

• Minimum two years' experience providing administrative and customer service support, preferably to an HR function.

• Experience with onboarding new hires, preferably within a healthcare setting navigating medical and regulatory onboarding requirements.

• Experience presenting to others preferred.

By the Bay Health is proud to serve our community as an equal employment opportunity employer. Everyone is valued and welcome at BTBH. Our organization is committed to diversity, equity and continues to build a culture of inclusion by recruiting, screening, hiring and retaining any qualified individual without regard to age, race, color, ethnicity, religion, gender, gender identity or expression, sexual orientation, disability, marital status, registered domestic partner status, citizenship, physical or mental disability, legally protected medical condition, family care status, military care status, veteran status or any other consideration made unlawful by Federal, state, or local laws.