Talent Acquisition Administrator

Jacent Strategic Merchandising•,

About The Position

The Talent Acquisition Administrator provides administrative and systems support to the Talent Acquisition team and reports to the Director, Talent Acquisition. The role maintains the day-to-day operation of the applicant tracking system (ATS), keeps job requisitions accurate and current, and supports the processing of employee job changes, including promotions, demotions, and transfers. The position requires attention to detail, organization, and discretion when handling confidential information across HR systems. The administrator supports ATS users, maintains requisition and employee records, reconciles ATS information against HRIS and headcount records, and produces reports for the Talent Acquisition team and leadership. The role also coordinates with HR, Payroll, and hiring managers on job changes, effective dates, compensation changes, approvals, and required documentation. The work involves prolonged periods sitting at a desk and using a computer. Occasional travel for meetings, training, or customer engagements may be required.

Requirements

High school diploma or equivalent required.
1–3 years of experience in an HR, recruiting, or administrative support role.
Hands-on experience using an applicant tracking system, such as Workday, iCIMS, Greenhouse, SuccessFactors, or similar, required.
Strong attention to detail and accuracy in data entry, auditing, and recordkeeping.
Working knowledge of applicant tracking systems and HR information systems, with the ability to learn new platforms quickly.
Proficiency in Microsoft Office, particularly Excel, including sorting, filtering, lookups, and basic reporting.
Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
Clear written and verbal communication skills and a customer-service mindset when supporting recruiters and hiring managers.
Ability to handle sensitive and confidential information with discretion.
Basic understanding of HR processes such as requisition approvals, job changes, and employee data management.
Ability to communicate effectively in person, over the phone, and via digital platforms.
Ability to travel occasionally for meetings, training, or customer engagements.

Nice To Haves

Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field.
Experience in ADP Recruitment Manager and ADP Lyric.
Experience processing employee data changes in an HRIS.

Responsibilities

Maintain the applicant tracking system (ATS), including user access, job templates, workflows, candidate statuses, and system settings, in partnership with the Director, Talent Acquisition.
Regularly audit open, on-hold, and filled requisitions for accurate status, approvals, hiring manager, recruiter assignment, and position details.
Open, update, and close job requisitions in the ATS according to approval workflows; resolve duplicate, stale, or incomplete requisitions.
Reconcile ATS requisition data against HRIS and headcount/position records and flag discrepancies to Talent Acquisition and HR leadership.
Assist with employee job changes, including promotions, demotions, lateral moves, and transfers, by preparing documentation, routing approvals, and entering changes accurately and on time.
Coordinate with HR, Payroll, and hiring managers to confirm effective dates, compensation changes, and required paperwork for job changes.
Generate recurring and ad hoc ATS and requisition reports, such as open requisitions, time-to-fill, and pipeline status, for the Talent Acquisition team and leadership.
Serve as a first point of contact for recruiter and hiring manager ATS questions; provide basic troubleshooting and training, and escalate system issues to the vendor as needed.
Maintain and document ATS and requisition procedures, data standards, and job aids.
Maintain confidentiality of candidate and employee information and ensure records comply with company policy and applicable recordkeeping requirements.
Understand and demonstrate safe work practices at all times to ensure a safe work environment.
Comply with all company policies and procedures.
Complete special projects and other duties as assigned by the supervisor.