Manager Onboarding Experience

For nearly 20 years, TheKey has helped clients achieve successful long-term aging at home with comprehensive, concierge-based care. Ensuring the dignity, safety, and independence of its clients, TheKey is committed to changing how the world lives and ages at home. Employee-teams get the training, resources, and support they need to deliver an exceptional care experience for clients and their families. Founded in Silicon Valley, TheKey has grown from a single location to service coverage throughout North America enabling clients to live life on their own terms, in their own homes. Essential Duties and Responsibilities: Onboarding Program Management:

• Oversee and continuously improve the end-to-end onboarding process, from offer acceptance to the new hires first day. This includes independently managing all pre-employment requirements, new hire paperwork, background checks, drug screening, certifications, etc.
• Continuous management and updates to pre-employment hiring requirements and procedures to ensure compliance with federal, state, and local regulations.

Multi-State and International Expertise:

• Independently research and maintain up-to-date knowledge of employment laws and regulations in multiple U.S. states and Canada, ensuring compliance throughout the onboarding process.

Process Automation:

• Identify and develop opportunities to automate and streamline onboarding processes to improve efficiency, support high volume funnel, reduce errors, and enhance the new hire experience.
• Implement and manage onboarding software and other relevant technologies.

Process Development & Service Level Agreements (SLAs):

• Develop and implement SLAs for onboarding processes, ensuring timely completion of key tasks and consistent service delivery.
• Monitor performance against SLAs and identify areas for improvement.
• Regularly evaluate the effectiveness of the onboarding program, gather feedback from new hires and recruiters, operations and implement changes to enhance the experience. Stay up-to-date on best practices in onboarding and HR.
• Develop and refine workflows, best practices, and standardized procedures to enhance efficiency and consistency within the onboarding team.

Team Leadership & Collaboration:

• Lead, motivate, and mentor a team of onboarding specialists. Foster a collaborative and high-performing team environment.
• Collaborate effectively with Operations, HR, IT, and other departments to ensure a smooth and integrated onboarding experience. Act as a liaison between new hires and various internal stakeholders.
• Foster strong relationships with a dynamic group of General Managers (GMs) and Regional Directors (RDs) who prioritize efficient onboarding processes to achieve business objectives.
• Establish clear performance expectations for direct reports to evaluate the effectiveness and efficiency of the onboarding team, providing regular feedback and coaching to drive continuous improvement and professional development.
• Lead the recruitment efforts for the onboarding team, conducting interviews, and making hiring recommendations.
• Consult with legal, HR policy, process, business, and system owners to build and deploy risk-based controls.

Data Analysis & Reporting:

• Track key onboarding metrics, analyze data to identify trends and areas for improvement, and generate reports for management.
• Continuously monitor federal, state, provincial, and local regulations and employment laws that impact the company.
• Generate written narratives and statistical analysis on emerging or active risk topics for senior leaders.

Vendor Management:

• Manage relationships with any third-party vendors involved in the onboarding process.

I9 Compliance:

• Oversee the I-9 verification process, ensuring accuracy, completeness, and compliance with immigration laws and regulations.
• Stay updated on changes in immigration laws and regulations, providing guidance and training to HR staff to ensure ongoing compliance with I-9 requirements.

Additional Responsibilities:

• Fulfill any other duties as required and assigned by the manager, contributing to the overall success of the HR Operations function.

Required Skills, Education and Certifications:

• Bachelors degree in Human Resources, Business Administration, or a related field preferred.
• 5+ years HR, onboarding, HR service center/shared service center, employment law, employee relations or related functional expertise
• 3+ years of experience leading and managing a team, preferably in a high-volume environment
• iCIMS systems
• Ability to effectively communicate complex information to a wide variety of stakeholders
• Acts with sense of urgency, bias for action, and desire to thrive in a dynamically growing environment
• Excellent communication, interpersonal, and collaboration skills.
• Exceptional attention to detail and organizational skills.
• Ability to thrive in a fast-paced, dynamic environment.
• Strong problem-solving and decision-making skills.
• Experience leading and supporting a team.

Preferred Skills, Education and Certifications:

• Proven experience in onboarding, preferably in a high-volume, multi-state, and ideally multi-national environment (experience with Canada is a significant plus).
• Experience in the home care/home health industry is highly desirable.
• Strong understanding of employment laws and regulations in multiple U.S. states and ideally Canada.

Physical Requirements:

• Ability to travel approximately up to 10% of the time
• Ability to lift and carry up to 15-20 pounds
• Ability to sit, stand and walk for prolonged period of time throughout the work day
• Ability to use standard office equipment such as personal computer, laptop, telephone, photocopy machine, etc.

Benefits for full time employees

• Medical/Dental/Vision Insurance
• TouchCare VirtualCare
• Life Insurance
• Health Savings Account
• Flexible Spending Account
• 401(k) Matching
• Employee Assistance Program
• PTO Plan for Non-Exempt Employees
• Flexible PTO Plan for Exempt Employees
• Holidays and Floating Holidays
• Pet Insurance

TheKey is an equal opportunity employer. TheKey prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, age, national origin, disability status, protected veteran status, or any other characteristic protected by law. California Residents Only: In accordance with Article 2 of the California Health and Safety Code - California Community Care Facilities Act , TheKey requires timely and accurate positive fingerprint identification of California based applicants as a condition of employment. If an applicant has been convicted of a non-exemptible crime, and in compliance with all applicable state and local laws, their conditional offer will be rescinded. #LI-TK