Onboarding & Employee Experience Specialist

OFFICIAL JOB TITLE: Onboarding & Employee Experience Specialist

DIVISION: Human Resources

DEPARTMENT: Human Resources

BARGAINING UNIT STATUS: Non-Unit Professional - Confidential

FLSA STATUS: Exempt

REPORTS TO: Talent Acquisition Manager

SUPERVISES: N/A

POSITION SUMMARY: The Onboarding & Employee Experience Specialist is responsible for providing an exceptional candidate and onboarding experience for prospective and new employees at the University of Massachusetts Dartmouth. This role combines elements of recruitment, onboarding, and employee experience management, ensuring a smooth transition for new hires and ongoing support throughout their employment. The Onboarding and Employee Experience Associate is expected to maintain exceptionally high degrees of confidentiality, discretion and customer service in all aspects of their duties while demonstrating outstanding attention to detail and effective communication skills.

KEY RESPONSIBILITIES:

Onboarding & Employee Experience:

• Coordinate and administer all aspects of the University's onboarding processes, ensuring compliance with established procedures
• Serve as the primary point of contact for new hires, providing frequent communication throughout the onboarding process
• Support the visa process for international employees, including tracking current visa statuses and processing H1B visas, VISA paperwork, taxation systems and export control.
• Facilitate New Employee Orientation and New Faculty Orientation programs - Prepares and distributes onboarding welcome kits
• In coordination with CITS, assist new employees and contingent workers with accessing technology and software.
• Complete pre-employment processing for new employees including any required forms and I-9 documentation.
• Perform regular check-ins with new employees and their managers to track their training and progress throughout their first 60 days and addresses any ongoing issues or problems the employee may be encountering.
• Utilize automated Onboarding systems and maintain onboarding webpage; make improvement recommendations to HR Leadership.
• Performs duties related to apartment rental process, including working with OHRL to identify available apartments, issuing lease agreements, collecting payroll rental deduction forms, arranging key pick up, maintaining lists and conducting background checks on all individuals living on campus.
• Prepare and file recruitment documentation (appointment letters) in personnel files

Recruitment and Selection Support:

• Utilizes Case Management system to respond and communicate with prospective and new employees regarding recruitment and employment status in a timely manner
• Process electronic Personnel Action Forms (ePAFs) and maintain accurate employment records in HRIS systems
• Provide support with external advertising and reconciles advertising expenses

Administrative and Compliance:

• Maintain high levels of confidentiality and discretion in handling sensitive employee information
• Ensure compliance with internal and external employment guidelines, university policies, and collective bargaining agreements
• Assist with tracking and maintaining mandatory compliance trainings for new hires
• Perform reconciliation of background check and advertising expenses to ensure chargebacks are processed and accounts are current.
• Process electronic Personnel Action Forms (ePAFs) and maintain accurate employment records in HRIS system and personnel files (new hires, promotional and transfer transactions).
• Create and maintain personnel files for new and existing employees. File employee paperwork in personnel files in a timely and accurate manner.

Process Improvement and Collaboration:

• Make recommendations for process improvements to enhance the onboarding experience and HR initiatives
• Collaborate with cross-functional teams to ensure a smooth onboarding experience and successful employee retention
• Assist with various HR projects and initiatives as needed
• Assists in the coordination and planning of other HR-sponsored employee events
• Other job-related duties and responsibilities may be assigned and/or the job description changed periodically to reflect changing organization needs.

MINIMUM QUALIFICATIONS:

• Bachelor's degree or equivalent combination of education and experience
• Minimum of 3-5 years of full-time experience in Human Resources (onboarding and pre-employment screening experience strongly preferred)

PREFERRED QUALIFICATIONS:

• PHR or SPHR certification
• Previous HR experience in higher education
• Experience with PeopleSoft, DocuSign, Applicant Tracking Systems and other relevant HR technologies
• Knowledge of employment law, immigration laws and visa sponsorship processes

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent communication skills, both oral and written
• Strong attention to detail and ability to work independently
• Proficiency in HRIS systems, applicant tracking systems, and relevant office technology
• Strong organizational skills with the ability to manage multiple projects and meet deadlines
• Knowledge of employment laws, regulations, and best practices in higher education settings
• Ability to work independently and collaboratively, take initiative and exercise sound judgment
• Ability to exercise discretion in handling confidential matters
• Demonstrated ability to multi-task, manage competing priorities and meet deadlines.

SALARY: $68,000 - $75,000

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for Non-Unit Professional - Non-Unit Professional

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply please submit a letter of interest, a current resume and the contact information for three professional references.

The review of applications will be ongoing until the position is filled.