Recruitment Assistant

Sutter Health•San Francisco, CA

3d•Onsite

About The Position

Responsible for all tasks that lead to the successful recruitment of new physicians. High level of Keeps the candidates and the customer well informed and ensures that all referencing and credentialing paperwork is completed and referred in a timely manner, while working closely with the physician recruiter. Assists in developing philosophies, plans, strategies and tactics that insure the success of the physician recruitment process.

Requirements

HS Diploma: High School Diploma or General Education Diploma (GED)
1 year of recent relevant experience.
General skills in computer applications and office equipment, including MS Office, Word, Excel, and Outlook.

Responsibilities

Coordinate and manage complex, multi‑level interview scheduling for high‑volume and senior‑level searches, including panel interviews, sequential interview days, onsite visits, and virtual interviews.
Serve as the central point of contact for interview logistics between candidates, physicians, executives, hiring managers, recruiters, and administrative partners.
Proactively align multiple stakeholder calendars across varying time zones, ensuring timely and efficient scheduling while minimizing reschedules and conflicts.
Prepare and distribute detailed interview itineraries, including panel assignments, timelines, locations/links, and day‑of instructions for candidates and interviewers.
Monitor interview progress and adjust schedules in real time as needed due to cancellations, overruns, or availability changes.
Ensure interview scheduling aligns with candidate experience best practices, maintaining a professional, organized, and welcoming process throughout.
Coordinate onsite logistics when applicable, including room reservations, virtual platform setup, parking/access details, and interview materials.
Maintain accurate interview records in the Applicant Tracking System (ATS), including interview dates, participants, statuses, and outcomes.
Partner closely with recruiters to prioritize urgent or high‑impact scheduling needs and support accelerated hiring timelines.
Communicate clearly and professionally with candidates regarding availability, confirmations, changes, and next steps.
Identify opportunities to streamline scheduling workflows, templates, and processes to improve efficiency and consistency.
Maintain strict confidentiality and discretion, particularly for sensitive or executive‑level searches.