Recruiting Assistant

Bayside Solutions; Remote; USD 47,000 - 52,000; Full time

Job summary

A leading recruiting firm in San Jose, CA, is seeking a Recruiting Assistant to provide operational support to their Talent Acquisition team. Responsibilities include coordinating interviews, onboarding, and maintaining candidate data in the ATS. Ideal candidates should have relevant experience in recruiting coordination and possess strong organizational skills. This remote role will support the Intern and Fellow program, ensuring efficient recruiting activity and data management.

Qualifications

• 2-4 years of experience as a Recruiting/TA assistant or 5-7 years of comparable work experience.
• Intermediate proficiency in Microsoft Office applications.
• Experience supporting new hire onboarding.
• Strong organizational skills to manage multiple job openings.

Responsibilities

• Coordinate phone screens and interview scheduling with applicants.
• Assist with the preparation of offer letters.
• Maintain accurate candidate data in the ATS.
• Respond to candidate inquiries about the recruitment process.
• Track recruiting activity for the Intern and Fellow program.

Skills

Recruiting coordination

Interview and phone screen scheduling

Candidate communications

Applicant tracking system (ATS) management

HRIS data maintenance

Onboarding coordination

Multitasking

Administrative support for talent acquisition

Time management

Problem-solving in recruitment operations

Education

Associate's degree in Human Resources, Business Administration, or a related field

Tools

Microsoft Office

ATS

Job description

Salary Range: $47,800 - $52,000 per year

Location: San Jose, CA - Remote Role

Job Summary:

The Recruiting Assistant provides operational and administrative support to the Talent Acquisition (TA) team, with a primary focus on the Intern and Fellow program. Responsibilities include coordinating phone screens and interviews, assisting with onboarding, maintaining candidate data in the applicant tracking system (ATS), and tracking recruiting activity.

Duties and Responsibilities:

• Coordinate phone screens and interview scheduling with applicants and hiring managers.
• Send interview confirmations, rejection notices, and background check invitations as appropriate.
• Collect interview evaluations and ensure timely submission from hiring managers and panelists.
• Assist with the preparation of offer letters and onboarding materials.
• File and maintain electronic candidate records.
• Maintain accurate candidate data in the ATS, including contact information, documentation, interview notes, and communications.
• Support the recruiting team with data needs, reporting, and special projects.
• Track recruiting activity for the Intern and Fellow program.
• Support other administrative tasks and recruitment projects as needed.
• Respond to candidate inquiries about the recruitment process.
• Keep internal managers updated on the status of open positions.
• Adhere to work performance norms and attendance expectations.
• Perform other duties as assigned.

Requirements and Qualifications:

• Associate's degree in Human Resources, Business Administration, or a related field, plus 2-4 years of experience as a Recruiting/TA assistant, OR 5-7 years of comparable work experience.
• Organizing and managing candidate data.
• Intermediate proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams).
• Intermediate proficiency with ATS for efficient recruitment support.
• Advanced coordination and scheduling of phone screens and interviews.
• Experience supporting new hire onboarding.
• Tracking recruiting activity and maintaining candidate data in an HRIS/ATS.
• Recruitment compliance requirements.
• Current trends and best practices in recruitment.
• Communicate effectively and build rapport with candidates and hiring managers.
• Strong organizational skills to manage multiple job openings and recruitment tasks.
• Address recruitment challenges and collaborate to make effective decisions.
• Adapt to changing recruitment priorities and needs.
• Work effectively with cross-functional teams.
• Manage multiple scheduling requests and meet deadlines.

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Candidates for this position must qualify as a W2 candidate.

Desired Skills and Experience

• Recruiting coordination
• Interview and phone screen scheduling
• Candidate communications
• Applicant tracking system (ATS) management
• HRIS data maintenance
• Candidate data organization
• Recruiting activity tracking
• Intern and fellow program support
• Onboarding coordination
• Offer letter preparation support
• Background check coordination
• Interview evaluation collection
• Recruitment reporting
• Recruitment compliance
• Administrative support for talent acquisition
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• Stakeholder communication
• Candidate relationship management
• Hiring manager support
• Cross-functional collaboration
• Time management
• Multitasking
• Deadline management
• Recruitment best practices
• Healthcare recruiting exposure
• Problem-solving in recruitment operations