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Job Details

Penn Medicine

HR Operations Manager


Nurse Manager


Philadelphia, Pennsylvania, United States


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?


The HR Operations Manager is responsible for the development, monitoring and execution of Onboarding functions across the University of Pennsylvania Health System (UPHS). This position researches, develops and establishes methodologies, protocols and processes to facilitate or improve the onboarding experience. They provide expert consultation for UPHS on all facets of the onboarding process and regulatory compliance. This position works closely and partners with numerous internal resources and external consultants, including recruitment, HRIS, and local entity Human Resources. This individual will make decisions based on knowledge of regulatory compliance, the new hire experience, and industry standards and best practices.


  • Responsible for the efficient and compliant onboarding function across the University of Pennsylvania Health System (UPHS), resulting in a positive onboarding experience for our external hires and internal transfers.
  • Keep current on applicable employment regulations and standards, as related to pre-employment onboarding of new hires and transferring employees, and ensure that all activities meet required regulatory compliance standards. Interpret, apply and explain federal, state and local laws, regulations and proceedings.
  • Develops and maintains team standards and expectations. Creates standard operating procedures, process maps, flow charts, and other visual aids to evaluate current procedures, best practices and ensures organizational knowledge and compliance of the onboarding process.
  • Develop performance metrics to track and trend onboarding processes and performance expectations. Provide reports and recommendations for continuous improvement based on metric results, outcomes and customer feedback.
  • Works closely with the Director HR Operations & Employee Records to develop and execute strategic onboarding strategies for the health system, ensuring compliance and high quality service to our internal and external customers.
  • Identifies, oversees and provides support for continuous improvement projects. Establishes and implements project management processes and methodologies to ensure projects are delivered on time, within budget, key goals, milestones and financial parameters are met, adhere to high-quality standards, and meet customer expectations.
  • Develop and deliver effective change management, including communication and training, to all affected customers for process changes, including continuous improvement initiatives, system upgrades and/or regulatory compliance updates.
  • Serves as subject matter expert, and point of escalation for complex onboarding issues. Works issues through to resolution, while demonstrating professionalism and customer service.
  • Supports infrastructure improvements that enable efficient hiring, while meeting compliance requirements, and providing a positive experience for internal and external customers.
  • Manages and directs the audit process of new hire files to ensure they meet applicable regulation and organization standards.
  • Manages the Lead Staffing Coordinators, including monitoring individual and team performance, mentoring/coaching Leads, providing timely feedback and recognition, ensuring the existence of developmental opportunities, recognizing and addressing performance concerns, including delivery of corrective action, as needed, as well as conducting performance reviews.
  • Provides leadership and guidance to the centralized onboarding team, in conjunction with Lead Staffing Coordinators.
  • Complete the onboarding process, as needed, for acquisitions and confidential hires.
  • Provide task coverage during absences of the Director HR Operations & Employee Records.
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures.
  • Other duties as assigned to support the unit, department, entity, and health system organization.

Education or Equivalent Experience:

  • H.S. Diploma/GED and 10+ years of human resource recruitment, operations, or project management experience. (Required) OR
  • Associate's Degree and 8+ years of human resource recruitment, operations, or project management experience. (Required) OR
  • Bachelor's Degree and 5+ years of human resource recruitment, operations, or project management. (Required)

  • 3+ years of experience with employee onboarding. (Required)
  • 3+ years of experience working with an Applicant Tracking System (ATS). (Required)
  • 2+ years of supervisory or management experience. (Required)
  • 1+ years of prior experience in ATS administration. (Preferred)


  • High degree of proficiency in MS Office Suite, Outlook & Internet applications.
  • Strong, professional and effective verbal and written communication skills.
  • Analytical skills in developing reports in Excel, to spot trends, develop forecasting and provide supporting narrative and recommendations.
  • Excellent communication with the ability to convey complex information to a wide range of audiences at all levels within the organization.
  • Lead and work in a collaborative fashion with internal and external clients.
  • Highly organized and able to keep pace in a deadline-focused work environment.
  • Ability to handle many concurrent tasks and work under pressure.
  • Ability to easily interact with internal and external clients of all types in a manner consistent with Penn Medicine's image and expectations.
  • Ability to operate independently and be self-motivated with critical attention to detail and deadlines.
  • Proven project management, organization, and business analysis skills in a dynamic business environment.
  • Prioritizing, interpersonal, problem solving, and presentation skills.
  • Ability to foster a positive and motivating work environment, encouraging feedback and innovation.
  • Ability to adapt well to change in direction and priority in a fast-paced and deadline-oriented environment.

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.