People Operations Specialist/Onboarding Coordinator at Odyssey House Inc.

Salt Lake City, Utah, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Apr, 26

Salary

21.63

Posted On

24 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Onboarding, HR Coordination, Data Entry, Compliance, Communication, Organizational Skills, Attention to Detail, HRIS, Background Checks, Employee Lifecycle, Documentation, Training, Collaboration, Problem Solving, Customer Service, Multi-tasking

Industry

Mental Health Care

Description

Description Summary: Odyssey House's Mission is "Empowering people to heal and build better lives." We are dedicated to helping individuals and families reclaim their lives through effective substance abuse treatment, prevention, and mental health services. Our programs address education, job skills, healthcare, sober housing, behavioral management, and aftercare support to ensure lifelong success. We are proud to be the largest treatment provider in Utah, with the most innovative programs available. ‘We Are Recovery,’ and we mean it with all our hearts. Job Location: Salt Lake City Pay: $21.63/Hour Schedule: Hours will be Monday - Friday, 8:30am - 5:00 pm Full-Time Benefits Include: $9,000/year tuition eligibility Paid continuing education/training opportunities Monthly incentives and awards Casual dress and atmosphere Health insurance: medical, dental, vision, FSA, long & short-term disability Competitive 403b Match after 1 year Accrue up to 34 paid days off annually Wellness perk: convert ½ of unused sick time to vacation at year-end Sabbatical program after 5 years of service (we pay you to take a vacation!) On-demand pay – access earned wages early (conditions apply) Extra time off & gift packages for employees after 90 days 24/7 Employee Assistance Program (EAP) for mental health and more Position Summary The Onboarding Specialist / HR Coordinator executes core components of the employee lifecycle with a primary focus on onboarding and employee data accuracy. Reporting to the HR Operations Manager, this role is responsible for coordinating the new hire experience—from offer acceptance through the first weeks of employment—while ensuring compliance, documentation accuracy, and seamless execution of HR processes. This role supports Strategic People Partner's (SPP), COEs, Payroll, and hiring leaders by completing high-quality employee transactions, maintaining organized records, and delivering an onboarding experience that reinforces trust and organizational culture. Key Responsibilities Onboarding & Employee Lifecycle Coordination Coordinate pre-boarding and onboarding logistics for all new hires, including system setup, documentation completion, background checks, required trainings, credentialing, and first-week schedules. Draft and prepare offer letters in partnership with Talent Acquisition and SPPs, ensuring accurate compensation placement, job details, start dates, and required contingency language. Modify standard offer templates based on job type, work location, hiring bonus/retention language, credentialing requirements, and regulatory obligations; route for SPP or CPO approval where required. Issue offer letters to candidates, track acceptance/return, and initiate onboarding workflows once accepted. Ensure all new hire data is complete, accurate, and entered into HRIS and downstream systems in alignment with workflow and security protocols. Facilitate onboarding orientations or onboarding touchpoints as assigned to reinforce cultural expectations, compliance requirements, and People resources. Ensure completion of screening for tuberculosis and coordinate further testing with medical staff, including scheduling appointments, tracking progress, and escalating if positive test results occur. Data Entry, Transactions & Documentation Validate onboarding data handoffs to Payroll, Benefits, IT, L&D, and hiring leaders to ensure readiness for Day One. Compliance & Background Processes Coordinate required screenings, credentialing elements, and compliance-driven documentation in partnership with vendors or internal teams. Track and follow up on outstanding onboarding requirements (licenses, certifications, I-9 documentation, training completion, credentialing, etc.). Support audits of personnel files, onboarding documentation, and employment eligibility requirements to maintain regulatory readiness. HRIS & Workflow Support Maintain onboarding task lists and workflows in the HRIS; request updates or improvements to reduce manual work and ensure a consistent onboarding experience. Serve as a point of contact for onboarding system questions from new hires and hiring leaders. Employee & Leader Experience Provide timely, clear communication to new hires and hiring leaders regarding onboarding status, documentation requirements, and first-day expectations. Partner with SPPs to coordinate onboarding for leadership hires or complex placements. Create a welcoming experience that reinforces organizational values and supports long-term retention. Cross-Functional Collaboration Partner with Talent Acquisition to ensure smooth handoff from candidate selection to generating offer letters and onboarding workflows; clarify missing details or discrepancies before issuing letters. Coordinate closely with Payroll to validate compensation details, wage rates, stipends, sign-on bonuses, and benefit eligibility reflected in offer letters and onboarding documentation. Partner with SPPs to ensure offer letters reflect organizational standards, compensation philosophy, and internal equity considerations prior to release. Coordinate with COEs when offer letters require non-standard program language (e.g., retention bonuses, loan repayment programs, training agreements, relocation terms). Collaborate with IT/Facilities to ensure access and readiness upon acceptance and prior to start date. Escalate systemic inconsistencies or recurring offer-letter discrepancies to the HR Operations Manager for template corrections or workflow improvements. Support Compliance Manager in personnel file audits Continuous Improvement Identify opportunities to improve onboarding efficiency, data quality, and consistency across business units. Maintain onboarding resources, templates, communications, and knowledge base documentation. Support People Operations projects (audits, system updates, policy revisions, workflow redesign). Requirements Required Qualifications High school diploma required; Associate’s or Bachelor’s degree preferred in Human Resources, Business Administration, Communications, or related field. 2–3 years of experience in HR coordination, onboarding, shared services, or administrative support, preferably in a multi-site or fast-paced environment. Experience using HRIS platforms and/or applicant tracking systems; ability to navigate and learn new systems quickly. Working knowledge of basic employment law and HR compliance requirements. Strong organizational, communication, and follow-up skills with proven attention to detail. Ability to manage multiple concurrent onboarding requests and deadlines while maintaining confidentiality. Familiarity with HRIS systems such as Paylocity, Workday, BambooHR, ADP, or UKG. Preferred Qualifications Experience in nonprofit healthcare, behavioral health, or regulated environments. Experience coordinating background checks, credentialing, or onboarding-related compliance tasks. Progress toward HR certification (SHRM-CP, PHR, or related) or interest in professional development within People Operations. Employment offers are contingent upon successful completion of required pre-employment screenings, which may include background checks, fingerprinting, applicable sex offender registry screenings for Adult Residential roles, and other position-related verifications. Roles requiring driving are subject to a Motor Vehicle Record (MVR) review and valid Utah driver’s license. All employees of Odyssey House are required to adhere to: Odyssey House mission, philosophy, and scope of service; Division of Human Services Code of Conduct and all other relevant service contract requirement standards; ensuring a safe environment for all clients and staff; providing exemplary customer service to both internal and external customers; fostering a positive work environment; ensuring high-quality client care within the scope of the assigned position. Each employee is expected to clearly understand roles and responsibilities regarding the following: Specific job positions, time management, personnel file requirements, client record system, incident reporting, mandatory training requirements, maintaining proper client boundaries, and individual rights of clients and staff. Physical Demands of the Job: Ability to lift up to 15 lbs., drive (or adequate alternate transportation), sit for prolonged periods, and perform light to moderate physical activity at times. EEOC Statement: Odyssey House is an equal-opportunity employer. All aspects of employment, including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. #ZR

Responsibilities

The Onboarding Specialist/HR Coordinator is responsible for coordinating the new hire experience and ensuring compliance and documentation accuracy. This includes managing onboarding logistics, facilitating orientations, and maintaining organized records.