Job Description
Position Summary
The Employee Onboarding Specialist is a newly created role at Effectual, designed to own the day-to-day operational execution of our employee onboarding program. As we scale, consistency and quality in how we welcome and integrate new hires is critical — both to the employee experience and to our ability to deliver for clients.
This role sits within the HR team and works closely with the HR Generalist, who serves as the Onboarding Program Owner. You will be the primary point of contact for new hires from offer acceptance through their 90-day milestone, ensuring every person who joins Effectual feels supported, informed, and set up for success.
This is a high-visibility, high-impact role for someone who is organized, people-oriented, and energized by building something from the ground up.
A Glimpse into the Daily Routine of an Employee Onboarding Specialist
You start your day checking the Jira onboarding boards for all active new hires — flagging anyone who is behind on a task, following up on missing IT confirmations, and sending a reminder to a hiring manager whose 30-day survey hasn’t come back. You onboard a new Cloud Engineer starting next week: ticket to IT, Udemy enrollment, buddy coordination with their manager, and a welcome email queued. Mid-morning, you run a 30-day check-in with a PMO hire and log your notes in the tracker. In the afternoon, you pull completion data for the quarterly onboarding report and flag a pattern you’ve noticed to the HR Generalist — department track completion is slower for PMO hires than Delivery. By end of day, everything that needed to happen today happened.
Essential Duties and Responsibilities
Pre-Boarding & New Hire Setup
- Serve as the first HR point of contact for new hires from offer acceptance through Day 1
- Initiate IT setup ticket immediately upon offer acceptance — laptop/VDI, system accounts, software licensing — and confirm completion with IT at least 1 business day before the new hire’s start date
- Monitor IT ticket status and escalate to the HR Generalist if SLA is missed
- Create and configure new hire records in ADP Workforce Now
- Enroll new hires in Udemy Business and assign the Universal Core learning path (Path 1) on or before Day 1; assign department-specific path (Path 2 or 3) at the start of Week 1
- Create the new hire’s Jira onboarding board using the appropriate department template; assign all tasks to the new hire and set yourself as watcher
- Coordinate buddy program assignments with hiring managers; confirm buddy is assigned at least 3 days before start date, notify the buddy, and share the buddy guide
- Confirm hiring manager has sent a personal welcome message to the new hire before Day 1
- Send welcome email with Day 1 logistics, system access details, and first-week overview
Orientation & Integration Support
- Conduct a Day 1 check-in with every new hire to confirm access is functional, answer questions, and set a welcoming tone; escalate any IT access failures as P1 same-day
- Monitor Jira onboarding boards daily — flag overdue or blocked tasks within 24 hours
- Track Udemy path completion throughout orientation and send reminders for overdue courses
- Coordinate 30, 60, and 90-day milestone check-in conversations with new hires
- Distribute Manager Satisfaction Surveys and New Hire Experience Surveys at each milestone
- Send milestone reminders to hiring managers at 30, 60, and 90 days; escalate non-response directly to the HR Generalist
- Track buddy check-in completion weekly; flag missed check-ins to the HR Generalist
- Escalate concerns, disengagement signals, or onboarding red flags to the HR Generalist promptly — do not hold these
Program Coordination & Tracking
- Maintain the New Hire Tracker for all active new hires — update status, milestone completions, Jira board links, and delivery-ready certification
- Keep the Buddy Tracker current and initiate spot bonus or incentive processing upon buddy program completion
- Contribute data to the HR Generalist for quarterly onboarding performance reports
- Ensure consistency across department tracks — the experience quality should be the same whether a new hire is in Delivery, PMO, or any future department track
- Support the HR Generalist in identifying process gaps and continuous improvement opportunities
- Manage onboarding schedules and logistics for all active new hires simultaneously
Qualifications
Required
- 2+ years of experience in HR coordination, onboarding, people operations, or a related role
- Proficiency with ADP Workforce Now or a comparable HRIS platform
- Experience working in or supporting a Greenhouse (or similar ATS) environment
- Strong organizational skills with a demonstrated ability to manage multiple new hires and timelines simultaneously
- Excellent written and verbal communication — you are the face of HR for every new employee
- Comfortable operating in a fully remote, distributed workforce environment
- High attention to detail and a process-oriented mindset
- Ability to manage up and across — comfortable sending reminders to hiring managers and escalating when deadlines are missed
Nice-to-Have Skills and Experience
- Experience in a professional services, technology consulting, or AWS partner environment
- Familiarity with Udemy Business, Jira, or similar learning and project management platforms
- Experience building or refining onboarding programs, not just executing them
- Exposure to multi-state compliance considerations in a distributed workforce
Who You Are
- You genuinely enjoy the new hire experience and take pride in making people feel welcome
- You are a natural follow-through person — nothing falls through the cracks on your watch
- You communicate proactively and flag problems early rather than waiting to be asked
- You can hold a hiring manager accountable with professionalism and without hesitation
- You thrive with structure but adapt when things shift in a fast-growing company
- You are comfortable owning a process end-to-end with minimal supervision
Company Offered Benefits
Full-time employees are eligible to participate in our employee benefit programs:
Medical, dental, and vision health insurance
Short-term disability, long-term disability, and life insurance
401(k) with company match
Paid time off (PTO) — 120 hours accrued over one year
Paid time off for major holidays (14 days per year)
Udemy Business access for professional development
Fully remote work environment
These and any other employee benefit offerings are subject to management’s discretion and may change at any time.
Salary Range
$65,000 – $75,000 annually
Salary ranges provided are for informational purposes only and may vary depending on factors such as experience, qualifications, and geographic location. The final salary offer will be determined based on the candidate’s skills and alignment with the role requirements.
Additional Information
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer. Duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.
This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Equal Opportunity Employer
Effectual Inc. is an EEO employer and does not discriminate on the basis of any protected classification in its hiring, promoting, or any other job-related opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
