Onboarding Representative

Under limited supervision and with moderate latitude for the use of initiative and independent judgment, partners with the HR leadership and Employment team to provide assistance with the onboarding process and operations as it relates to all functions of the Human Resource Services department. Ensures compliance with state and federal laws and regulations, as well as University policies and procedures.

Essential Functions

Coordinate the end-to-end onboarding process, from offer acceptance to the employees’ first day and beyond.

Initiate and track onboarding tasks and documents; monitor for quality assurance and timely completion.

Maintain a heavy administrative workflow, ensuring accurate preparation, review, and processing of onboarding documents.

Scan, QA, and upload all new hire documents (I-9s, W-4s, Bio Changes, etc.) into the document management system.

Maintain employment filing systems for all confidential payroll and personnel-related documents in compliance with university policies and retention schedules.

Process and track criminal background checks for new hires.

Review and verify employment eligibility documentation; process E-Verify and follow up on pending cases as needed.

Provide Glacier tax forms to Payroll for applicable hires and ensure all required supporting documents are submitted.

Guide new employees through onboarding steps with clear and professional communication.

Provide assistance to prospective and current employees regarding documentation, onboarding status, or policy questions.

Ensure all onboarding documentation complies with internal policies and federal/state regulations; follow up with employees to resolve discrepancies.

Maintain accurate tracking systems and reports for onboarding metrics, forms, and status updates.

Participate in the development and implementation of onboarding and HR policies, procedures, and documentation.

Stay current on HR-related law and policy changes, particularly through the UT System and state updates.

Collaborate with HR colleagues, IT, Payroll, and department administrators to support a seamless onboarding experience.

Support recruitment functions by assisting with goal setting, candidate tracking, and onboarding alignment.

Perform other duties as assigned.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities: No supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor’s degree.

and

Experience: One year of related experience to the statement of duties and responsibilities; or equivalent combination of education and experience.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 10 pounds.

The noise level for this work environment is usually low.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee’s or prospective employee’s right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries—including the filing of a Formal Complaint or reporting an incident—about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at (915) 747-8358, by email at titleix@utep.edu, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at eoaa@utep.edu.