Admin Assistant / Recruitment Support Associate (Full time)

WVU Medicine

11d•Onsite

About The Position

Provides administrative support for recruitment and onboarding functions. Assists in the coordination of complex interview schedules for candidates under the direction of the recruitment team. Assists with organizing and completion of pre-employment tasks for candidates and may assist with sourcing tasks. May manage a small requisition load for training and development purposes.

Requirements

High school diploma or equivalent AND Three (3) years of administrative or secretarial experience; OR Associate’s degree AND Two (2) years of administrative or secretarial experience; OR Bachelor’s degree AND One (1) year of administrative or secretarial experience.
Must possess basic computer knowledge and ability to operate standard office software.
Must possess strong oral and written communication skills.
Must have the ability to maintain high standards of confidentiality.
Must have the ability to project a positive and professional image to internal and external customers.
Must have the ability to exercise initiative and work independently.

Nice To Haves

Post High School training or education.
Technical or administrative experience in a Human Resources office.

Responsibilities

Supports recruitment function with coordination of candidate interviews in accordance with department policy and procedures.
Provides coverage for the HR Front Desk and all responsibilities associated with that function (badging, WV Cares, I9s) as required.
Performs entry-level recruitment activities, including carrying a compliment of requisitions deemed appropriate by leadership.
Provides ongoing updates to assigned recruiters and maintain clear documentation regarding candidate phone and e-mail correspondence.
Completes interview scheduling requests in a timely, organized, and accurate manner.
Documents recruitment expenses including advertising expenses, visit related expenses (travel, hotel, meals etc.), recruitment firms and other sourcing related expenses.
Supports candidate relocation process by scheduling realtors, community and school tours and other community interests for candidates and new hires.
Partners with recruiters to ensure successful job advertisement placement and tracking of all advertising.
Provides sourcing support through candidate outreach portals such as social media, advertisements, marketing materials.
Assembles recruitment packets for candidates.
Assists recruitment team in escorting candidates and family members on tours and to interviews throughout the WVU Medicine campus and offsite facilities as needed.
Coordinates candidate travel arrangements as needed.
Creates professional, detailed candidate itineraries as needed and ensures proper documentation of interview in Microsoft Outlook and the Human Resources Information System (HRIS).
Support recruitment function with facilitation of reference, education, licensure, and certification check processes in accordance with department policy and procedures as directed by assigned recruiters.
Supports Talent Acquisition function through tasks may include assembling welcome packets, monitoring overall onboarding process of each new recruit, acting as point of contact for onboarding status questions, etc.
Schedules meetings, prepares monthly calendar or maintains appointments calendars, documenting accurate times and contacting appropriate individuals.
Reconciles department credit cards on a monthly basis.
Reconciles weekly/monthly cash deposits for the department.
Provides excellent customer service to recruitment function and potential candidates.
Processes department invoices for payment.