Junior Recruitment Process Administration Specialist

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Junior Recruitment Process Administration Specialist – Gdańsk, Poland. Onboarding and HR operations.

Join State Street’s global team, manage onboarding lifecycles, and contribute to talent acquisition excellence.

Purpose of Role

The Global Employee Onboarding (GEO) function within Talent Acquisition is responsible for the operational execution of onboarding activities for new hires and internal transfers across State Street.

Talent Acquisition Recruitment Coordinator (GEO / Onboarding Specialist) – Associate 1 supports the end‑to‑end onboarding lifecycle by completing administrative, system, and compliance‑related onboarding tasks to ensure new hires are fully onboarded, contractually compliant, and operational from day one across supported EMEA locations.

Key Responsibilities

• Execute onboarding activities for new hires and internal transfers in line with defined GEO onboarding procedures and service level agreements
• Manage assigned onboarding tasks in MyWorkday, ensuring all required data and documentation is complete, accurate, and validated prior to processing
• Initiate, track, and monitor background screening checks for new hires through approved vendors; review results and escalated exceptions in line with policy and controls
• Complete onboarding system administration to ensure new hires are provisioned and operational on day one
• Review employment contracts prior to signature for completeness and accuracy; manage contract issuance and distribution in accordance with GEO standards
• Validate that all mandatory new hire documentation is received, correctly completed, and stored in line with audit and compliance requirements
• Track visa and immigration documentation through approved third‑party providers where applicable and ensure required information is available for onboarding completion
• Maintain regular communication with recruiters and hiring managers regarding onboarding status, start date changes, and outstanding actions
• Support onboarding‑related administrative projects, process updates, and continuous improvement initiatives
• Ensure onboarding transactions are processed within agreed timelines and with a high level of accuracy
• Maintain working knowledge of HR policies, onboarding standards, and country‑specific requirements relevant to assigned locations
• Respond to onboarding‑related queries from candidates, employees, recruiters, and hiring managers in a timely and professional manner
• Perform Business‑as‑Usual (BAU) control activities, including checks, validations, and reporting, in line with GEO control frameworks
• Prepare and distribute standard onboarding and operational reports within defined guidelines

Level of Education/ Specific Qualifications

Relevant experience within HR operations, onboarding, or recruitment administration; formal HR qualifications are an advantage but not mandatory.

Skills and Experience

• Strong customer service orientation with the ability to work effectively with candidates, hiring managers, recruiters, and internal stakeholders
• Excellent organizational and time‑management skills with the ability to manage multiple onboarding cases simultaneously
• Clear, professional written and verbal communication skills
• Ability to work independently while maintaining confidentiality and data integrity
• Proven ability to understand and follow standardized onboarding processes and controls
• Proficiency in Microsoft Office applications; experience with HR systems (e.g. MyWorkday) is an advantage
• English B1/ Polish - fluent

Required Competencies - motivation, team skills, ability to work under pressure, etc

• High attention to detail and accuracy
• Strong prioritization skills in a high‑volume, deadline‑driven environment
• Effective interpersonal and communication skills
• Ability to multitask and manage competing demands
• Demonstrated discretion and professionalism when handling sensitive employee data

Minimum Salary

zł60,000 Annual

The minimum salary quoted above applies to the role in the primary location specified. If the candidate ultimately works outside of this primary location, the applicable minimum salary may differ.

Salary will be determined based on factors such as the position, type of work performed, individual skills, job description, working hours, diligence, initiative, self‑management, length of employment, availability, and the quantity and quality of work delivered, as well as other objective and non‑discriminatory criteria relevant to State Street employees.

In addition to salary, employees are eligible to be considered for discretionary annual performance‑based awards.

We Offer

• Permanent contract from day one
• Additional holidays (Birthday Day Off, 3rd and 5th year anniversary Day Off)
• Gold Medical Package for employees and their families (partner and children)
• Premium life insurance package and private pension plan
• Wide range of soft skills training, technical workshops, language classes and development programs
• Opportunities to volunteer your time to company‑driven initiatives, employee networks or organizations of your choice
• Variety of well‑being programs
• Additional benefits available depending on the seniority of the role

About State Street

Across the globe, institutional investors rely on us to help them manage risk, respond to challenges, and drive performance and profitability. We keep our clients at the heart of everything we do, and smart, engaged employees are essential to our continued success.

We are committed to fostering an environment where every employee feels valued and empowered to reach their full potential. As an essential partner in our shared success, you’ll benefit from inclusive development opportunities, flexible work‑life support, paid volunteer days, and vibrant employee networks that keep you connected to what matters most. Join us in shaping the future.

Equal Opportunity Employer

As an Equal Opportunity Employer, we consider all qualified applicants for all positions without regard to race, creed, color, religion, national origin, ancestry, ethnicity, age, disability, genetic information, sex, sexual orientation, gender identity or expression, citizenship, marital status, domestic partnership or civil union status, familial status, military and veteran status, and other characteristics protected by applicable law.

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