Recruitment and Onboarding Specialist

Under the direct supervision of the Director of Human Resources, the Recruitment & Onboarding Specialist is responsible for coordinating and supporting Pivot, Inc.'s recruitment, interviewing, hiring, and onboarding processes. The position serves as a primary point of contact for applicants, candidates, new employees, hiring managers, and other individuals involved in the recruitment and onboarding process.

The Recruitment & Onboarding Specialist manages day-to-day recruitment activities, including job postings, applicant screening, candidate communications, interview coordination, pre-employment requirements, new-hire documentation, orientation, and onboarding activities. This position works closely with the Director of Human Resources, agency Directors, supervisors, and hiring managers to help ensure positions are filled with qualified candidates in an efficient, consistent, professional, and timely manner.

In addition to recruitment and onboarding, this position provides support in employee records, HRIS maintenance, employment verifications, HR documentation, compliance, reporting, audits, employee communications, and other daily Human Resources Department responsibilities.

The Recruitment & Onboarding Specialist is expected to assist the Director of Human Resources with routine and operational HR functions, allowing the Director to devote greater attention to complex employee relations, compliance, policy development, workforce planning, leadership support, and other strategic human resources initiatives. The Recruitment & Onboarding Specialist must exemplify the spirit of Pivot, modeling the core values of connection first, relentless compassion, and commitment to never settle.

Competencies

• Proactively seeks and finds ways to provide the highest standards of service to employees, supervisors, and organizational partners.

• Possesses or develops the knowledge, skills, and abilities necessary to effectively administer employee benefits and related HR functions.

• Demonstrates the ability to identify recruitment and onboarding challenges, gather appropriate information, and assist with developing effective solutions.

• Effectively manages job postings, applicant pipelines, interview schedules, pre-employment requirements, new-hire activities, deadlines, and multiple open positions.

• Creates and sustains positive working relationships with candidates, employees, leadership, community partners, and other stakeholders.

• Demonstrates open, honest, respectful, and professional written and verbal communication.

• Works collaboratively with hiring managers and Human Resources to support effective staffing and successful integration of new employees.

• Maintains effectiveness in a work environment where staffing needs, schedules, vacancies, and priorities may change.

• Maintains organizational integrity, confidentiality, consistency, and professionalism throughout recruitment and employment processes.

• Productively focuses time and resources on activities that support timely recruitment, hiring, and onboarding.

• Proactively identifies recruitment needs, follows up with candidates and hiring managers, and moves hiring processes forward.

Recruitment

• Coordinates recruitment efforts for exempt and nonexempt personnel, students, temporary employees, and other positions as assigned.

• Works with the Director of Human Resources and agency leadership to identify current and anticipated staffing needs.

• Prepares, posts, and maintains approved job openings through appropriate recruitment sources.

• Reviews applications and resumes to identify candidates who meet established position qualifications.

• Conducts initial candidate screenings as assigned and communicates professionally and timely with applicants throughout the recruitment process.

• Coordinates candidate referrals to appropriate Directors, supervisors, and hiring managers.

• Schedules and coordinates interviews between candidates and agency representatives.

• Participates in interviews as appropriate and assists hiring managers with consistent interviewing and candidate evaluation processes.

• Maintains accurate documentation regarding applicants, interviews, candidate status, and hiring decisions.

• Conducts and/or coordinates professional references and other approved pre-employment inquiries.

• Coordinates required pre-employment processes, including background investigations, drug screenings, and other requirements applicable to the position.

• Maintains communication with selected candidates regarding pre-employment requirements and anticipated start dates.

• Prepares and coordinates approved employment offers and related correspondence under the direction of the Director of Human Resources.

• Maintains appropriate communication with candidates who are not selected.

• Develops and maintains relationships with colleges, universities, workforce organizations, community partners, and other potential recruitment sources; participates in recruitment events as appropriate.

• Monitors recruiting activity and assists the Director of Human Resources with identifying difficult-to-fill positions, recruitment trends, staffing needs, and improvements to recruitment processes.

Interview Coordination and Selection Support

• Serves as the primary Human Resources contact for coordinating candidate interviews.

• Coordinates interview schedules with candidates, Directors, supervisors, and other interview participants.

• Prepares interview materials and candidate information for hiring managers as appropriate.

• Participates in interviews and candidate screening activities as assigned by the Director of Human Resources.

• Assists with developing consistent interview questions and candidate evaluation tools.

• Ensures interview and selection documentation is completed and maintained appropriately.

• Provides hiring managers with administrative and procedural support throughout the selection process.

Onboarding and New Employee Orientation

• Coordinates the onboarding process for newly hired employees from acceptance of employment through completion of initial onboarding requirements.

• Serves as a primary point of contact for new employees prior to and during the onboarding process.

• Communicates start dates, reporting information, orientation requirements, required documentation, and other onboarding information to new employees.

• Prepares and distributes new-hire paperwork and onboarding materials and ensures required documentation is completed accurately and timely.

• Coordinates and conducts portions of new-employee orientation as assigned.

• Coordinates orientation schedules with Human Resources, agency leadership, program staff, and other appropriate departments.

• Ensures new employees receive required policies, procedures, employment information, organizational materials, and initial training requirements.

• Enters and/or coordinates entry of new employee information into the agency's Human Resources Information System (HRIS).

• Creates and maintains appropriate new employee personnel documentation and records.

• Maintains accurate applicant, candidate, and new-hire information within the agency's HRIS and other approved systems.

• Enters and maintains new employee information as assigned.

• Maintains recruitment, interview, hiring, and onboarding documentation in an accurate, organized, and confidential manner.

• Maintains personnel files and databases according to agency procedures.

• Generates routine recruitment, hiring, onboarding, vacancy, and other HR reports as requested.

• Tracks open positions, applicant activity, interviews, offers, hires, and onboarding completion.

• Assists with employment verifications, internal and external audits, and other HR records as needed.

General Human Resources Support

• Provides daily administrative and operational support to the Director of Human Resources.

• Assists employees with routine Human Resources questions and directs complex employee relations, disciplinary, legal, policy, or compliance matters to the Director of Human Resources.

• Provides backup assistance to the HR Benefits Administrator during periods of increased workload or staff absence.

• Assists with payroll-related administrative functions as assigned and trained.

• Prepares HR correspondence, reports, forms, spreadsheets, communications, and other documentation.

• Assists with agency audits and compliance reviews.

• Assists in implementing HR policies, procedures, and departmental processes.

• Helps ensure Human Resources policies and practices are applied consistently throughout the organization.

• Participates in HR-related meetings, training, and agency activities as requested.

• Maintains professional relationships with employees, leadership, candidates, applicants, and external partners.

• Assists in providing services in other programs as needed.

• Performs other duties as assigned.

Supervisory Responsibilities: None. This position does not directly supervise employees unless otherwise assigned by the Director of Human Resources or agency leadership.

• Demonstrate a commitment to the vision and mission of the agency.

• Demonstrate compliance with confidentiality and privacy standards as required by the agency and applicable law.

• Demonstrate strong self-initiative and self-motivation.

• Demonstrate effective time management, organizational, and prioritization skills.

• Demonstrate exceptional attention to detail and accuracy.

• Demonstrate excellent verbal and written communication skills.

• Demonstrate excellent customer service and relationship-building skills.

• Possess strong interviewing, listening, and observational skills.

• Ability to communicate professionally with applicants, candidates, employees, supervisors, and leadership.

• Ability to organize and coordinate multiple interviews, vacancies, candidates, deadlines, and onboarding activities simultaneously.

• Ability to evaluate applicant information against established job qualifications.

• Ability to maintain accurate records and statistical data.

• Ability to handle confidential applicant and employee information with discretion.

• Ability to work independently while recognizing when matters should be escalated to the Director of Human Resources.

• Ability to function effectively in a high-paced and at times stressful environment.

• Ability to work collaboratively as part of the Human Resources and Administration teams.

• Ability to maintain a professional and positive candidate and employee experience.