Job description
Reporting to Talent Acquisition Leadership in the Talent Acquisition (TA) department for Kaiser Permanente's Northwest Region (KPNW), the New Hire Coordinator is responsible for providing diverse complex support for a large functional area requiring a thorough understanding of regional, state, and federal policies and procedures specifically for the post-offer new employee process. The Coordinator will conduct background and drug screen tests, collect and confirm LCR documentation during new hire process and ongoing, guide ADA employees through role identification process , interpret and apply national and local policies, as well as, state and federal guidelines. Providing guidance and instruction to hiring managers, applicants, vendors, and Talent Acquisition staff on our new hire process is critical in ensuring a seamless transition to our New Employee Orientation. For compliance and auditing purposes, various work flows, documents, tracking and maintenance of individual and ongoing reports. Which will be managed in a timely and accurate manner.
Essential Functions:
- Coordinates the pre-employment drug screen, as well as, conducts the criminal and background checks for represented and non-represented positions to ensure compliance with National HR guidelines. Responsible for analyzing all discrepancies and adverse implications to determine the appropriate course of action before disclosing all results to the applicant. Thoroughly documents all investigations, regarding background checks and drug screens and maintains all confidential documentation.
- Processes licenses, certificates, and/or registrations (LCR) by verifying the validity of the document, card, plate, tag, or other evidence of LCR, permit, cards of completion (COC), or other authorization issued by a state or federal government, private agency, board, professional association, or other organization, as required of applicants. Ensure accuracy with data entry and documentation of LCRs required for each position.
- Analyzes, audits, and coordinates the I-9 documentation to ensure 100% compliance. This includes expired, missing, and business unit transfer I-9s. Meet and greet new hire employees and business unit transfers in person to process the I-9 documentation and collect paperwork. When requested, meet with Program Office, KP IT's (separate entity) new hire employees to process their I-9 documentation.
- Responsible for tracking, completing, and distributing the weekly New Employee Orientation (NEO) spreadsheet to key stakeholders in a timely matter. Participate in NEO, as scheduled and internal auditing processes and procedures. Follow-up on self-identification of Affirmative Action requirements, and compile and manage ample data reports.
- Provide ongoing assistance to incumbent staff who are ADA approved as well as RIF Status employees encountering redeployment. Track progress throughout the process while collaborating with Case Managers, Hiring Managers, Talent Acquisition staff, and other members of the HR team. Ensure compliance to all bargaining agreements and maintain thorough documentation for all cases for the purposes of auditing.
Basic Qualifications:
Experience
- Minimum five (5) years of transactional customer service experience.
- Minimum five (5) years of clerical or administrative experience.
- Minimum two (2) year of experience working with HR laws and regulations, especially compliance regulations pertaining to employment, AA, and EEO.
Education
- Associate's degree OR two (2) years of experience in a directly related field required
- High School Diploma or General Education Development (GED) required.
License, Certification, Registration
- N/A
Additional Requirements:
- Ability to work independently and in a team environment.
- Recognizes cultural diversity and demonstrates cultural sensitivity.
- Ability to handle sensitive/confidential information, appropriately.
- Ability to prioritize work amid multiple requests in a timely manner.
- Proficiency in the use of current Microsoft Office software applications.
- Experienced in the use of office equipment, including scanners, copiers, and fax machines.
Preferred Qualifications:
- Experience working with hiring practices and applicants.
Bachelor's degree in business administration, HR management, public relations, or other related field OR four (4) years of experience in a directly related field is preferred.
Knowledge of collective bargaining agreements, as related to seniority, employment security, and salary.
- Credentialing requirements in healthcare.
PrimaryLocation : Oregon,Portland,Kaiser Permanente Building
HoursPerWeek : 40
Shift : Day
Workdays : Mon, Tue, Wed, Thu, Fri
WorkingHoursStart : 08:00 AM
WorkingHoursEnd : 05:00 PM
Job Schedule : Full-time
Job Type : Standard
Employee Status : Regular
Employee Group/Union Affiliation : NUE-NW-02|NUE|Non Union Employee
Job Level : Individual Contributor
Job Category : Human Resources & HRIS
Department : Po/Ho Corp - HR Talent Acq Regional Ops - 7022
Travel : Yes, 10 % of the Time
Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
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