Onboarding Specialist - On-Site - Oklahoma City

Under limited supervision, the Onboarding Specialist owns and continuously improves key onboarding processes that enable a compliant, consistent, and high-quality experience for new hires, transfers, students, and contingent workers. The role interprets policy, applies federal/state requirements to real world scenarios, advises leaders on onboarding decisions, and exercises independent judgment to resolve complex preboarding and eligibility issues. The Specialist partners cross functionally across Talent Acquisition, HRIS, and Talent Development to design and enforce standards, ensure data integrity, mitigate risk, and drive an elevated onboarding experience aligned to OU Health's "Rise" model.

Essential Responsibilities:

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities, with or without an accommodation, may result in disqualification from the position.

• Owns assigned onboarding workflows (e.g., I 9/E Verify, license/credential validation, background and occupational health clearance); interprets regulations and internal policy to ensure compliant implementation.

• Drafts and maintains process documentation, SOPs, templates, and knowledge articles; recommends policy adjustments based on regulatory changes and operational risk.

• Works as a cross-functional liaison between Talent Acquisition and Talent Development and Organizational Effectiveness to provide elevated service from the time an offer is accepted.

• Conducts periodic self-audits of onboarding documentation, I 9s, and HRIS data; identifies gaps and executes corrective actions.

• Exercises independent judgment to resolve onboarding discrepancies (e.g., name/legal document mismatches, work authorization timing, contingent to employee transitions, licensure delays).

• Evaluates requests within established parameters; escalates only when precedent or policy does not address the scenario and proposes a recommended path.

• Advises hiring leaders, Talent Acquisition, and HR partners on onboarding standards, sequencing, and compliance implications.

• Partners with Talent Development & Organizational Effectiveness to align onboarding content with cultural, engagement, and readiness objectives.

• Ensures accuracy and integrity of onboarding data in human capital management systems; monitors integration dependencies and downstream impact on pay, benefits, provisioning, and reporting.

• Collaborates with HRIS to test changes impacting onboarding and provides user feedback.

• Contributes to the design and delivery of leader trainings and onboarding resources.

• Uses onboarding metrics/KPIs (cycle times, error rates, trends, experience scores) to recommend and implement improvements that reduce risk and improve experience.

• Designs candidate communication journeys and touchpoints to provide a high touch onboarding experience that reflects OU Health's employer brand.

General Responsibilities:

• Performs other duties as assigned.

Minimum Qualifications:

Education: Bachelor's degree in Human Resources, Organizational Development, Business Administration, or a related field required.

Experience: At least 3 years of experience in Human Resources or a related field with a strong focus on customer service, onboarding, preboarding and/or HR Generalist duties, is required.

License(s)/Certification(s)/Registration(s) Required:

SHRM-CP, SHRM-SCP, PHR, or SPHR certification at the time of hire or attainment within 12 months of hire.

Knowledge, Skills and Abilities:

• Working knowledge of federal and state employment laws relevant to onboarding, work authorization, and employment eligibility.

• Understanding of compliance requirements related to I9/EVerify, credential validation, background checks, and occupational health processes.

• Working knowledge of human capital management systems (Workday preferred) and data integrity practices.

• Familiarity with audit principles and documentation standards to maintain accurate onboarding records and self-audits.

• Strong attention to detail with the ability to perform accurate and efficient data entry.

• Effective problemsolving skills in resolving routine onboarding discrepancies.

• Clear and professional verbal and written communication skills for advising hiring leaders and HR partners.

• Ability to create and update SOPs, templates, and knowledge articles.

• Ability to interpret onboarding metrics/KPIs and identify process improvement opportunities.

• Ability to interpret policy and regulatory requirements for routine onboarding scenarios.

• Ability to manage multiple tasks and priorities in a fastpaced environment.

• Ability to maintain confidentiality of sensitive employee information.

• Ability to work crossfunctionally with Talent Acquisition, HRIS, and Talent Development teams.

• Ability to participate in system testing and provide constructive user feedback.