Specialist, Onboarding & Compliance - Hybrid Work Schedule

Mary Washington Healthcare - Fredericksburg, VA

Full-time

Fredericksburg, VA

Hospitals

About the position

The Onboarding and Compliance Specialist plays a crucial role within the HR Operations team at Mary Washington Healthcare (MWHC). This position is dedicated to ensuring that both new and existing team members receive exceptional service and support throughout their onboarding experience. The specialist is responsible for maintaining compliance with federal, state, agency, and organizational job requirements, thereby mitigating risk associated with employment processes. In this role, the specialist will conduct and maintain an ongoing process of collecting and validating employment and job requirements for MWHC Associates. This includes verifying certifications, licensure, registrations, and educational qualifications. The specialist will facilitate the onboarding and intake processes for all new hires and transfers, ensuring that each experience is outstanding and meets all compliance and regulatory requirements. Additionally, the Onboarding and Compliance Specialist will maintain the integrity of Associate records and HR systems, which encompasses clinical licensure, certifications, education, personnel records, and background checks. Monitoring compliance regulations is a key responsibility, which may involve working with accreditation agencies such as TJC, CAP, and CMS, as well as adhering to I-9 and immigration regulations, and other federal, state, and local requirements. The specialist will initiate and complete reviews of all new hire and transfer transactions to ensure compliance standards are met and will perform periodic audits to ensure that all required documentation is collected and maintained. The specialist will also provide onboarding and compliance guidance, respond to routine HR-related inquiries, and make judgment decisions regarding escalations to ensure resolutions are reached or action items are distributed to the appropriate HR team members or Centers of Expertise (COE). Maintaining a knowledge base and self-service resources related to onboarding and compliance in partnership with HR centers of expertise is also part of the role. The specialist will assist HR leadership with various assigned tasks, special projects, and HR-sponsored activities, while also performing administrative and office-related duties as assigned.

Responsibilities

• Conduct and maintain ongoing processes of collecting and validating employment and job requirements for MWHC Associates.
• Facilitate the onboarding and intake processes for all new hires and transfers, ensuring an outstanding experience that meets compliance and regulatory requirements.
• Maintain the integrity of Associate records and HR systems related to job requirements and personnel documents.
• Monitor compliance regulations, including accreditation agencies, I-9 and immigration, and federal, state, and local requirements.
• Initiate and complete reviews of all new hire and transfer Associate transactions to ensure compliance standards are met.
• Perform periodic audits to ensure that all required documentation is collected and maintained.
• Provide onboarding and compliance guidance and respond to routine HR-related questions.
• Make escalation judgment decisions to provide resolution or distribute action items to appropriate HR team members or COE.
• Maintain onboarding and compliance knowledge base and self-service resources in partnership with HR centers of expertise.
• Assist HR leadership with various assigned tasks, special projects, and HR-sponsored activities.
• Perform administrative, office-related, and other duties as assigned.

Requirements

• High School diploma or equivalent required.
• Two years of HR or office experience required.
• Computer and software proficiency including at least intermediate level experience with Microsoft 365 applications.
• Ability to communicate within all levels of the organization required.
• Ability to manage multiple tasks and complex projects in a fast-paced environment required.
• Ability to work independently and cooperatively/collaboratively as part of a team.

Nice-to-haves

• Bachelor's degree preferred.
• Experience working in a health care setting and with Joint Commission requirements preferred.
• Familiarity with Workday and OnBase preferred.
• Experience within a shared services model preferred.

Benefits

• Great Place to Work-Certified™ company culture.
• Respectful and understanding work environment.
• Focus on safety for both patients and Associates.