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Onboarding Coordinator **INTERNAL ONLY**

The University of Kansas
University of Kansas Lawrence Campus

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Position Overview*This is an internal search available ONLY to current KU employees.*

The Onboarding Coordinator plays a pivotal role in facilitating the seamless integration of new employees into the University of Kansas. This individual is responsible for working with a team to design, implement, and manage comprehensive onboarding programs that align with the university's goals, values, and culture. The Onboarding Coordinator ensures that new hires receive the necessary support, resources, and information to transition smoothly into their roles, fostering engagement, productivity, and retention from day one and provides team leadership support to the onboarding specialist team.

The Onboarding Coordinator is a hybrid position. On-campus work assignment will be dependent on training and team scheduling needs.Job DescriptionOnboarding Engagement & Customer Service 45%:
  • Develops and continuously improves onboarding activities/programs tailored to various job roles, departments, and levels within the organization.
  • Ensures that all hire actions sent through the KU Onboarding System are worked, following up and assisting the candidate through the required online forms, activities, and compliance activities.
  • Provides training and subject matter expertise and support to Onboarding Specialists.
  • Serves as brand ambassador for KU, reflecting the importance and quality of care for each new hire. Provides assistance and expertise to employees with the process and programs that are offered.
  • Collaborates with HR, supervisors, unit leadership or HR Partner, and other stakeholders to coordinate onboarding activities and integrate new hires into teams effectively.
  • Completes all I-9 and E-Verify activities for new hires, recertifications, and existing employees as needed. Provides subject matter expertise and training for the team regarding I-9 verification and documentation protocol, E-Verification Tentative Non-Confirmation Processing activities, and I-9 reverification of international employees.
  • Coordinates with the employment and appointment team regarding changes or alternations needed related to the offer letter or hire.
  • Tracks new hire compliance activities, answering questions to promote engagement with the process. Escalates issues to supervisor.
  • Completes Onboarding Appointment Summary for review and upload by the Appointment team into HR/Pay.
  • Answers any tier 1 and 2 support questions. Coordinates with units, supervisors, HR Partners, Appointments, Payroll as needed. Provides back-up support on an as needed basis for the Employee Support team. Leads activities as assigned.
  • Completes employment verification requests as needed.
Communication and Connections 20%:
  • Works to create, design and curate onboarding materials, including welcome kits, training activities, or other digital resources to make the new hire experience welcoming and inviting.
  • Works with university internal and external stakeholders to develop, conduct, or participate in informative orientation sessions for new hires, covering company policies, procedures, value, culture, etc.
  • Connects new faculty hires with the Dual Career and Relocation Program Manager as appropriate, sharing service values.
  • Works with HR Partners, Chairs, and Supervisors to transition new hire to unit onboarding activities.
  • Gathers feedback from new hires and stakeholders to evaluate the effectiveness of onboarding programs and identify areas for improvement.
Employee Support 15%:
  • Provides tier 1 and 2 level support in answering and responding to walk in traffic and phone calls. Escalates issues to specialized areas as needed. Follows up on escalated tickets as directed.
  • Responds promptly and effectively to inquiries via multiple channels (phone, email, chat) providing accurate information, troubleshooting issues, and escalating complex matters as needed to ensure timely resolution.
  • Provides guidance and clarification on HR policies, procedures, and compliance requirements, ensuring employees and supervisors understand and adhere to established guidelines.
Technology and Continued Improvement 15%:
  • Utilizes onboarding software and digital platforms to streamline administrative tasks, track progress, and enhance the onboarding experience.
  • Works on design teams to enhance the user experience. Makes updates to tasks and ensures communications issued in the Onboarding software are updated and standardized.
  • Participates in system upgrades, testing, implementation, and related communication activities.
  • Stays informed about industry best practices, emerging trends, and innovative onboarding techniques to enhance the effectiveness and efficiency of onboarding programs.
Other Duties as Assigned 5%:
  • Actively participates in professional development activities to promote learning and growth.
Required Qualifications
  1. Bachelor's degree OR a high school diploma and four years of related professional work experience.
  2. Experience with managing new hire activities or onboarding of new employees.
  3. Excellent communication and interpersonal skills as evidenced in application materials.
  4. High attention to detail, organizational skills, and experience managing multiple priorities simultaneously as demonstrated by application materials.
  5. Experience with onboarding software, learning management systems (LMS), and/or other relevant technology tools.
  6. Demonstrated ability to work collaboratively in cross-functional teams and build positive relationships at all levels of the organization.
  7. Experience working collaboratively with other teams as well as building positive relationships at varying levels within an organization.
Preferred Qualifications
  • Certification in Human Resources (e.g., PHR, SHRM-CP) or related field.
  • Experience with remote onboarding and virtual training platforms.
  • Experience in designing and implementing onboarding programs or related initiatives, preferably in a fast-paced and dynamic environment.
  • Strong presentation and training skills as demonstrated by application materials.
Additional Candidate InstructionsA complete application consists of:
  1. A cover letter addressing how required and preferred qualifications are met.
  2. Resume
  3. Name and contact information for 3 professional references.
  • Application deadline is Thursday May 16th, 2024. For consideration apply by this date.
Contact Information to ApplicantsRegina Casto
rcasto@ku.eduAdvertised Salary Range50,324.00Application Review BeginsFriday May 17, 2024Anticipated Start DateSunday June 2, 2024Apply to Job


Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.


KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.


The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.


The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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