Recruiting Coordinator

Description

Position Summary

The Recruiter / Onboarding Specialist is responsible for supporting the hiring and onboarding process from the interview stage through successful completion of new-hire orientation and onboarding requirements. This position serves as one of the first points of contact for candidates and new employees and is responsible for creating a welcoming, organized, and professional experience.

The Recruiter / Onboarding Specialist coordinates interviews, communicates with candidates and hiring supervisors, completes required pre-employment screenings, processes onboarding documentation, conducts new-hire orientation, and reviews employment eligibility documentation for accuracy and compliance.

Essential Job Duties and Responsibilities

Recruiting and Interview Coordination

· Review applications and identify candidates who meet basic position requirements.

· Contact candidates and coordinate interview dates and times.

· Schedule interviews with appropriate supervisors and hiring managers.

· Maintain communication with candidates throughout the interview and hiring process.

· Ensure hiring managers receive accurate candidate and interview information.

· Follow up on interview results and assist with moving selected candidates through the hiring process.

· Maintain accurate candidate information and hiring statuses within the applicant tracking system.

· Help ensure job postings contain accurate job titles, locations, supervisors, schedules, and other important information.

New-Hire Communication and Welcome

· Serve as a primary point of contact for new hires before their first day.

· Provide new employees with clear instructions regarding orientation dates, times, locations, and required documentation.

· Welcome new employees and help create a positive first impression of Home of Hope.

· Answer new-hire questions regarding onboarding requirements and next steps.

· Communicate changes or missing requirements promptly to new employees and appropriate supervisors.

· Help ensure new employees feel informed, prepared, and welcomed throughout the onboarding process.

Background Checks and Pre-Employment Screening

· Initiate and monitor required background checks.

· Complete required background-screening processes through approved systems.

· Coordinate and administer or facilitate pre-employment drug testing.

· Track outstanding screening requirements and follow up as necessary.

· Maintain confidentiality of background check, drug testing, and other sensitive employee information.

· Escalate screening concerns or results requiring additional review to appropriate HR leadership.

· Ensure candidates complete required pre-employment requirements before beginning employment when applicable.

Onboarding

· Initiate and process new-hire onboarding paperwork through Paylocity.

· Monitor completion of required onboarding forms and documentation.

· Review submitted documentation for completeness and accuracy.

· Follow up with new hires regarding missing, incomplete, or incorrect information.

· Ensure employee information is entered and maintained accurately within HR systems.

· Coordinate with supervisors and other departments to ensure new employees are prepared to begin work.

· Maintain organized and accurate onboarding records.

Form I-9 and Employment Eligibility

· Review Form I-9 documentation for completeness, accuracy, and timely completion.

· Verify that required sections of Form I-9 are completed within required timelines.

· Review acceptable employment eligibility and identity documents in accordance with federal requirements.

· Identify incomplete or potentially incorrect I-9 documentation and obtain corrections when appropriate.

· Maintain I-9 documentation in accordance with company procedures and applicable record-retention requirements.

· Notify HR leadership of compliance concerns or documentation issues requiring additional review.

· Maintain confidentiality of employee identification and employment eligibility information.

New-Hire Orientation

· Prepare for and conduct new-hire orientation.

· Welcome employees and provide an overview of Home of Hope, its mission, services, expectations, and workplace culture.

· Explain important employment policies, procedures, benefits information, training expectations, and available resources.

· Ensure required orientation documents and acknowledgements are completed.

· Coordinate with HR, leadership, training staff, and other presenters participating in orientation.

· Prepare orientation materials and ensure the orientation space, technology, and materials are ready.

· Track orientation attendance and completion.

· Ensure employees understand their next steps following orientation.

Additional Responsibilities

· Maintain accurate recruiting and onboarding records.

· Protect confidential candidate and employee information.

· Respond professionally and timely to candidates, new hires, supervisors, and employees.

· Assist HR with recruiting events, job fairs, and community outreach as needed.

· Assist with hiring reports and tracking recruiting and onboarding activity.

· Identify opportunities to improve the candidate and new-hire experience.

· Assist with additional Human Resources duties and special projects as assigned.

Requirements

Qualifications

Required

· High school diploma or equivalent.

· Strong organizational and time-management skills.

· Strong written and verbal communication skills.

· Ability to manage multiple candidates and new hires at different stages of the hiring process.

· Strong attention to detail and accuracy.

· Ability to maintain confidentiality.

· Comfortable communicating with applicants, employees, supervisors, and leadership.

· Ability to learn and use HR information systems, applicant tracking systems, and onboarding platforms.

· Ability to work independently while also collaborating with the HR team.

Preferred

· Previous experience in recruiting, Human Resources, onboarding, administrative support, or a related field.

· Experience using Paylocity or another HRIS/applicant tracking system.

· Experience processing background checks and pre-employment screenings.

· Knowledge of Form I-9 requirements and general employment compliance practices.

· Experience conducting employee orientation or training.

Knowledge, Skills, and Abilities

· Excellent customer service and interpersonal skills.

· A welcoming and professional communication style.

· Strong follow-through and accountability.

· Ability to meet deadlines and manage competing priorities.

· Attention to detail when reviewing employee documents.

· Ability to communicate instructions clearly.

· Sound judgment when handling confidential information.

· Ability to identify errors and resolve issues before they affect the new-hire experience.

· Commitment to providing a positive candidate and employee experience.

Core Expectations

The Recruiter / Onboarding Specialist is expected to represent Home of Hope's values of Care, Client-Centered Care, Accountability, Respect, and Excellence throughout the recruiting and onboarding process.

Success in this position means that candidates and new employees receive accurate information, required hiring steps are completed on time, records are accurate and compliant, and each new employee begins employment feeling welcomed and prepared.