Recruiting Coordinator or Senior Recruiting Coordinator

HR Jobs; Pittsburgh (Allegheny County); Hybrid; USD 28,000 - 39,000; Full time

Benefits offered by this job

Comprehensive medical, prescription,

Retirement savings program

Tuition benefits

Paid time off

Holidays

Life and disability insurance

Transit bus pass

Family Concierge for childcare

Fitness center access

Job summary

Carnegie Mellon University is seeking a Recruiting Coordinator or Senior Recruiting Coordinator to support high-volume hiring and enhance candidate experience. You will coordinate workflow, pre-employment screening, vendor support, and reporting as part of a two-person team.

The role involves creating requisitions, posting ads, scheduling interviews, and managing screening activities across campus. Hybrid Pittsburgh schedule; full-time position with on-site and remote elements as policy evolves.

Qualifications

• Associate’s degree required.
• 2–3 years of office/administrative support or related experience; HR/recruitment preferred.
• 3–5 years total experience for Senior Recruiting Coordinator, with at least 3 years in recruitment or staffing support.

Responsibilities

• Create staff job requisitions in the ATS and ensure correct setup.
• Develop job advertisements communicating opportunities and campus strengths.
• Post ads to external boards and maintain advertising channels directory.
• Manage financial reporting and charge-back processing for ads.
• Coordinate interviews between candidates and hiring teams across campus.
• Initiate and monitor candidate reference checks to ensure timely completion.
• Handle job fair registrations and recruitment events; attend as needed.
• Serve as primary contact for candidates during pre-employment process.

Skills

Administrative support

Recruiting knowledge

HR processes

Candidate experience

Education

Associate degree

Tools

Applicant tracking system

ServiceNow

Microsoft Office

Job description

The Office of Human Resources Talent Acquisition team at Carnegie Mellon University is seeking a Recruiting Coordinator or Senior Recruiting Coordinator to support high-volume hiring operations and strengthen the experience for candidates and hiring teams. This role coordinates recruiting workflow, pre-employment screening, vendor support, and reporting as part of a two-person recruiting coordination team.

Role Responsibilities

• Create staff job requisitions in the applicant tracking system and ensure accurate setup.
• Develop job advertisements that communicate career opportunities and institutional strengths.
• Post job advertisements to selected external job boards and maintain an up-to-date directory of advertising options and channels.
• Manage financial reporting and charge-back processing for paid job advertisements.
• Perform initial reviews and evaluation of employment applications to support hiring workflows.
• Coordinate and schedule interviews between candidates and hiring teams across campus.
• Initiate and monitor candidate reference checks to help ensure timely completion.
• Handle job fair and recruitment event registrations, assist with preparation activities, and attend events as needed.
• Act as a primary, high-touch point of contact for candidates during the pre-employment process, providing clear guidance and proactive communication.
• Review screening activity daily for active candidates, identifying and resolving outstanding items or delays to support timely clearances and start dates.
• Collaborate with the Child Protection Office, HR Leaves team, recruiters, and other stakeholders to track screening progress, address compliance requirements, and support clearance for hire.
• Coordinate end-to-end pre-employment screening, including standard regulatory checks, drug and alcohol testing, credit checks, motor vehicle record checks, and Act 153 child protection clearances.
• Support campus partners with student motor vehicle registration requirements and specialized or recurring annual screening processes.
• Serve as the operational contact for background screening vendors, troubleshooting technical and administrative issues and ensuring timely resolution.
• Facilitate monthly charge-back reporting, reconciliation, and financial allocation for background screening expenses and vendor billing.
• Escalate out-of-scope or potentially adverse screening results to the appropriate adjudication committee and coordinate pre-adverse and adverse action notification steps.
• Analyze and deliver monthly and quarterly reports and performance metrics related to Talent Acquisition activity and pre-employment screening.
• Triage incoming requests through ServiceNow tickets and shared inboxes, providing timely and responsive customer service.
• Partner with HR Compliance to collect, organize, and prepare documentation for internal audits and compliance reviews.
• Identify opportunities to improve recruiting coordination, screening workflows, systems, and overall candidate experience.
• Support strategic Talent Acquisition projects and operational initiatives aimed at increasing efficiency and strengthening service delivery.

Required Qualifications

• Successful pre-employment background check.
• Education: Associate’s degree required.
• Recruiting Coordinator: 2 to 3 years of office, administrative support, customer service, or related experience required. Prior experience in Human Resources, recruitment, staffing, or a related environment preferred.
• Senior Recruiting Coordinator: 3 to 5 years of office, administrative support, customer service, or related experience required, including at least 3 years of direct experience in a recruitment or staffing support role.
• A combination of education and relevant experience may be considered for comparable knowledge.

Tools and Technologies

• Applicant tracking system
• ServiceNow
• Microsoft Office (Excel, Word, PowerPoint)

Location and Work Schedule

Pittsburgh, Pennsylvania (hybrid). This is a full-time (37.5 hours per week), non-exempt (hourly) staff role based in Pittsburgh, PA. The schedule includes on-campus or in-office presence for 3 days per week through December 31, 2026. Effective January 1, 2027, the work posture is expected to transition to four (4) days on-site and one (1) day remote per week. Continuation of any hybrid work arrangement is not guaranteed and will depend on university policy, business needs, and institutional approval.

Employment Details

• Job Function: Talent Acquisition
• Position Type: Staff – Regular
• Pay Basis: Hourly
• Full time

Benefits

• Comprehensive medical, prescription, dental, and vision insurance
• Retirement savings program with employer contributions
• Tuition benefits
• Paid time off
• Observed holidays
• Life and accidental death and disability insurance
• Free Pittsburgh Regional Transit bus pass
• Access to a Family Concierge Team to help navigate childcare needs
• Fitness center access

Additional Information

• Applicants must be currently legally authorized to work for Carnegie Mellon University in the United States.
• Carnegie Mellon University will not sponsor or take over the sponsorship of an employment visa for this opportunity.
• Carnegie Mellon is not a qualifying employer for the STEM OPT benefit; only the 12-month OPT may be used to work at Carnegie Mellon.