Onboarding Specialist: Job Description, Salary, & How To Become One
“It’s a crucial part of the total employee experience and can boost employee retention, satisfaction, and productivity.” That’s how Chloë de Jonge, from the AIHR People Team, describes the Onboarding Specialist role. Sound like your ideal next career move?
$43,921 – $63,815 — that’s the average salary range for Onboarding Specialists in the U.S. With over five million new hires joining companies across the country, it’s no surprise that companies need an Onboarding Specialist to help provide a smooth transition.
This comprehensive guide covers everything you need to know to become an Onboarding Specialist. Learn how to start and excel in this rewarding profession that sets new hires up for success.
Contents
What is an Onboarding Specialist?
Onboarding Specialist career path
How much does an Onboarding Specialist make?
Onboarding Specialist job description
How to pursue a career as an Onboarding Specialist
5 steps to become an Onboarding Specialist
What is an Onboarding Specialist?
An Onboarding Specialist (also called an HR Onboarding Specialist) is an HR professional who handles the final step of the hiring process. They educate new hires on the company’s procedures, practices, and policies to help integrate them into its workforce.
The HR Onboarding Specialist also advises new hires on the skills and knowledge they need to succeed in the company and in their new role. They work mainly with new employees but also collaborate with talent acquisition professionals, other HR representatives, management, and hiring managers to make new employee transitions as seamless as possible.
In smaller companies, this role may report directly to the HR Manager or business owner and handle the entire employee onboarding process themselves. In larger organizations, they might be part of a bigger HR onboarding team. They could report to a senior HR Onboarding Specialist or an HR Business Partner (HRBP) focusing on onboarding.
HR Onboarding Specialist career path
Career path to becoming an Onboarding Specialist
If you’re already in an entry-level HR position, you may be able to more easily transition into this role. These positions include:
- HR Specialist: Manages HR functions like recruitment, training and development, compensation and benefits, rewards, and employee relations.
- HR Generalist: Handles HR functions like employee relations, recruitment, benefits administration, and policy implementation to support the company’s HR operations.
- HR Coordinator: Facilitates all key HR functions and programs, including matters related to employment, employee relations, compensation and benefits, and labor negotiations.
- HR Assistant: Supports the HR department with administrative tasks related to employee records, recruitment, and general HR functions.
HR tip
Explore AIHR’s Career Map to help plot your career path. The tool also provides an overview of various HR roles, their salaries and offers insights into projected timelines for career progression.
You could also move laterally into other roles on the same level, such as:
- Recruiting Coordinator: Streamlines the hiring process, improves candidate experience, and helps the company to meet its hiring objectives.
- Talent Acquisition Coordinator: Coordinates the end-to-end recruitment process, including sourcing candidates and scheduling interviews.
- Benefits Administrator: Administers employee benefits programs, such as health insurance, retirement plans, and other perks, ensuring employees receive and understand their benefits.
- Employee Engagement Coordinator: Develops and implements employee engagement strategies to improve employee satisfaction and productivity.
Career progression
Once you have mastered your role, there are several mid-level to senior roles you can consider when planning your career growth goals: You could become a:
- HR Manager: Leads a team of HR professionals across various HR functions.
- HR Business Partner (HRBP): Works closely with specific departments to handle employee relations, talent management, and (potentially) onboarding for those departments.
- Senior HR Onboarding Specialist: Oversees the onboarding team, mentoring junior specialists and managing more complex onboarding processes.
How much does an Onboarding Specialist make?
According to Glassdoor, an Onboarding Specialist draws an average annual salary of $63,815. Comparably estimates the average annual HR Onboarding Specialist salary to be $50,576. On Jooble, this figure stands at $43,921.
Onboarding Specialist job description
An Onboarding Specialist is responsible for facilitating a smooth and positive onboarding experience for new employees. Their goal is to eventually make it easier for them to become more engaged and productive at work.
Below is a typical description of the duties and Onboarding Specialist performs:
1. Create and update employee resources
An Onboarding Specialist creates or updates the employee handbook, outlining the company’s policies, benefits, and procedures. They work with other HR personnel and legal counsel to ensure the accuracy and compliance of policies, which they then communicate to new hires.
They also develop or curate resources like benefits guides or training materials. Additionally, they may enroll new employees in the company’s payroll system and ensure they can access online portals for managing tax forms, payslips, and PTO requests.
2. Communicate company policies to new hires
Onboarding Specialists help train new hires by developing t onboarding presentations or conduct workshops on company policies. This training may also cover topics likework hours, dress code, workplace technology use, anti-discrimination policies, and workplace safety procedures.
They also communicate individual policies to new employees, answer their questions, and distribute onboarding documents or online resources for their reference.
3. Create employee welcome kits
An Onboarding Specialist is responsible for creating and imparting a positive first impression of the company on new hires. They may design and assemble welcome kits (sometimes called “swag bags”) with company-branded items like mugs, notebooks, and T-shirts.
They may also provide other essential resources, like company overview brochures, an office map, or team contact information. Additionally, the welcome kit or swag bag could include a handwritten welcome note or a small gift to make the onboarding experience more personal and memorable.
4. Introduce new employees to their team
An organization’s Onboarding Specialist hosts virtual or in-person introductions between new hires, their managers, and team members by organizing team lunches or coffee chats and creating online team directories.
They might also help foster mentorships that pair new hires with experienced colleagues who can guide and support them during onboarding.
5. Align new hires with their managers and team members
An HR Onboarding Specialist arranges meetings between new employees and their managers to discuss job expectations, performance goals, and training plans. They may also integrate new hires with their team via team and other onboarding activities.
6. Process paperwork
Onboarding usually involves plenty of documentation. An Onboarding Specialist prepares essential paperwork (such as tax forms, employment contracts and IT forms, etc.) for new hires. They then instruct new hires on the purposes of the different paperwork and ensure they complete the necessary forms correctly.
7. Ensure new hires have relevant training links and login details
An Onboarding Specialist gives new employees access to relevant training modules or online courses. This would include company email login information to their company email accounts, project management software, and communication platforms.
8. Audit data and set up employee profiles in internal HR systems
Another responsibility for an Onboarding Specialist is to input new employee data into the HRIS (HR information system) to ensure new hires are on the payroll. They also review and audit new hire data to ensure it’s complete and accurate.
9. Ensure employee compliance with all company policies
The Onboarding Specialist must explain company policies and procedures to new hires to ensure they understand and comply. Should an employee fail to comply, the Onboarding Specialist has to advise managers on the appropriate disciplinary action to take and document the process.
10. Connect new hires with IT personnel
The Onboarding Specialist introduces new hires to the company’s IT staff, who will assist them with setting up their computers, installing and accessing software, and troubleshooting any technical issues.
11. Answer all company-related questions
The Onboarding Specialist is typically a new employee’s first point of contact. New hires rely on them to answer their questions about topics such as payroll, employee benefits, company policies, practices and culture, PTO, pension plans, and income taxes.
How to pursue a career as an HR Onboarding Specialist
An Onboarding Specialist plays a valuable role within the business. In fact, 89% of employees report higher engagement in the workplace following an effective onboarding experience.
An Onboarding specialist not only must facilitate a smooth transition for new hires, they must ensure an effective onboarding process that prepares new employees well for their roles. This usually results in greater employee satisfaction and morale, which in turn helps the company meet its business goals more efficiently.
Onboarding Specialists help foster a strong sense of belonging in new employees by giving them important information on company culture and policies, as well as their individual responsibilities. At the same time, successful onboarding can help increase employee engagement and satisfaction, making them more likely to remain at the organization.
HR tip
Get relevant experience for the role. Develop your skills and experience in other roles that involve training, recruitment, or employee engagement to build the foundational knowledge you’ll need for Onboarding Specialist positions.
Skills an Onboarding Specialist needs
An Onboarding Specialist should have certain skills to make new hires feel welcome and help them transition smoothly into the organization. These include:
- Interpersonal and communication skills: Clear and concise communication, active listening, and constructive feedback are important when onboarding new hires.
- Organizational and planning skills: Help you properly manage onboarding schedules, coordinate training sessions, and prepare all necessary materials and resources.
- Training and teaching skills: Strong teaching and training skills help you educate new employees on company policies and their individual responsibilities.
- Problem-solving skills: Problem-solving comes in handy when adapting onboarding strategies and processes based on employee or management feedback.
- Technological skills: This role requires proficiency in onboarding software, HRIS, and virtual communication software to help new hires access and use the company’s online resources.
- Content creation skills: Making onboarding materials clear, concise, and engaging captures new hires’ attention and makes them more likely to remember what you teach them.
- Data analysis skills: Tracking time-to-productivity, employee retention rates, and new hire satisfaction surveys can tell you what improvements to optimize the onboarding experience.
HR tip
“You have to collaborate with many different departments to make the onboarding process smooth, so relationship-building skills are important. You must also become familiar with onboarding tools/technology, what they do, and how to use them,” explains Chloë de Jonge, People Ops and Office Specialist at AIHR.
5 steps to become an Onboarding Specialist
Step 1: Pursue relevant education or undergo a certification program
An HR management degree in communications, psychology, or business administration will help. However, a good certification program can also prepare you for this role, and is the best option if you have budget or time constraints.
Check out the following certifications:
- AIHR’s Strategic Talent Acquisition Certificate Program: Learn about talent acquisition strategies, sprint recruting, candidate experience, and recruitment analytics.
- SHRM’s Certified Professional (SHRM-CP): With a focus on recruitment, you can build a strong foundation of HR practices to become a well-rounded recruiter.
- Sourcing Certifications’ Certified People Sourcing Professional (CPSP): Learn sourcing techniques critical to effective recruitment practices.
While not specifically focused on onboarding, HR recruitment certifications can equip aspiring Onboarding Specialists with valuable skills and knowledge. This will not only help you create more effective onboarding experiences, but also understand where onboarding fits within the talent acquisition lifecycle.
Step 2: Accrue relevant experience
Apply for training and teaching roles through internships, trainee programs, volunteer work, or entry-level HR positions. These experiences will teach you how to create lesson plans, deliver instructions, and assess understanding — all critical skills for Onboarding Specialists. Highlight your experience in employee orientation, training programs, or HR functions in your résumé.
Did you know?
As an Onboarding Specialist, you must be knowledgeable in the following HR laws and regulations to protect your company from legal issues during onboarding:
- Notice of Pay and Benefits (federal): New hires must receive a written notice of their pay rate, overtime pay policy, and fringe benefits (health insurance, PTO, etc.) on their first day of employment. This helps them understand their compensation and benefits package from the get-go.
- Form I-9 Verification (federal): New employees must complete Form I-9 to verify their employment eligibility. Any errors or delays in this process can negatively impact a new hire’s ability to start work on time, potentially causing them frustration and confusion, as well as disruption of business operations.
- Paid Time Off (state and local): New hires must understand their company’s PTO policy, and when and how they can use their PTO. This includes accrual rates and types of PTO offered (e.g., vacation, sick leave and compassionate leave).
Step 3: Keep abreast of industry changes
Read industry publications, attend webinars, and join professional HR organizations to stay informed on the latest trends, technologies, and regulations in HR. Staying up-to-date on industry news and changes can help you ensure your onboarding processes are compliant and effective, making you a valuable member of your organization’s HR team.
Step 4: Develop crucial soft skills
An Onboarding Specialist needs excellent verbal and written communication skills to clearly explain onboarding processes and expectations and good interpersonal skills to build strong relationships with new hires. Additionally, you need strong organizational skills to efficiently manage multiple tasks and processes to ensure a smooth onboarding experience.
Step 5: Master HR technology
As an Onboarding Specialist, you must be proficient at using different HR software, such as onboarding software, HRIS, and virtual communication tools. Using these tools in onboarding will help you enhance efficiency and user experience.
To sum up
If you have strong communication and interpersonal skills and are passionate about building a good first impression, becoming an HR Onboarding Specialist could be an excellent career choice. You don’t have to remain in the same role permanently, either — the Onboarding Specialist position can be a stepping stone to roles like Senior HR Onboarding Specialist, HRBP, and HR Manager.
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