Recruiting Operations Specialist

The University of Texas at Austin•Austin, TX

2d•Hybrid

About The Position

The Recruitment Operations Specialist provides centralized operational support to the Talent Acquisition team, ensuring smooth and timely movement of candidates through the full recruitment lifecycle in support of clinical and operational departments within Dell Medical School at the University of Texas at Austin and UT Health Austin. This role manages job postings, requisitions, candidate and offer data, and recruitment reporting, while serving as a key point of contact for recruiters and hiring managers on process and status questions. This role requires basic understanding of healthcare regulations and the unique workforce dynamics present in a medical environment.

Requirements

Bachelor’s degree in business, human resources, or related field
At least 2 years of experience in recruitment coordination, HR operations, or business analysis and reporting.
Relevant education and experience may be substituted as appropriate

Nice To Haves

1 year of experience in recruiting, recruitment coordination, or human resources working in a hospital, health system, academic medical center, or health-related institution.
Recruitment or Human Resources experience at UT Austin and familiarity with policies, procedures, and University systems.
Experience with Workday Recruiting or an Applicant Tracking System, including requisition creation, job postings, and candidate/offer data entry.
Experience working in a start-up environment.
Experience in a fast-paced Talent Acquisition or HR office.

Responsibilities

Manages and maintains job postings across Workday, external job boards, and recruitment platforms.
Monitors and maintains the vacancy report, ensuring positions and recruitment statuses are accurate and current.
Supports recruiters with requisition creation, updates, approvals, and position changes.
Helps ensure job descriptions, postings, interview materials, and recruitment templates are current and standardized.
Coordinates recruitment activities and ensures timely movement of candidates through the hiring process.
Prepares and coordinates offer letters, employment documents, and other pre-employment materials.
Assists with candidate communications and follow-up as needed.
Supports recruiters with onboarding handoffs and ensures required information is transferred appropriately to downstream teams.
Maintains required documentation relating to candidate and recruitment interactions.
Maintains accurate candidate and requisition data in the ATS and HR systems.
Runs and distributes recruitment reports and metrics, including vacancies, candidates in process, offers, acceptances, and time-to-fill.
Adheres to internal controls and reporting structure.
Serves as a centralized resource for recruiters and hiring managers on recruitment process questions and status updates.
Partners with HR functions, including HRBPs and Shared Services, to identify and document best-practice processes and resolve throughput issues.
Provides prompt, courteous, and accurate assistance to internal customers by investigating concerns and actively seeking resolution.
Serves as a resource to other Talent Acquisition colleagues.
Assists with recruitment events, conferences, job fairs, and sourcing activities, including registration, materials, scheduling, and follow-up.
Identifies opportunities to streamline recruitment processes and automate manual tasks.
Participates on project teams and performs special projects as assigned by leadership.
Adheres to Dell Medical School and University policies, procedures, standards, and budgetary expectations, including time management, supply management, productivity, and accuracy.
Maintains required professional development, continuing education, and skills competency while supporting department goals.