Talent Acquisition and Onboarding Coordinator

Position OverviewApex Skin is a physician-led and rapidly growing dermatology practice committed to delivering exceptional patient experiences. As we continue to scale, we are seeking a detail-oriented and proactive Talent Acquisition & Onboarding Coordinator to support end-to-end recruiting operations and deliver a consistent, high-quality candidate and new hire experience. This role partners closely with recruiters, hiring managers, IT and HR Operations to coordinate candidate pipelines, manage pre-employment and compliance tasks, and provide a cohesive onboarding journey that begins with thoughtful day-one readiness.Compensation Range:$20.00 - $24.00/hrSchedule: Non-Exempt/HourlyFull-time, Monday through Friday [40 hours per week]Hybrid work scheduleOn-site presence required four (4) days per week in Beachwood, OHEssential Functions: Talent Acquisition & Recruiting SupportPost and manage job openings in the ATS and on external platforms (LinkedIn, Indeed, etc.), and proactively source candidates to maintain a strong, qualified talent pipeline.Screen applicants for open roles as needed (resume reviews, basic phone screens, assessment coordination)Coordinate interviews with candidates, hiring managers, and recruiters; manage schedules, confirmations, and candidate logisticsCreate and distribute offer letters in partnership with the Talent Acquisition team; ensure accurate details and timely deliveryComplete administrative tasks supporting the Talent Acquisition team Pre-Employment & ComplianceOwn the new hire process from offer acceptance through start date, ensuring an exceptional and consistent experience for all new employeesCoordinate and manage background checks and pre-employment requirements; support FCRA-compliant disclosures, authorizations, and adverse-action steps when applicableVerify vaccination or other role-specific credential documentation to ensure compliance with organizational or regulatory requirementsComplete and audit Form I-9 documentation in accordance with federal requirements to ensure complianceSet up and maintain new hire profiles in the HRIS and ensure accurate data flows to payroll/benefitsMaintain hiring and onboarding records in line with EEO recordkeeping expectationsOnboarding & Day-One ReadinessPrepare and distribute welcome letters, first-day information, and onboarding communicationsCreate and establish the new hire’s official personnel file, including assembling all required onboarding documentsVerify required forms are received, properly executed, and filed in a timely mannerOwn the process for ordering and tracking equipment for new hires, coordinate issuance of equipmentCoordinate technology setup based on department and position to ensure employees are fully equipped on day onePartner with internal IT and other teams to support smooth technology onboarding and ensure access components – ID badges, key fobs, building access, and system permissionsFacilitate completion tracking for onboarding tasks and required training; escalate barriers to keep timelines on trackInitiate and coordinate scheduling for the 90-day onboarding process for Regional Directors, Regional Managers, Office Managers, and Clinical Managers, including calendar management, corporate partnership training, and alignment with the SOP to ensure structured and efficient leadership onboarding experienceCandidate & New Hire ExperienceServe as a primary point of contact for candidates and new hires, responding to questions and providing timely updates, including new hiring ADP setup and troubleshootingEnsure a positive, inclusive, and professional candidate and onboarding experienceAdminister and track a 45-day new hire survey to assess early engagement, identify onboarding gaps, and surface support needs; analyze responses and escalate trends or retention risks to HR leadershipStudent Shadow & Externship Program CoordinationCoordinate and support the administration of student shadow and externship programs, including High School student shadows, Physician Assistant (PA) student shadows, and Medical Assistant externshipsServe as the primary point of contact for school partners; build and maintain strong relationships to support ongoing program successCoordinate scheduling and logistics between schools, students, and clinic leadership to ensure seamless and professional shadowing experienceTrack required documentation, including HIPAA compliance training and acknowledgmentsMonitor participation and support improvements to program structure and experience Process Improvement & ReportingTrack and maintain recruiting and onboarding metricsIdentify opportunities to improve recruiting and onboarding processes and documentation Cross-Functional CollaborationPartner with hiring managers, HR Business Partners, IT, Facilities to ensure seamless hiring and onboarding workflows Qualifications1–3 years of experience in recruiting coordination, HR operations, onboarding, or a related roleStrong organizational skills with exceptional attention to detailAbility to manage multiple priorities in a fast-paced environmentExcellent written and verbal communication skillsComfortable working with ATS and HR systems and technology platformsProficient in Microsoft Office applications, specifically Outlook/Calendar management and strong Excel skillsKnowledge of Form I-9 requirements and hiring documentation preferredFamiliarity with FCRA-compliant background check process Career Growth OpportunitiesMotivated TA & Onboarding Specialists may pursue:Cross-training in related departmentsPotential transition into TA Specialist or related HR Specialist roles over time.Apex Skin provides training, mentoring, and development opportunities for individuals who demonstrate skill, reliability, compassion, and accuracy. Physical Requirements & Work EnvironmentProlonged periods of sitting and computer work in a home office settingFrequent use of hands and fingers for typing, data entry, and document preparationAbility to speak and hear clearly during virtual meetings and in personVisual acuity sufficient to read recruitment documentation, ATS and HRIS screens, and candidate profilesAbility to occasionally lift or move up to 20 pounds (materials for recruitment events or office activities)Work is primarily remote but requires flexibility to attend in-office meetings and travel to Apex Skin locations for recruitment activitiesMay involve standing or walking during on-site visits, clinic tours, and career fairsRequires consistent attention to detail and professional communication with candidates and internal teamsRequired to adhere to HIPAA, OSHA, and Apex Skin privacy and safety standardsApex Skin CultureApex Skin fosters a collaborative, patient-first environment built on compassion, clinical excellence, and teamwork. We believe in a respectful and supportive workplace where employees feel valued, trusted, and empowered to contribute to exceptional patient experiences and meaningful clinical care.Employee Health & Safety Requirements:All patient-facing employees are required to provide proof of a TB test within the past 12 months and an annual flu vaccination as part of Apex Skin’s employee health and safety protocols. The Hepatitis B vaccination series is also strongly recommended for clinical staff due to potential occupational exposure risks. Apex Skin complies with federal and Ohio law by providing reasonable accommodations for medical conditions or sincerely held religious beliefs that prevent vaccination. Employees seeking an accommodation should contact Human Resources for more information.Equal Employment Opportunity Statement:Apex Skin provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Apex complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.