Employee Onboarding Specialist

Position Summary

Effectual is growing, and we want every new hire to feel supported from the moment they accept their offer through their first 90 days on the job. The Employee Onboarding Specialist is responsible for delivering a consistent onboarding experience. 

This is a hands-on coordination role. You will be responsible for running our onboarding program day-to-day — making sure new hires have what they need, tasks get completed on time, and nothing falls through the cracks. The program is built. Your job is to run it well, keep it consistent, and flag anything that isn’t working.

You will sit within the HR team and work closely with the HR Generalist, who serves as the program owner. This is a great opportunity for someone early in their HR career who wants to own a process, make a real impact on the employee experience, and grow within a fast-moving company.

A Glimpse into the Daily Routine of an Employee Onboarding Specialist

You start your morning by checking in on all active new hires — reviewing their Jira onboarding boards, sending any follow-up reminders, and flagging anything that is overdue. When a new hire is starting next week, you make sure IT has their equipment ready, they are enrolled in their Udemy learning path, and their buddy has been confirmed. You check in with a new hire hitting their 30-day milestone and log your notes. Before the day ends, you make sure everything that was supposed to happen today actually happened.

Essential Duties and Responsibilities

Pre-Boarding & New Hire Setup

• Serve as the primary point of contact for new hires from offer acceptance through Day 1
• Submit IT setup requests for each new hire and confirm equipment is ready at least one business day before their start date
• Create new hire records in ADP Workforce Now and enroll them in Udemy Business learning paths
• Set up each new hire’s Jira onboarding board using the appropriate department template
• Coordinate buddy assignments with hiring managers and confirm everything is in place before Day 1
• Send welcome emails with Day 1 logistics and first-week details

Orientation & Ongoing Support

• Conduct a Day 1 check-in with every new hire to confirm access is working and answer questions
• Monitor Jira onboarding boards daily and follow up on overdue or blocked tasks within 24 hours
• Track Udemy learning path completion and send reminders for overdue courses
• Coordinate 30, 60, and 90-day check-in conversations with new hires
• Send milestone reminders to hiring managers and escalate non-responses to the HR Generalist
• Flag any concerns, disengagement signals, or onboarding issues to the HR Generalist promptly

Tracking & Reporting

• Keep the New Hire Tracker updated for all active new hires — status, milestones, Jira links, and delivery-ready certification
• Maintain the Buddy Tracker and initiate spot bonus processing when the buddy program is completed
• Contribute onboarding data to the HR Generalist for quarterly reporting

Qualifications

Required

• 2–4 years of experience in HR coordination, onboarding, recruiting coordination, or a similar support role
• Strong organizational skills — you can manage multiple people and timelines at the same time without things slipping
• Clear, professional written and verbal communication — you will be the first HR voice every new employee hears
• Comfortable working fully remote and managing your own time and priorities
• Detail-oriented and process-driven — you notice when something is off and you follow up
• Willing to send reminders, follow up on missed deadlines, and escalate when needed

Nice-to-Have Skills and Experience

• Experience with ADP Workforce Now or a similar HRIS platform
• Experience supporting a recruiting or onboarding process using Greenhouse or a similar ATS
• Familiarity with Udemy Business, Jira, or similar tools
• Experience in a technology, consulting, or professional services environment
• Exposure to multi-state or distributed workforce environments
• AWS Cloud Practitioner certification or willingness to obtain within 90 days

Who You Are

• You genuinely care about the new hire experience and take pride in making people feel welcome
• You are a natural follow-through person — if you said you would do it, it gets done
• You flag problems early rather than waiting to be asked
• You like having a clear process and you execute it consistently
• You are energized by the operational side of HR — the details, the coordination, the consistency

Company Offered Benefits

Full-time employees are eligible to participate in our employee benefit programs:

• Medical, dental, and vision health insurance
• Short-term disability, long-term disability, and life insurance
• 401(k) with company match
• Paid time off (PTO) — 120 hours accrued over one year
• Paid time off for major holidays (14 days per year)
• Udemy Business access for professional development
• Fully remote work environment
• These and any other employee benefit offerings are subject to management’s discretion and may change at any time.

Physical Demands and Work Environment

The work is performed in a fully remote environment. Physical demands include sitting, keyboarding, verbal communication, and written communication. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

Salary Range for this position: $65,000 – $75,000 annually

“Salary ranges provided are for informational purposes only and may vary depending on factors such as experience, qualifications, and geographic location. The final salary offer will be determined based on the candidate’s skills and alignment with the role requirements.”

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended anytime at the sole discretion of the Employer. Duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship. Effectual Inc. is an EEO employer and does not discriminate on the basis of any protected classification in its hiring, promoting, or any other job-related opportunity.