Expert Onboarding & HR Coordinator (Part-Time)

About mpathic

mpathic is a human-centered AI company focused on making artificial intelligence safer, more effective, and more empathetic. We work with a diverse network of experts, including clinicians, researchers, linguists, and other specialized professionals, who contribute their expertise to cutting-edge AI projects.

Our expert network is central to the work we do, and creating a seamless, organized, and positive experience for these individuals is essential to our success.

About the Role

We're looking for a highly organized, detail-oriented Expert Onboarding & HR Coordinator to support the administrative and operational processes that keep our growing expert network running smoothly.

In this part-time role, you'll own the coordination and execution of expert onboarding, contracting, documentation, and offboarding, ensuring that experts are properly set up and ready to contribute to projects.

You'll work closely with our Community Manager, People Operations, IT, Finance, and project teams to make sure every expert moves efficiently from initial selection through contracting, required documentation, and system readiness.

This is a hands-on operational role ideal for someone who enjoys creating order, managing details, improving processes, and helping others navigate administrative requirements.

Our project-based work means onboarding needs can fluctuate significantly. Some weeks will involve coordinating large groups of experts under tight deadlines, while others will focus on maintaining records, improving workflows, and preparing for upcoming projects.

This position is expected to average approximately 20 hours per week, with some flexibility in scheduling and workload based on project needs.

Success in this role requires exceptional follow-through, comfort with shifting priorities, and the ability to manage multiple administrative workflows independently.

What You'll Do

Expert Onboarding & Contracting

• Coordinate the end-to-end administrative onboarding process for new contract experts across multiple projects.
• Prepare, distribute, track, and follow up on independent contractor agreements and required onboarding documentation.
• Ensure experts complete necessary consent forms, confidentiality agreements, and other project-specific requirements before beginning work.
• Serve as the primary administrative point of contact for experts navigating onboarding requirements.
• Track onboarding progress and proactively follow up on missing documents, signatures, or outstanding requirements.
• Coordinate with IT to ensure experts receive appropriate system access, account setup, and technical onboarding instructions.
• Confirm onboarding requirements are complete before handing experts off to project teams.
• Support onboarding for large groups of experts during time-sensitive project launches.

HR & Contractor Administration

• Maintain accurate and organized contractor records, agreements, and required documentation.
• Support administrative processes related to contractor status changes, project transitions, and offboarding.
• Coordinate timely removal of system access and completion of offboarding requirements with IT and relevant teams.
• Assist People Operations with contractor-related administrative requests and documentation.
• Help ensure onboarding and contracting procedures are followed consistently across projects.
• Identify missing information, documentation gaps, and process inconsistencies, escalating issues when appropriate.
• Handle sensitive contractor and personnel information with discretion and confidentiality.

Cross-Functional Coordination

• Partner with the Community Manager to transition selected experts into the onboarding process.
• Coordinate with project managers to understand onboarding timelines, staffing requirements, and project readiness deadlines.
• Work with IT to resolve account setup, access, and technical readiness issues.
• Collaborate with Finance and People Operations to ensure contractor information and documentation are accurate and complete.
• Provide clear status updates to internal stakeholders on onboarding progress, outstanding requirements, and potential delays.
• Help ensure experts receive timely, consistent, and professional communication throughout the onboarding process.

Operational Tracking & Process Improvement

• Maintain accurate onboarding trackers, contractor records, and operational spreadsheets.
• Monitor outstanding onboarding tasks and ensure deadlines are met.
• Conduct routine audits of contractor documentation and onboarding completion.
• Create and maintain checklists, templates, and standard operating procedures for onboarding and offboarding.
• Identify opportunities to streamline repetitive administrative work and reduce manual processes.
• Help improve onboarding workflows as our expert network and project volume continue to grow.
• Support special administrative projects related to contractor operations as needed.

About You

• You're exceptionally organized and genuinely enjoy keeping complicated processes running smoothly.
• You have strong attention to detail and take pride in getting things right the first time.
• You're proactive about following up and comfortable holding others accountable for completing required steps.
• You're an excellent communicator who can be warm, professional, and direct.
• You enjoy administrative and operational work and understand how important it is to the broader employee and contractor experience.
• You're comfortable managing multiple priorities, particularly when timelines are tight.
• You can work independently, identify what needs attention, and move tasks forward without constant oversight.
• You're adaptable and comfortable working in a startup environment where processes are still evolving.
• You naturally look for ways to make workflows simpler, more efficient, and more scalable.
• You understand the importance of confidentiality and careful handling of sensitive information.

Qualifications

• 2+ years of experience in HR coordination, People Operations, contractor administration, recruiting coordination, onboarding, or a similar operational role.
• Experience coordinating onboarding, contracts, or administrative workflows involving multiple stakeholders.
• Strong organizational skills and demonstrated ability to manage deadlines and track outstanding tasks.
• Excellent written and verbal communication skills.
• Proficiency with Google Workspace, particularly Google Sheets and Google Docs.
• Experience working with HRIS, ATS, e-signature, or project management platforms.
• Ability to maintain accurate records and work with sensitive information.
• Experience supporting independent contractors, freelancers, or distributed workforces is a plus.
• Experience managing high-volume or project-based onboarding is a plus.
• Familiarity with contractor agreements, consent documentation, and access coordination is a plus.
• Previous startup experience is a plus.
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Why This Role?

This is an opportunity to help build the operational foundation supporting one of the most important parts of mpathic's business: our expert network.

You'll play a meaningful role in ensuring that experts have a smooth, professional onboarding experience and that our internal teams can launch projects efficiently and confidently.

If you're someone who loves creating structure, solving operational challenges, and making complicated processes feel simple, we'd love to hear from you.