Under general supervision, the Onboarding Human Resources Specialist reports to the Senior Director of Human Resources & Finance and plays a critical role in advancing the Division of Development’s strategic goals by delivering a consistent, supportive, and engaging onboarding experience for new employees. This position is responsible for designing, coordinating, and maintaining a comprehensive onboarding program that equips new hires with the tools, resources, and guidance necessary for a successful transition into their roles and to promote long-term growth and retention within the division. Serving as the primary point of contact and concierge for newly hired staff, the Onboarding Specialist manages both pre- and post-hire onboarding activities, ensuring a seamless and welcoming experience from offer acceptance through full integration into the organization. In close collaboration with hiring managers, division supervisors, and Human Resources team members, this role facilitates timely onboarding activities, tracks progress, and ensures employees achieve a quick and effective start. The Onboarding Specialist also supports divisional operations by coordinating employee personnel changes, ensuring accurate and timely updates within HR and financial systems, and assisting the Senior Director with financial processes and transactional accuracy. Additionally, this position assists in the coordination of the Employee Performance Management System (EPMS) process for assigned programs, tracking employee review timelines and submissions. As a member of the University Development team, the Onboarding Specialist operates within established departmental systems and procedures to ensure consistent, efficient, and well-coordinated services across the division. Job Related Minimum Required Education and Experience Requires a bachelor’s degree in a job related field and 2 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and/or experience. Required Certification, Licensure/ Other Credentials Preferred Qualifications Bachelor’s degree and 2 or more years of related experience in human resources or onboarding programs. Must have above average skills with Microsoft Professional Package, i.e. Word, Excel, PowerPoint, and Outlook. Familiarity with or ability to learn USC policies, procedures, and systems. Knowledge/ Skills/ Abilities Skills, Knowledge, and Expertise Knowledge of human resources principles and employee onboarding and offboarding practices, with a focus on employee engagement and retention Experience using HR systems such as People. Admin, PeopleSoft, or similar applicant tracking and HRIS platforms Strong organizational skills with the ability to manage multiple priorities, timelines, and detailed processes Excellent written and verbal communication skills, with a customer-service approach and the ability to interact professionally with employees at all levels Ability to collaborate effectively with hiring managers, supervisors, HR partners, and senior leadership Working knowledge of employee performance management processes and review cycles Attention to detail and ability to maintain accurate records and confidential personnel information Proficiency with Microsoft Office tools (Outlook, Word, Excel, Teams) and ability to learn new systems quickly Professional judgment, discretion, and commitment to confidentiality Must have the ability to think analytically and maintain complex filing systems. Willingness to participate in ongoing training and professional development Ability to establish and maintain effective working relationships throughout the university. Must be able to exercise diplomacy and tact in interactions with others. Job Duties Job Duty 1. Onboarding and Offboarding Program Coordination:Designs, implements, and continuously updates a comprehensive onboarding and offboarding program for Division of Development employees. Serves as a concierge and primary point of contact for new hires, ensuring a smooth and welcoming transition through pre-hire and post-hire stages. Coordinates and facilitates orientations, introductory meetings, and collaborative connections within the colleges, schools, and partner units. Acts as a liaison to address employee onboarding inquiries, providing guidance and resources to ensure a positive and engaging experience. Develops and maintains effective offboarding processes for employee transfers and separations. Provides consultative support to hiring managers throughout the onboarding lifecycle. Creates and administers structured 30/60/90-day check-in surveys for new hires and hiring managers to support engagement, performance alignment, and retention. Essential Function Yes Percentage of Time 30% Job Duty 2. Human Resources Systems, Staffing, and Personnel Actions:Initiates and processes human resources actions using People. Admin and PeopleSoft systems. Collaborates with the HR Service Team and Class & Compensation to update and align position descriptions with role-specific requirements. Initiates pay actions, staffing changes, and employee updates as needed. Initiates I-9 employment eligibility verification and tracks pre-hire requirements for newly hired employees. Provides timely updates to senior budget analysis regarding HR actions to support fiscal alignment and planning. Maintains accurate and compliant position and employee personnel files in accordance with audit and records retention requirements. Initiates hire actions for hourly student employees, temporary staff, and affiliates as required. Essential Function Yes Percentage of Time 25% Job Duty 3. Employee Performance Management System (EPMS) Coordination:Assists with tracking and monitoring the Division’s EPMS review process, including probationary review timelines and the Division’s universal annual review cycle. Reviews updates to institutional EPMS procedures and supports implementation of required changes. Assists in coordinating and delivering annual EPMS training and procedural updates for supervisors prior to the Division’s universal review date, promoting compliance, consistency, and effective performance management practices. Essential Function Yes Percentage of Time 20% Job Duty 4. Administrative and Financial Support:Provides comprehensive administrative and operational support to the Senior Director. Prepares and distributes electronic correspondence, communications, and memoranda to new employees, existing staff, and business partners. Processes travel reimbursements, check requests, and other financial transactions in alignment with University and Division policies. Assists with tracking purchasing activities and processing invoices as requested. Schedules and coordinates meetings using Microsoft Teams or in person, prepares agendas as appropriate, and supports meeting logistics. Coordinates ordering of nameplates, business cards, and workplace aesthetics as needed. Maintains personnel and administrative files with accuracy and confidentiality. Essential Function Yes Percentage of Time 15% Job Duty 6. Other Job Duties as Assigned: Performs other related duties as assigned in support of the Division’s human resources and operational objectives. Essential Function No Percentage of Time 5% Job Duty 5. Employee Support, Systems Assistance, and Professional Development 5%Supports employees and supervisors with PeopleSoft, Employee Self-Service, Time and Absence, and other applicable systems. Serves as a resource for basic system navigation and process questions to enhance efficiency and user confidence. Participates in required workshops, staff meetings, and professional development opportunities to maintain current knowledge of HR practices, systems, and policies. Essential Function Yes Percentage of Time 5% Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR 1.95 Drug and Alcohol Testing. Safety Sensitive or Security Sensitive No Hazardous weather category Non-Essential Posting Detail Information Number of Vacancies 1 Desired Start Date 06/01/2026 Job Open Date 05/01/2026 Job Close Date 05/08/2026 Open Until Filled No