Jobs and Careers

HR Onboarding Specialist - Nashville TN

New York City, United StatesRemotefull_timeVerifiedPosted 4 Aug 2026

About the role

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

HR Onboarding

Job Summary:

The Onboarding Specialist serves as the primary point of contact for candidates throughout the pre-employment onboarding process, beginning when a candidate is placed into background screening and continuing through Day One orientation. This role also supports day-to-day operational activities and manages a high-volume workload that fluctuates seasonally.

Hours: Monday - Friday, 8:00am - 5:00pm CST

Preferred Skills & Experience

Demonstrated ability to effectively prioritize work, manage competing deadlines, and maintain accountability with minimal supervision.
Proven ability to work independently and make sound decisions in a fast-paced environment.
Willingness to proactively seek guidance or assistance when needed to ensure timely and accurate outcomes.
Excellent verbal and written communication skills, with experience interacting professionally with candidates, recruiters, hiring managers, and third-party vendors.
Strong interpersonal skills and emotional intelligence, with the ability to navigate sensitive conversations with empathy, professionalism, and discretion, including discussions related to background check results and start date delays.
Flexibility to work onsite as business needs require.
Ability to maintain a private, secure home workspace to protect confidential candidate and employee information.
Demonstrated commitment to maintaining focus and productivity while working remotely, with minimal distractions during scheduled work hours.
Strong technical proficiency, including the use of keyboard shortcuts and other tools to improve efficiency and productivity.
Advanced Microsoft Excel skills
High level of attention to detail and commitment to accuracy when managing sensitive onboarding and compliance-related processes.
Ability to successfully manage high-volume workloads while maintaining exceptional customer service and operational accuracy.

KEY RESPONSIBILITIES

Receives and addresses inquiries from telephone, on-line, and on-site customers. Provides legally sound and accurate employment information to internal and external customers.
Performs and reviews pre-employment checks including references, licensure, criminal background and/or education verifications.
Responds to all questions/concerns from new hires, provides detail on orientation logistics, addresses barriers to avoid delays in start dates.
Maintains ongoing, positive collaboration with others in recruitment, payroll, hiring leaders, and HR partners to create lean, effective processes that minimize hand offs, delays, and errors.
Collects and processes new team members hire documentation prior to start date or within three days of start. Assists in ensuring government-mandated documents are complete according to the law (1-9 /E-verify, etc.).
Communicates with hiring leaders and recruiters about start dates, delays, and issues related to the new hire.
Finalizes Workday hire process, sending confirmation emails with orientation information, and completing related system data entry. Provides additional follow up with new team members as needed.
Communicates with new hires regarding onboarding process.
Reviewing criminal background checks, coordinating and reviewing completion of pre-employment requirements.

TECHNICAL CAPABILITIES

Time Management (Intermediate): Planning and exercising conscious control over the amount of time spent on specific activities.
Communication (Intermediate): Clearly, effectively and respectfully communicates to employees or customers.
Customer Service (Intermediate): A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs.
Human Resources (Novice): Knowledg