Employee Engagement And Onboarding Administrator - Newton Wellesley Hospital

Partners Healthcare System Newton , MA 02458

Posted 2 months ago

About Us

As a not-for-profit organization, Partners HealthCare is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women's Hospital and Massachusetts General Hospital, Partners HealthCare supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We're focused on a people-first culture for our system's patients and our professional family. That's why we provide our employees with more ways to achieve their potential. Partners HealthCare is committed to aligning our employees' personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal developmentand we recognize success at every step.

Our employees use the Partners HealthCare values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

General Overview

The Employee Onboarding and Engagement Administrator (EOEA) provides broad support to the Human Resources Department and is responsible for both strategic planning and front-line customer service. The EOEA prioritizes and performs a variety of functions, including trouble shooting and responding to management and staff on issues related to the onboarding process, PeopleSoft modules and employee engagement activities. Additionally, this role is responsible for new employee and Person-of-Interest (POI) processing as well as records maintenance in a timely and efficient manner. The EOEA will also assist the Special Programs Manager and the HR Operations Manager in the coordination of special projects as needed.

Principal Duties and Responsibilities

Onboarding Process

  • Oversee the processing (and process when necessary) new hires for assigned departments/Staffing Specialists in PeopleSoft, either through automation from the ATS or manually, as needed.

  • Coordinate with the HR Assistant(s) in the data entry of new hires and persons of interest (POI's) in PeopleSoft

  • Coordinates with new hire(s) and schedules Occupational Health pre-placement health and drug screening, pre-hire meeting, and badging photo times.

  • Oversees the submission of background and education verification checks and reviews results for adequate completion. Supports applicants with the process to ensure accurate information is gathered.

  • Reviews new hire paperwork for accuracy and completeness. Communicates with other functional areas as necessary to resolve issues and/or errors.

  • Oversee the pre-hire meeting process to gather employment eligibility identification, CORI form and ID, signed job description, signed NWH policies and other paperwork, and provide brief overview of benefits package prior to New Hire Orientation (NHO) date.

  • Prepares CORI information and maintains/tracks CORI results. Notifies HR Operations Manager and HR Director of any issues as they arise.

  • Oversee (and prepare when necessary) correspondence to candidates and managers, including notification letters, candidate pre-hire checklists, and new-hire manager letters as needed.

  • Review scanned new hire packet and upload to electronic file system.

  • Oversee the I9 process, including reviewing employment documentation (I-9 documentation, working papers, etc.), ensuring compliance with federal and state requirements enters and tracks as appropriate in background check vendor system, eVerify and PeopleSoft as needed. Explains legal obligations to applicants and new hires.

  • Confirm clearance to work, including background checks, education verification, CORI check, occupational health, and employment eligibility in the US.

  • Coordinates transfers with Partner's Records and Benefits teams ensuring no lapse in DOH and benefits.

  • Verifies licensure/certification at time of hire and enters/tracks in PeopleSoft.

  • Notifies manager/generalist of any issues.

New Hire Orientation

  • Makes recommendations on NHO content to effectively market the hospital, and onboard the new hire with an aim to retention and engagement.

  • Maintains the NHO agenda, makes recommendations to the NHO team to add, remove or streamline presentations as needs / compliance requirements change

  • Serves as a facilitator in Orientation program for new employees. Maintains electronic and hard copy materials related to NHO.

  • Works with HR secretary to maintain schedule of presenters for NHO.

  • Works with HR assistant to ensure NHO materials are prepared for each orientation.

  • Ensures the HR Assistant(s) is/are present at each NHO to troubleshoot issues with clearance to work, identification, badging, etc.

  • Updates and maintains NHO spreadsheet which is shared interdepartmentally.

  • Communicates with other departments and functional areas as necessary.

  • Coordinate with the NHC's and HR Assistant with onboarding / orientation activities

Employee Engagement

  • Support and maintain employee engagement programs and initiatives that support NWH organizational goals and culture.

  • Research and work with vendors and other departments to build employee engagement initiatives.

  • Serve as project point person on specific segments of employee engagement and communications programs, including contests, meeting logistics, meeting recaps, budget summaries, etc., to ensure all engagement programs are successfully implemented.

  • Supports design and administration components for employee engagement surveys.

  • Analyze information and identify workplace improvement needs.

  • Evaluate the effectiveness of employee engagement programs using metrics.

  • Support the Special Programs Manager with Employee Engagement events and activities, as needed.

  • Support and collaboratively help to build engagement teams within the cross functional areas of Human Resources and internal business partners alike;

  • Improve recognition programs based on current business needs.

  • Other duties as assigned. Education

  • Bachelor's degree preferred


  • 3 5 years previous Human Resources experience, preferably in a healthcare setting

Knowledge and Skills

  • Ability to work autonomously

  • History of contributing in a continuous improvement culture

  • Proven organizational skills be willing to multi-task and operate in a fast-paced challenging environment

  • Solid facilitation and presentation skills

  • Highly organized, able to wear multiple hats, and accomplish a multitude of tasks in fast-moving environment

  • Excellent communication skills (written and verbal)

  • Must be a team player with demonstrated team experience

  • Exceptional customer service focus

  • Ability to maintain/manage confidential information

  • Strong interpersonal skills and ability to professionally interact with managers, staff and others at all levels of the organization with diplomacy and professionalism

  • Self-motivated, proactive, committed to continuous improvement

  • Strong analytical skills

  • Good time management and organizational skills

  • Ability to make sound judgments on job-related matters, works with minimal supervision, demonstrates initiative and manages multiple tasks and deadlines in a fast-paced environment

  • Ability to deal effectively and courteously with irate customers

  • Proficiency in Microsoft Office suite required

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Employee Engagement And Onboarding Administrator - Newton Wellesley Hospital

Partners Healthcare System