On Boarding Specialist- Human Resources

On Boarding Specialist- Human Resources

Year: 12 months (or appropriate term)

Position Summary

The Onboarding Specialist is responsible for facilitating a smooth, efficient, and welcoming transition for new hires into the school district. This role serves as a key point of contact for incoming employees, coordinating pre-hire activities, assisting with new hire orientation, ensuring compliance with relevant state and district HR policies, and supporting managers and employees through the onboarding process.

Essential Duties and Responsibilities

Serve as the primary liaison to new employees from the point of hire through their initial integration period (e.g., first 90 days or one year).

Coordinate pre-hire processes: distribution of offer letters, background check / fingerprinting coordination, I-9 and employment eligibility verification, benefits enrollment packaging, review of credentials and certification as required for instructional and non-instructional staff.

Enter new hire information into HRIS/Applicant Tracking System, ensure accuracy of employee records, set up personnel files, and track key milestones (e.g., probationary period, certification deadlines).

Plan, schedule and facilitate new employee orientation(s) - including district-wide orientations and site-based onboarding sessions - in conjunction with HR, principals, and other departments.

Develop and maintain onboarding checklists, orientation materials, welcome packets, training schedules, and digital resources to support new staff success.

Collaborate with hiring managers, HR colleagues, payroll/benefits staff, IT, facilities, and other support functions to ensure new employees are equipped, certified, and ready to begin their roles (e.g., access to systems, ID badges, building access, email accounts, technology setup).

Monitor and follow up on new hire progress: check in with new employees during their first weeks/months, collect feedback, identify issues or barriers to successful onboarding, and escalate as needed.

Maintain onboarding metrics and data (e.g., time to full productivity, orientation attendance, clearance completion, retention rates) and provide periodic reports to HR leadership.

Ensure compliance with federal, state (including North Carolina Department of Public Instruction (NCDPI) regulations, local board policies, and district procedures related to employment, certification, new hire documentation, and retention.

Assist with continuous improvement of onboarding practices: propose enhancements, update procedures and materials, lead or participate in onboarding projects or initiatives.

Provide excellent customer service to internal stakeholders (new faculty/staff, principals, department heads) and external applicants, with strong communication, organization, and responsiveness.

Perform other duties as assigned by HR leadership. Knowledge, Skills and Abilities

Knowledge of human resources principles and practices, including recruitment, hiring, onboarding, HRIS systems, employment eligibility verification (I-9), and orientation practices.

Familiarity with K-12 education environment, teacher certification processes, school staffing, and district HR functions is highly desirable.

Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.

Excellent verbal and written communication skills; ability to present information clearly to individuals and groups.

Strong interpersonal skills, with ability to build relationships with new hires, managers, principals, HR colleagues, and other stakeholders.

High level of attention to detail and accuracy in maintaining records and entering data.

Ability to use HRIS/ATS, Microsoft Office (Word, Excel, PowerPoint), and other technology tools necessary for onboarding.

Ability to work independently as well as collaboratively, meet deadlines, and establish priorities.

Discretion and confidentiality in handling sensitive employee information. Minimum Qualifications

Associate's degree in Human Resources, Business Administration, Education, or related field. Bachelor's preferred.

Minimum of 1-3 years of experience in human resources, preferably in onboarding, recruitment, or employee relations (experience in a K-12 education setting is a plus).

Experience with HRIS or applicant tracking systems preferred. Preferred Qualifications

Bachelor's degree in Human Resources, Business Administration, Education, or related field.

Experience working in a school district or educational environment.

Experience leading orientation programs or onboarding initiatives.

Demonstrated ability to analyze onboarding metrics and propose improvements. Working Conditions & Physical Requirements

Regular office environment; occasional visits to school sites may be required.

Standard workdays (Monday-Friday) with potential for evening orientation sessions or events, especially at the beginning of the school year.

Ability to sit, stand, and write or type for extended periods of time; occasional lifting of materials or orientation supplies. Evaluation

Performance of this job will be evaluated annually in accordance with the district's personnel evaluation policy.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.