Talent Acquisition & Onboarding Coordinator

About Apex Skin:

We are Apex Skin, and our mission is to provide the highest quality dermatology and dermatologic surgery care to patients across Northeast Ohio with promptness, compassion, and excellence. We pride ourselves on delivering exceptional patient experiences, offering same\-day appointments, and serving our communities through education and meaningful care. Our team is dedicated to creating a supportive, patient\-focused environment where excellence, empathy, and teamwork thrive.

Position Overview

Apex 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/hr

Schedule:

• Non\-Exempt/Hourly
• Full\-time, Monday through Friday \[40 hours per week]
• Hybrid work schedule
• On\-site presence required four (4\) days per week in Beachwood, OH

Essential Functions:

Talent Acquisition \& Recruiting Support

• Post 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 logistics
• Create and distribute offer letters in partnership with the Talent Acquisition team; ensure accurate details and timely delivery
• Complete administrative tasks supporting the Talent Acquisition team

Pre\-Employment \& Compliance

• Own the new hire process from offer acceptance through start date, ensuring an exceptional and consistent experience for all new employees
• Coordinate and manage background checks and pre\-employment requirements; support FCRA\-compliant disclosures, authorizations, and adverse\-action steps when applicable
• Verify vaccination or other role\-specific credential documentation to ensure compliance with organizational or regulatory requirements
• Complete and audit Form I\-9 documentation in accordance with federal requirements to ensure compliance
• Set up and maintain new hire profiles in the HRIS and ensure accurate data flows to payroll/benefits
• Maintain hiring and onboarding records in line with EEO recordkeeping expectations

Onboarding \& Day\-One Readiness

• Prepare and distribute welcome letters, first\-day information, and onboarding communications
• Create and establish the new hire's official personnel file, including assembling all required onboarding documents
• Verify required forms are received, properly executed, and filed in a timely manner
• Own the process for ordering and tracking equipment for new hires, coordinate issuance of equipment
• Coordinate technology setup based on department and position to ensure employees are fully equipped on day one
• Partner with internal IT and other teams to support smooth technology onboarding and ensure access components – ID badges, key fobs, building access, and system permissions
• Facilitate completion tracking for onboarding tasks and required training; escalate barriers to keep timelines on track
• Initiate 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 experience

Candidate \& New Hire Experience

• Serve as a primary point of contact for candidates and new hires, responding to questions and providing timely updates, including new hiring ADP setup and troubleshooting
• Ensure a positive, inclusive, and professional candidate and onboarding experience
• Administer 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 leadership

Student Shadow \& Externship Program Coordination

• Coordinate and support the administration of student shadow and externship programs, including High School student shadows, Physician Assistant (PA) student shadows, and Medical Assistant externships
• Serve as the primary point of contact for school partners; build and maintain strong relationships to support ongoing program success
• Coordinate scheduling and logistics between schools, students, and clinic leadership to ensure seamless and professional shadowing experience
• Track required documentation, including HIPAA compliance training and acknowledgments
• Monitor participation and support improvements to program structure and experience

Process Improvement \& Reporting

• Track and maintain recruiting and onboarding metrics
• Identify opportunities to improve recruiting and onboarding processes and documentation

Cross\-Functional Collaboration

• Partner with hiring managers, HR Business Partners, IT, Facilities to ensure seamless hiring and onboarding workflows

Qualifications

• 1–3 years of experience in recruiting coordination, HR operations, onboarding, or a related role
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities in a fast\-paced environment
• Excellent written and verbal communication skills
• Comfortable working with ATS and HR systems and technology platforms
• Proficient in Microsoft Office applications, specifically Outlook/Calendar management and strong Excel skills
• Knowledge of Form I\-9 requirements and hiring documentation preferred
• Familiarity with FCRA\-compliant background check process

Career Growth Opportunities

Motivated TA \& Onboarding Specialists may pursue:

• Cross\-training in related departments
• Potential 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 Environment

• Prolonged periods of sitting and computer work in a home office setting
• Frequent use of hands and fingers for typing, data entry, and document preparation
• Ability to speak and hear clearly during virtual meetings and in person
• Visual acuity sufficient to read recruitment documentation, ATS and HRIS screens, and candidate profiles
• Ability 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 activities
• May involve standing or walking during on\-site visits, clinic tours, and career fairs
• Requires consistent attention to detail and professional communication with candidates and internal teams
• Required to adhere to HIPAA, OSHA, and Apex Skin privacy and safety standards

Apex Skin Culture

Apex 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.