Clinical Education Onboarding Specialist

Clinical Education Onboarding Specialist Summary The Clinical Education Onboarding Specialist coordinates end-to-end onboarding for residency and clinical rotational programs, managing workflows, scheduling, credentialing, compliance, and orientation logistics. Serves as a primary operational liaison for stakeholders, students, and program leadership while ensuring timely completion of onboarding requirements across multiple systems and adherence to organizational and academic standards. Essential Job Responsibilities Onboarding Compliance & Customer Experience (50%) Coordinates onboarding for all residency and rotational programs including workflows, communication, scheduling, compliance, credentialing, training, orientation logistics, etc. Prioritize and coordinate multiple workflows simultaneously, ensuring timely completion of deadlines and deliverables in a complex healthcare environment. Serve as a primary operational point of contact for internal stakeholders, students, and academic/program leadership regarding program requirements, schedules, and processes. Execute and track onboarding requirements across multiple systems, ensuring accuracy and compliance with organizational and academic standards. Support day-one onboarding and ongoing coordination throughout the student experience, including issue resolution and stakeholder communication. Advise program leadership on documentation standards, timelines, and operational compliance requirements. Provide clear guidance to candidates, employees, and students regarding onboarding steps, requirements, and expectations. Clinical Student & Academic Partnership Support (30%) Coordinate onboarding processes for clinical students, ensuring compliance with organizational, regulatory, and academic partner requirements. Distribute recruitment and onboarding information to colleges, universities, and training programs as appropriate. Maintain documentation and onboarding records related to student placements in accordance with policy and compliance standards. Recruitment Support (10%) Assist Talent Acquisition team throughout the recruitment lifecycle, including: Conducting initial candidate outreach and screening calls. Scheduling interviews and coordinating preemployment onboarding steps. Screening candidates to assess interests, skills, and alignment. Coordinating references, assessments, and testing in partnership with hiring managers. Conduct daily review of new applicants under the direction of the Talent Acquisition Specialist. Create and post job requisitions in the talent acquisition system; maintain accuracy of postings across platforms. Support equitable and compliant recruitment practices, including antidiscrimination recruitment efforts Administrative, Reporting & Systems Support (5%) Maintain and update approved recruitment and onboarding files, manuals, and documentation. Monitor and maintain social media postings related to employment and recruitment activities. Coordinate and/or attend job fairs, conferences, and recruitment events; ensure materials are prepared, shipped, and available as needed. Coordinate team purchases for office supplies, onboarding materials, and recruitment giveaways. Provide administrative support to the Talent Acquisition team, including answering phones, screening calls, routing inquiries, and initiating appropriate follow-up. Prepare the monthly recruitment dashboard report In coordination with the HR team, assist in the coordination of meetings, and other training sessions – send invitations to staff, coordinate food and meeting rooms for sessions, etc. HR Collaboration & Liaison Responsibilities (5%) Serves as a central connector for the HR department, acting as the first point of contact for employees, applicants, leaders, and partners. Own the intake, triage, and routing of HR inquiries with accuracy, urgency, and professionalism. Takes full ownership of core responsibilities within the assigned HR functional area—Talent Acquisition, Total Rewards, Employee Relations, or Recognition—while maintaining a working knowledge of cross functional processes to ensure seamless support across HR. Manages customer facing operations including phone lines, visitor support, request routing, and providing consistent, clear information to internal and external stakeholders. Maintains accurate and compliant HR documentation, including employee files, certifications, licensure tracking, and other required records that support HR compliance. Handles essential administrative workflows such as filing, mail processing, data entry, audit preparation, and updating internal systems. Acts as a knowledgeable triage partner for HR policies, benefits, compensation/payroll questions, and general employee inquiries—directing issues to the appropriate functional partners while ensuring timely closure. Collaborates actively within the HR Coordinator Pod, sharing best practices, standardizing processes, and supporting coverage needs to ensure the HR department operates as a unified, high service team. Provides dependable project support including research, data gathering, surveys, and coordination for initiatives related to engagement, retention, benefits, compensation, performance management, and recognition. Serves as a functional system administrator for assigned platforms or workflows—ensuring accuracy, system integrity, and smooth coordination with internal teams, leadership, and external vendors. Completes other duties as assigned. We'll embrace all people by: o Treating everyone with dignity and respect. o Opening more doors to opportunity for others to succeed. o Growing talent and people. o Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status. o Taking action against discrimination. o Honoring our differences and how we collaborate. o Educating staff, patients and the communities we care for. o Restoring hope and freedom, together. Customer Service Responsibilities Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information. Responsibilities in Quality Improvement Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service. Essential Job Qualifications Associate's degree in Human Resources, Business Administration, or a related field is required. At least 5 years of experience in human resources, office administration, or related work environment. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to learn new HR systems and platforms. Ability to maintain the highest level of confidentiality regarding employee information and sensitive HR matters in compliance with organizational policies and legal standards. Strong verbal and written communication skills with the ability to interact professionally at all levels of the organization. Demonstrated ability to multitask, prioritize work, and manage time effectively in a fast‑paced environment. High service orientation with a strong sense of urgency and follow‑through. Flexibility, adaptability, and openness to changing priorities and new processes. Proven ability to build and maintain positive, professional working relationships. Strong analytical, problem‑solving, and organizational skills. Demonstrated commitment to the organization's mission, values, and culture, with a proactive, "whatever‑it‑takes" approach. Reliable, motivated, team‑oriented, and comfortable working both independently and collaboratively. Preferred Job Qualifications Previous experience in a healthcare setting is a plus Bachelor's degree is preferred. Physical Requirements for Essential Job Qualification Levels: None (No specific requirements) Occasionally (Less than 1/3) Frequently (1/3 to 2/3) Majority (More than 2/3) Remain in a stationary position: Majority Traverse or move around work location: None Use keyboard: Frequently Operate or use department specific equipment: None Ascend/Descend equipment or ladder: None Position self to accomplish the Essential Functions of the role: None Receive and communicate information and ideas for understanding: Frequently Transport, position, and/or exert force: Up to 10 pounds: Occasionally Up to 25 pounds: None Up to 50 pounds: None Up to 75 pounds: None More than 100 pounds: None Other weight: Up to___ pounds _____ Other: _____ Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at recruitment@maryfreebed.com. Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic At Mary Free Bed, we work towards putting everybody in motion. Fueled by our passion for innovative, integrated rehabilitation care, our teams work together to elevate everyone's potential. Whether you're here to ensure a safe environment at our hospitals, provide clinical care or help our patients navigate their next appointment, we're united by the same mission: to restore hope and freedom through rehabilitation. Everyone plays an integral role in defining a better future for ourselves, our patients, and our communities. You included.