Onboarding Assistant Jobs (NOW HIRING)

Position Summary

The Talent Onboarding Assistant will successfully transition the offered applicants from recruiter to the first day of orientation. The Talent Onboarding Assistant will develop relationships with new colleagues, ensure each meets the regulatory and required items for transition to employment. Attention to detail is critical to be successful in this role. One must be able to juggle multiple people at different places within the onboarding process. The Talent Onboarding Assistant must be able to adapt to unforeseen circumstances and navigate those changes with some autonomy. The Talent Onboarding Assistant will assist the talent team and human resources with any necessary duties.

Department Summary

Aultman is an integrated healthcare system which includes Aultman Hospital, Aultman Orrville Hospital, Aultman Alliance Community Hospital, AultCare, The Aultman Foundation, Aultman College, with over 1,000 active providers and over 7,000 colleagues. Aultman Health System externally onboards over 1,000 new colleagues per year.

Qualifications

• Bachelor's Degree in Human Resources or relatable field
• Prior Human Resource and systems experience preferred

Department Qualifications

• Provides exceptional customer service.
• Must build and maintain strong relationships with all customers internally and externally.
• Various duties as assigned.
• Ability to multi-task and prioritize.
• Ability to think critically and able to identify strengths and weaknesses of alternative solutions.
• High level of maturity to manage confidential information.

Department Skills

Responsibilities & Expectations

• Onboarding/Recruitment
  • Follow up and monitor all pre-hire requirements once the recruitment team has made an employment offer. Including but not limited to Background Checks, Fingerprints, MVR reports, Drug Screen management and results, references, and all new hire paperwork.
  • Schedule onboarding colleagues with AultWorks. Monitor and indicate no shows for appointments. Notify colleagues of failed screenings.
  • Assemble a complete onboarding file for all new hires ensuring all regulatory and required items are completed.
  • Send over new hire files to the Onboarding Specialist and assist with entering new employees into the Lawson system.
  • Compile and report MVR information and documentation while working in collaboration with the Compliance team.
  • Monitor and update fingerprint log and regulations supporting this task.
  • Utilizing the ATS to send all communications as well as final acceptance letters to candidates when they have cleared all their pre-hire requirements.
  • Onbase all new hire and transfer files and paperwork into the system.
  • Assist with New Colleague Orientation on virtual days and in person days.
  • Run new hire sheets from Access daily.
  • Onboards new residents and completes pre-hire requirements that the TA team assists with.
  • Onboards integrating colleagues.
  • Onboards students via student platform and ensures compliance and assists with access setup (badges, system login)
• Onboarding/Staffing
  • Serve as the primary point of contact for staffing agencies regarding onboarding needs.
  • Oversee the full onboarding process for temporary employees from offer acceptance to assignment start date.
  • Verify that contractors submit all required contractor documentation (background checks, identity verification, certifications, competencies, etc.) per company standards.
  • Tracks and maintains licensure records for external staff including RN, LPN, PT, OT, PTA, Pharmacist, Pharmacy techs, Dietician, Speech Pathologist (list may not be all inclusive).
  • Administratively facilitate the compliance data entry and accuracy of records in the HRIS software.
  • Assist with access setup (badges, system login, equipment requests).
  • Help ensure a smooth first-day transition for all temporary staff.
  • Recommend improvements to onboarding workflows, checklists, and communication templates.
  • Identify and resolve common onboarding challenges to increase efficiency and

consistency.

Department Responsibilities & Expectations

Standing                                               Occasional 10-33%

Walking                                                Occasional 10-33%

Sitting                                                   Continuous 66% of the day

Climbing                                               Occasional 10-33%

Stairs/Ladder                                        Occasional 10-33%

Bending/Stooping                                 Occasional 10-33%

Twisting/Turning                                   Frequent 34-65%

Kneeling/Squatting                               Occasional 10-33%

Crawling                                               Never

Pushing/Pulling 0-10 lbs                      Frequent 34-65%

Pushing/Pulling 10-20 lbs                    Frequent 34-65%

Pushing/Pulling 20-35 lbs                    Frequent 34-65%

Pushing/Pulling 35-50 lbs                    Occasional 10-33%

Pushing/Pulling 50-100 lbs                  Occasional 10-33%

Pushing/Pulling over 100 lbs               Occasional 10-33% Carrying 0-10 lbs                                  Continuous 66% of the day

Carrying 10-20 lbs                                Continuous 66% of the day

Carrying 20-35 lbs                                Frequent 34-65%

Carrying 35-50 lbs                                Occasional 10-33%

Carrying 50-100 lbs                              Occasional 10-33%

Carrying over 100 lbs                           Occasional 10-33% Grasping/repetitive sustained              Continuous 66% of the day Fine motor coordination                Continuous 66% of the day

Vision: Near/Far/Color                         Continuous 66% of the day

Hearing: ordinary                                 Continuous 66% of the day conversation/other

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, gender identity, sexual orientation or protected veteran status.

AultCare is an EEO/AA Employer M/F/Disability/Vet.

AultCare/AHS will provide reasonable accommodations to employees or applicants with disabilities, as defined by the Americans with Disabilities Act, who are otherwise qualified to safely perform the essential functions of the job, with or without accommodation, unless such accommodation would constitute an undue hardship on AultCare/AHS or poses a direct threat to the health and safety of the individual or others that cannot be sufficiently mitigated by reasonable accommodation. Any applicant or employee who requires an accommodation to perform the essential functions of his or her job or to enjoy equal benefits and privileges of employment should notify the Aultman Human Resource Department and request such an accommodation.