Position Overview *This is an internal search available ONLY to current KU employees.*
The Onboarding Coordinator plays a pivotal role in facilitating the seamless integration of new employees into the University of Kansas. This individual is responsible for working with a team to design, implement, and manage comprehensive onboarding programs that align with the university's goals, values, and culture. The Onboarding Coordinator ensures that new hires receive the necessary support, resources, and information to transition smoothly into their roles, fostering engagement, productivity, and retention from day one and provides team leadership support to the onboarding specialist team.
The Onboarding Coordinator is a hybrid position. On-campus work assignment will be dependent on training and team scheduling needs.
Job Description Onboarding Engagement & Customer Service 45%: Develops and continuously improves onboarding activities/programs tailored to various job roles, departments, and levels within the organization. Ensures that all hire actions sent through the KU Onboarding System are worked, following up and assisting the candidate through the required online forms, activities, and compliance activities. Provides training and subject matter expertise and support to Onboarding Specialists. Serves as brand ambassador for KU, reflecting the importance and quality of care for each new hire. Provides assistance and expertise to employees with the process and programs that are offered. Collaborates with HR, supervisors, unit leadership or HR Partner, and other stakeholders to coordinate onboarding activities and integrate new hires into teams effectively. Completes all I-9 and E-Verify activities for new hires, recertifications, and existing employees as needed. Provides subject matter expertise and training for the team regarding I-9 verification and documentation protocol, E-Verification Tentative Non-Confirmation Processing activities, and I-9 reverification of international employees. Coordinates with the employment and appointment team regarding changes or alternations needed related to the offer letter or hire. Tracks new hire compliance activities, answering questions to promote engagement with the process. Escalates issues to supervisor. Completes Onboarding Appointment Summary for review and upload by the Appointment team into HR/Pay. Answers any tier 1 and 2 support questions. Coordinates with units, supervisors, HR Partners, Appointments, Payroll as needed. Provides back-up support on an as needed basis for the Employee Support team. Leads activities as assigned. Completes employment verification requests as needed. Communication and Connections 20%: Works to create, design and curate onboarding materials, including welcome kits, training activities, or other digital resources to make the new hire experience welcoming and inviting. Works with university internal and external stakeholders to develop, conduct, or participate in informative orientation sessions for new hires, covering company policies, procedures, value, culture, etc. Connects new faculty hires with the Dual Career and Relocation Program Manager as appropriate, sharing service values. Works with HR Partners, Chairs, and Supervisors to transition new hire to unit onboarding activities. Gathers feedback from new hires and stakeholders to evaluate the effectiveness of onboarding programs and identify areas for improvement. Employee Support 15%: Provides tier 1 and 2 level support in answering and responding to walk in traffic and phone calls. Escalates issues to specialized areas as needed. Follows up on escalated tickets as directed. Responds promptly and effectively to inquiries via multiple channels (phone, email, chat) providing accurate information, troubleshooting issues, and escalating complex matters as needed to ensure timely resolution. Provides guidance and clarification on HR policies, procedures, and compliance requirements, ensuring employees and supervisors understand and adhere to established guidelines. Technology and Continued Improvement 15%: Utilizes onboarding software and digital platforms to streamline administrative tasks, track progress, and enhance the onboarding experience. Works on design teams to enhance the user experience. Makes updates to tasks and ensures communications issued in the Onboarding software are updated and standardized. Participates in system upgrades, testing, implementation, and related communication activities. Stays informed about industry best practices, emerging trends, and innovative onboarding techniques to enhance the effectiveness and efficiency of onboarding programs. Other Duties as Assigned 5%: Actively participates in professional development activities to promote learning and growth. Required Qualifications Bachelor's degree OR a high school diploma and four years of related professional work experience. Experience with managing new hire activities or onboarding of new employees. Excellent communication and interpersonal skills as evidenced in application materials. High attention to detail, organizational skills, and experience managing multiple priorities simultaneously as demonstrated by application materials. Experience with onboarding software, learning management systems (LMS), and/or other relevant technology tools. Demonstrated ability to work collaboratively in cross-functional teams and build positive relationships at all levels of the organization. Experience working collaboratively with other teams as well as building positive relationships at varying levels within an organization. Preferred Qualifications Certification in Human Resources (e.g., PHR, SHRM-CP) or related field. Experience with remote onboarding and virtual training platforms. Experience in designing and implementing onboarding programs or related initiatives, preferably in a fast-paced and dynamic environment. Strong presentation and training skills as demonstrated by application materials. Additional Candidate Instructions A complete application consists of: A cover letter addressing how required and preferred qualifications are met. Resume Name and contact information for 3 professional references. Application deadline is Thursday May 16th, 2024. For consideration apply by this date. Contact Information to Applicants Regina Casto
Advertised Salary Range 50,324.00
Application Review Begins Friday May 17, 2024
Anticipated Start Date Sunday June 2, 2024
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Posting Information Posting ID: 27826BR Department: Human Resource Primary Campus: University of Kansas Lawrence Campus Assignment: Hybrid Reg/Temp: Regular Employee Class: U-Unclassified Professional Staff Review Begins: 17-May-2024
