Campus Recruitment Coordinator

Ivory Systems; New York (NY); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Hybrid work model

12-month contract

Job summary

Ivory Systems is seeking an Emerging Talent Recruitment Coordinator to deliver high-quality coordination across the US recruitment lifecycle. You will work hybrid, with in-office presence required three days a week, including Tuesday, for a 12-month contract.

The role partners with recruiters, programme managers and hiring teams to ensure accurate data, timely communications, and smooth operations in high-volume campaigns.

Qualifications

• Experience coordinating recruitment activities across multiple deadlines.
• Experience maintaining candidate data in an ATS/HR system.
• Proficiency with standard productivity and reporting tools.
• Experience supporting US recruitment or onboarding processes.

Responsibilities

• Coordinate requisitions and vacancy administration in ATS systems.
• Process high volumes of applications and screen candidates per guidance.
• Schedule and coordinate interviews, assessments, and onboarding activities.
• Manage offer documentation, approvals and communications with candidates.
• Track pre-employment checks and onboarding readiness across cohorts.
• Maintain calendar and readiness activity for programme starts and wrap-ups.
• Produce operational status reports and flag delivery risks.
• Act as main point of contact among recruiters, managers and operations teams.
• Identify recurring issues and suggest process improvements.

Skills

Organization

Proactivity

Communication

Tools

Eightfold

SuccessFactors

Job description

Hybrid. 3 day per week in office. Tuesday is a must. 9-5pm

Contract Duration: 12 months

The Emerging Talent Recruitment Coordinator delivers high-quality coordination and administration across the full US emerging talent recruitment lifecycle, from requisition creation and application processing through assessments, offers, pre-employment checks and onboarding readiness. Working closely with recruiters, programme managers, hiring managers and recruitment operations partners, the role ensures consistent processes, accurate data, timely candidate communications and effective operational control across high-volume, time-sensitive campaigns.

Top 3 Must-Have Core Skills

We are looking for a baseline profile defined by three critical behavioural and technical strengths:

1. Exceptional Organization & Multi-Tracking: Candidates must have proven experience managing and maintaining multiple data trackers simultaneously without letting details slip.

2. Proactivity & Creative Problem Solving: This is a high-support role for our core team. The ideal candidate doesn't just surface problems; they proactively find creative solutions to keep operations moving.

3. High-Touch Communication & Customer-Facing Personality: Excellent verbal and written communication skills are non-negotiable. They will be a primary face of our program to external talent and internal partners.

• Target Sectors: Strong preference for candidates coming out of Staffing, Hospitality, Operations (Ops), or previous Coordinator roles.
• Financial Background: Not required. We care much more about operational execution, agility, and a service-oriented mindset than specific financial industry knowledge.

Team Structure & Scope

The candidate will join a collaborative, fast-paced team of 5 core members: 3 PMs and 2 Recruiters. These hires will act as a shared support engine across all areas of the business.

The 12-Month Seasonal Focus (What the Year Looks Like)

Because the work follows a distinct seasonal lifecycle, candidates must be adaptable and ready to pivot focus each quarter:

Q1: Evaluation & Deep Dive

Main Focus: Deep dive into video scoring and candidate assessment data to shape the upcoming cohort.

Q2: Readiness & Tracking

Main Focus: Executing summer onboarding procedures. This requires rigorous tracking to ensure every candidate's status is moving along smoothly through the pipeline.

Q3: Delivery & High-Stakes Operations ("The Big Show")

Main Focus: Delivering our flagship Internship Program. Strict Constraints in June for the hires to be entirely in-office the first week. August (Last Week): Absolute must-have availability to be in-office for program wrap-up.

Main Focus: Recruitment marketing events. Hosting, welcoming, and exciting prospective talent about future internship opportunities.

Principal accountabilities

1. Requisition and vacancy administration

• Create and maintain job requisitions in the relevant applicant tracking systems.
• Validate requisition information before submission, approval and posting.
• Prepare job advertisements using approved job descriptions and templates.
• Complete requisition closure and deactivation activities at campaign end.

2. Application and candidate management

• Process high volumes of applications against agreed criteria and eligibility requirements.
• Undertake initial application screening in line with defined guidance.
• Support video-assessment processing, scoring administration and candidate progression.
• Manage candidate queries through designated email/shared mailboxes.
• Provide proactive updates on progress, outcomes, and next steps at each recruitment stage.
• Support the administration of candidate accommodation requests, referring decisions or complex cases to the appropriate specialist.

3. Interview and assessment coordination

• Coordinate interviews, assessments, Superdays and other selection activities.
• Schedule candidates, interviewers and assessors within agreed timelines.
• Support the collation of results and preparation of candidate outcomes.

4. Offer administration

• Manage handoffs across the offer process, ensuring confirmed details progress through production, approval, issue and acceptance without delay.
• Create offer documentation using approved systems and templates.
• Track offer approvals and follow up on outstanding actions.
• Support candidate communications post-offer, including queries and acceptance follow-up.
• Support intern-to-graduate conversion offer processes.

5. Pre-employment screening and onboarding

• Initiate and track vetting and other applicable pre-employment checks.
• Follow up with candidates and internal teams to resolve missing information for clearance.
• Support applicable pre-employment health-check documentation and process administration.
• Coordinate reminders and completion follow-up assigned within the recruitment process.
• Support hire-record creation, employee identification and electronic-file administration where these activities fall within the service scope.
• Escalate cases that could affect the candidate’s agreed start date.

6. Programme and conversion support

• Maintain programme calendars and coordinate cohort-level readiness activity and communications before each programme begins.
• Assist with operational arrangements for programme launch, induction and welcome activity.
• Assist with other operational activities associated with programme delivery.
• Provide operational evidence for end-of-cycle reporting and lessons for future delivery.

7. Data management and reporting

• Consolidate candidate and vacancy data across systems and trackers to provide a reliable operational view of campaign progress.
• Produce regular operational status reports for recruiters and programme leads.
• Highlight overdue actions, process exceptions and emerging delivery risks.
• Support data preparation for recruitment governance, audit and campaign reviews.
• Protect candidate and business information and manage it in line with stated policies/controls.

8. Stakeholder and service management

• Act as the operational point of contact connecting Emerging Talent recruiters, programme managers, hiring managers and recruitment operations teams.
• Deliver agreed activities within established service standards and campaign timelines.

9. Process improvement and quality assurance

• Identify recurring issues, unnecessary manual activity and process inefficiencies.
• Recommend improvements to recruitment administration and candidate communications.
• Participate in user testing, training and adoption activity for system / process changes

Knowledge and experience

• Experience in recruitment coordination, talent acquisition operations, HR administration or a comparable operational role.
• Experience managing multiple recruitment activities and deadlines concurrently.
• Experience maintaining candidate/employee information in an applicant tracking/HR system.
• Proficiency in standard workplace productivity and reporting tools.
• Experience supporting graduate, intern, campus or other high-volume recruitment.
• Experience supporting US recruitment or onboarding processes.
• Familiarity with Eightfold, SuccessFactors or comparable recruitment platforms.
• Experience working within a shared-services, recruitment-process-outsourcing or geographically distributed delivery model.

Skills and capabilities

• Candidate focus: Provides timely, accurate and professional support for recruitment journey.
• Planning and organisation: Prioritises competing tasks, delivers on campaign milestones.
• Problem solving: Resolves routine operational issues and identifies practical improvements.
• Adaptability: Responds positively to changes in volumes, priorities, systems and processes.

Measures of success

• Accuracy and completeness of recruitment-system data.
• Timeliness of requisition, interview, offer and onboarding administration.
• Quality and timeliness of candidate communications.
• Compliance with documented procedures and controls.