Onboarding Specialist

October 17, 2020
Denver, CO
Job Type


Supporting the Most Exciting and Meaningful Missions in the World

Onboarding Specialist

Onboarding Specialist

Under general supervision of the HR Manager and Lead Recruiter, the Onboarding Specialist (OS) will provide administrative support to the Recruiters on the Antarctic Support Contract (ASC) in Centennial, CO. The OS will contribute to the overall success of the Recruiting Group by providing instruction and support to candidates preparing to deploy for contract work in Antarctica while assuring a high level of customer service and maintaining quality throughout the staffing process. During the peak periods, will be responsible for managing 200+ candidates.

GENERAL DUTIES (not all-inclusive):

  • Responsible for onboarding of all assigned candidates: collecting and processing of HR paperwork and guiding candidates through the Physical Qualification (PQ) process for deployment; administer background and drug screenings

  • Make initial determinations and recommendations on candidate background and drug screenings; follow-up with candidates to obtain supporting documentation for employment and education verification; present supplemental documentation for background screenings to the Recruiter for final approval

  • Provide frequent instruction, support, and pertinent pre-deployment details to candidates: assist in scheduling and billing of PQ appointments, communicate important timelines and deadlines for progressing through the process up until deployment

  • Accurately submit and maintain participant files within the Pipeline database; regularly track changes in medical/deployment status and communicate to the appropriate parties

  • Correspond with candidates via phone and email on a daily basis to ensure proper submission of required documents and overall engagement with on-boarding procedures; send, receive, and track employment documents via email, fax and overnight mail

  • Maintain accurate staffing updates within daily reports and Excel spreadsheets

  • Collect and review candidate expense reimbursement requests to ensure accuracy and compliance with PAE reimbursement policies; may assist with setting up direct bill options for candidates to complete the PQ process

  • Works closely with the ASC Travel Department when making decisions about ticketing candidates: regularly exercises independent judgment when deciding if a candidate’s scheduled flight should be adjusted due to outstanding PQ/HR requirements.

  • Works closely with the University of Texas Medical Branch (UTMB) to help facilitate questions for candidates and PQ status updates; decide which candidates are high priority and provide a weekly status report to UTMB.

  • Provide guidance to candidates on program and company policies; may assist with providing ASC Program overview for new hires

  • Responsible for managing confidential information to include background, medical, banking and other pre-employment paperwork.

  • Acts as a continued resource once candidates are hired to answer questions, help mitigate grievances and concerns that are brought forth.

  • Responsible for identifying potential concerns and “red flags” in candidates that are working through the onboarding process; document concerns and provide detailed and accurate statements to both the Recruiter and Hiring Manager for further investigation.

  • Perform other duties as assigned


  • High school diploma or GED required. Bachelor’s Degree or equivalent work experience preferred

  • Minimum two (2) years of prior administrative experience within a high volume, fast paced customer service environment required

  • Experience in maintaining information in an Applicant Tracking System or other database preferred

  • Must have excellent written and verbal communication skills, including phone and email etiquette

  • Must be detail oriented with excellent time management skills; able to maintain confidentiality as appropriate

  • A great team attitude and ability to work harmoniously with others

  • Proficiency in Microsoft Outlook, MS Excel, MS Word, and Adobe Acrobat Pro, as well as utilizing various internet search functions.

  • Must be eligible to work in the United States without sponsorship

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

PAE is a drug free workplace.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster

EEO is the Law Poster Supplement

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