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Staffing Coordinator

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Job ID: 169442
Category: Human Resources
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Full Time

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Staffing Coordinator

Corporate Services


  • The Staffing Coordinator is responsible for ensuring the successful on-boarding of their assigned workload of new hires in accordance with department protocol and process. They are the main point of contact for the new hire and as a result they are responsible for assisting the new hire throughout the on boarding process. The Staffing Coordinator must provide a high level of customer service at all times to their client group, which consists of new hires, applicants, and co-workers.


  • Follows onboarding steps within prescribed timeframe, including:
  • Making a welcome call within 24 hours to the new hire and providing an introduction as the point of contact during the on boarding process.
  • Reviewing the entire on boarding process with the new hire over the phone.
  • Scheduling the Occupational Medicine appointment for the new hire based upon mutual schedules.
  • Initiating and following up on the background investigation and drug screen results.
  • Creating the offer letter and mailing out to all appropriate parties in a timely manner.
  • Ensuring that all pertinent certifications, licenses, and legal requirements detailed in the job description are verified by the background screening vendor.
  • Continuously following up on the progress of the new hire's clearances such as drug screen, employment, education, licensure, and/or certification verifications, as applicable.
  • Ensuring that all pertinent certification, licenses, and legal requirements detailed in the job description are verified by the background screening vendor. If the background screening vendor does not complete a component of the background verification such as education or employment the Staffing Coordinator will take all possible steps to complete themselves in order to avoid new hire start date delays.
  • Communicating and following up with the Staffing Supervisor on all problems, issues and delays as they arise that could potentially push back a start date of the new hire.
  • Submitting the completed file to the Staffing Supervisor in a timely manner for approvals.
  • Providing recovery for lapses in service.
  • During system orientation the Staffing Coordinator will work as a team with their co-worker to ensure all new hires have signed off on applicable documents and that all eligible new hires have received their identification badges.
  • Background Investigations are begun within three business days of receiving the on boarding form.
  • On boarding portal invitation email is sent to the new hire within three business days.
  • Schedule all required orientations within a 48–72 hour timeframe.
  • Create the offer letter and forward to all appropriate parties within a three day business window.

    Education or Equivalent Experience:

    • H.S. Diploma/GED required.
    • Associate's Degree preferred.
    • Healthcare Experience preferred.
    • 1+ years Human Resources experience preferred.
    • Knowledge of applicable employment laws, regulations and processes preferred.

    Skills & Abilities:

    • Demonstrated customer service skills.
    • Ability to work in a fast paced environment with changing priorities.
    • Ability to use Microsoft Office (Excel, Power Point, Word).
    • Must be attentive to detail.
    • Ablility to learn new systems quickly.
    • Ability to work as part of a team.
    • Ability to work independently.
    • Ability to work in a high volume area.
    • Demonstrated ability to deal with confidential information.

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

    Live Your Life's Work

    We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

       Current UPHS employees must apply HERE
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