Preboarding Specialist Tufts Medicine

About Tufts Medicine:

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. The health system is the principal teaching affiliate for Tufts University School of Medicine. The strong relationship between Tufts Medicine and Tufts University School of Medicine is evident in our governance, academic and research structure. Tufts Medicine is comprised of the following clinical entities:

·       Tufts Medicine Professional Group (TMPG)

·       Tufts Medicine Integrated Network (TMIN)

·       Tufts Medical Center

·       Lowell General Hospital

·       MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford

·       Tufts Care at Home

Hours:40 hours Monday - Friday 8 am - 4:30 pm EST

Location: Remote with occasional onsite travel within Massachusetts

Job Overview

The Preboarding Specialist will be responsible for managing all preboarding activities, ensuring new hires have a positive and seamless experience as they transition into the organization. This role involves coordinating background checks, paperwork, and communication to prepare new employees for success before their first day. The ideal candidate is detail-oriented, highly organized, and skilled at providing exceptional customer service.

Job Description

Minimum Qualifications:
1. Bachelor's degree in Human Resources, Business Administration, or a related field OR;
Associate’s degree in Human Resources, Business Administration, or a related field AND Two (2) years of Human Resources or relevant business experience with at least one (1) year of preboarding/onboarding experience in a fast-paced, high-volume hiring environment OR;
High School Diploma or equivalent AND Four (4) years of Human Resources or relevant business experience with at least one (1) year of preboarding/onboarding experience in a fast-paced, high-volume hiring environment.

Preferred Qualifications:
1. Experience with Workday.
2. Demonstrated knowledge of employment laws and regulations, especially related to pre-employment screening and document management. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned.

1. Coordinates the preboarding process for all new hires, ensuring they receive necessary documents and information before their start date.

2. Works closely with the recruitment team, HR compliance, IT, and other departments to ensure that all preboarding steps (e.g., background checks, I-9 verification, etc.) are completed.

3. Serves as the primary point of contact for new hires between offer acceptance and their first day.

4. Provides timely and accurate responses to inquiries from new hires regarding onboarding schedules, required documentation, and company policies.

5. Ensures all necessary pre-employment documents are completed and submitted by new hires, including   I-9, certifications/licenses, education documentation, background check and other items as required by position. Maintain compliance with company policies and local employment laws during the preboarding process   in alignment with the escalation decision tree.

6. Assists in New Employee Orientation (NEO) as needed.  

7. Fosters a positive and welcoming experience for new hires, enhancing the company’s employer brand by delivering a professional and supportive preboarding experience.

8. Maintains accurate records of all preboarding activities and report on the status of each new hire’s progress.

9. Uses HR systems to track progress and follow up on any outstanding items to ensure preboarding tasks are completed efficiently.

10. Provides regular updates to HR and hiring managers on the status of preboarding and flag any potential issues. 

Physical Requirements:

1. Work environment: professional office environment with typical office requirements such as computers, phones, photocopiers, filing cabinets, etc.

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such a