Virtual Assistant - Recruitment and Onboarding Specialist

This is a remote position. We’re looking for a detail-oriented and process-driven Recruitment & Onboarding Specialist to join our growing team. If you thrive in fast-paced, candidate-focused environments and enjoy managing the full candidate lifecycle from offer to integration, this role is for you. You’ll start by managing core onboarding functions—managing candidate documentation, ensuring compliance, and maintaining accurate records across multiple systems—while ensuring every new hire has a smooth and professional candidate experience. As you demonstrate your expertise, you’ll take on broader responsibilities in process optimization, creating candidate support materials (like visual guides), and analyzing onboarding bottlenecks. This is an excellent opportunity for someone eager to grow into a well-rounded HR & Recruitment professional who combines efficiency, compliance, and top-tier candidate support.

Key Responsibilities

Candidate Onboarding & Lifecycle Management

• Plan, build, and execute the end-to-end onboarding process for all new Early Childhood Education (ECE) candidates, from offer acceptance to full integration.
• Define and manage key communication trigger points (e.g., offer sent, forms pending, orientation scheduled, compliance cleared) to optimize the new hire journey.
• Develop and refine candidate support workflows

, including creating visual, step-by-step guides to help non-technical staff navigate system setups.

• Serve as the main onboarding contact for new hires, answering queries via the Google phone line (1 PM - 10 PM) and company email.
• Craft, proof, and deliver on-brand communications such as offer letters, contracts, and onboarding instructions.
• Conduct pre-interview questionnaires via virtual calls and assist staff with creating or editing professional bios and documents.
• Guide staff through all onboarding requirements, ensuring they are fully prepared before their first day.

Documentation & Records Management

• Maintain a clean and organized candidate database across multiple platforms, including Google Drive, , and ECE Candidate Tracking Forms.
• Build and refine candidate folders in Google Drive, ensuring all (6) subfolders are correctly set up and populated.
• Utilize tracking and checklists to manage the collection of all required documentation (references, contract, license, SS card, transcripts, CDA, 10 forms, etc.).
• Update candidate status and progress in the ECE Sub Hub Staff Roster and , moving them from prospect to employee level.

Compliance & System Integration

• Collaborate with candidates and internal teams to ensure 100% compliance with licensing requirements.
• Collect, verify, and file critical compliance documents (TB tests, CPR certs, Mi Registry verification).
• Coordinate with operations to manage compliance logistics

, including scheduling CPR training, assisting with Mi Registry setup, and initiating LARA fingerprinting.

• Manage specialized compliance needs, such as the Southfield-specific requirements (e.g., five forms, second fingerprinting).

Automation & Tools

• Set up, optimize, and manage HR and recruitment platforms such as , Paylocity, and Google Workspace.
• Use tools like Calendly to schedule orientations and Google Chat to coordinate tasks with the VA team (e.g., adding forms to folders, partial onboarding).
• Integrate new hire data across systems, including Storybuilder, Playbuilder, Telehealth, and the Employee Google Drive

, to ensure correct access and setup. Verification & Reporting

• Track and analyze onboarding progress

, reviewing all submissions for accuracy and completeness.

• Report regularly on candidate status

, highlighting pending, submitted, and missing items to the VA or Lissa for follow-up.

• Maintain and update the Staff Profile setup and verify employee levels and availability upon completion of onboarding.

Requirements

• 2–4+ years of proven experience in a recruitment, HR support, or high-volume administrative role, preferably within the education or childcare industry.
• Hands‑on expertise with HRIS, ATS, or scheduling software. Direct experience with Paylocity, Google Workspace (Drive, Gmail, Calendar), and is highly desirable.
• Deep understanding of process management

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