Description

Position Overview

The Onboarding Specialist plays a pivotal role in facilitating the seamless integration of new employees into the University of Kansas. This individual is responsible for working with a team to design, implement, and manage comprehensive onboarding programs that align with the university's goals, values, and culture. The Onboarding Specialist ensures that new hires receive the necessary support, resources, and information to transition smoothly into their roles, fostering engagement, productivity, and retention from day one.

Job Description

45% - Onboarding Engagement & Customer Service

• Develops and continuously improves onboarding activities/programs tailored to various job roles, departments, and levels within the organization.
• Ensures that all hire actions sent through the KU Onboarding System are worked, following up and assisting the candidate through the required online forms, activities, and compliance activities.
• Serves as brand ambassador for KU, reflecting the importance and quality of care for each new hire. Provides assistance and expertise to employees with the process and programs that are offered.
• Collaborates with HR, supervisors, unit leadership or HR Partner, and other stakeholders to coordinate onboarding activities and integrate new hires into teams effectively.
• Completes all I-9 and E-Verify activities for new hires, recertifications, and existing employees as needed.
• Coordinates with the employment and appointment team regarding changes or alternations needed related to the offer letter or hire.
• Tracks new hire compliance activities, answering questions to promote engagement with the process.
• Completes Onboarding Appointment Summary for review and upload by the Appointment team into HR/Pay.
• Answers any tier 1 level support questions. Coordinates with units, supervisors, HR Partners, Appointments, Payroll as needed. Provides back-up support on an as needed basis for the Employee Support team.
• Completes employment verification requests as needed.

20% - Communication and Connections

• Works to create and curate onboarding materials, including welcome kits, training activities, or other digital resources to make the new hire experience welcoming and inviting.
• Works with university internal and external stakeholders to develop, conduct, or participate in informative orientation sessions for new hires, covering company policies, procedures, value, culture, etc.
• Connects new faculty hires with the Dual Career and Relocation Program Manager as appropriate, sharing service values.
• Works with HR Partners, Chairs, and Supervisors to transition new hire to unit onboarding activities.
• Gathers feedback from new hires and stakeholders to evaluate the effectiveness of onboarding programs and identify areas for improvement.

15% - Employee Support

• Provides tier 1 support in answering and responding to walk in traffic and phone calls. Escalates issues to specialized areas as needed. Follows up on escalated tickets as directed.
• Responds promptly and effectively to inquiries via multiple channels (phone, email, chat) providing accurate information, troubleshooting issues, and escalating complex matters as needed to ensure timely resolution.
• Provides guidance and clarification on HR policies, procedures, and compliance requirements, ensuring employees and supervisors understand and adhere to established guidelines.

15% - Technology and Continued Improvement

• Utilizes onboarding software and digital platforms to streamline administrative tasks, track progress, and enhance the onboarding experience.
• Participates in system upgrades, testing, implementation, and related communication activities.
• Stays informed about industry best practices, emerging trends, and innovative onboarding techniques to enhance the effectiveness and efficiency of onboarding programs.

5% - Other Duties as Assigned

• Actively participates in professional development activities to promote learning and growth.

Position Requirements

The Onboarding Specialist is a hybrid position. On-campus work assignment will be dependent on training and team scheduling needs.

Required Qualifications

1. Bachelor's degree OR a high school diploma/ GED equivalency and two (2) years of related professional work experience.
2. Excellent communication and interpersonal skills as demonstrated by application materials.
3. High attention to detail, organizational skills, and experience managing multiple priorities simultaneously as demonstrated by application materials.
4. Experience working collaboratively and building relationships with others as demonstrated by application materials.

Additional Candidate Instruction

A complete online application consists of:

• Resume/CV
• Cover letter describing how the required and preferred qualifications are met.
• 3 professional references

Only complete applications will be considered.

Application review begins Thursday, January 15th, 2026, and will continue until a qualified pool of applicants is identified.

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and procedures and is the Title IX Coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.