Recruitment Support Assoc

WVU Medicine; Morgantown (WV); On-site; USD 36,000 - 52,000; Full time

Job summary

WVUH West Virginia University Hospitals is seeking an HR Recruitment Administrative Assistant to provide support for recruitment efforts, coordinate candidate interviews, and assist with onboarding tasks for new hires across WVU Medicine campus and facilities.

The role handles front desk coverage, I-9 processing, relocation support, and sourcing activities while ensuring accurate documentation and communication with recruiters.

Qualifications

• High school diploma or equivalent with 3 years admin/secretarial experience.
• Associate’s degree with 2 years admin/secretarial experience.
• Bachelor’s degree with 1 year admin/secretarial experience.
• Post High School training or education.
• Technical or administrative experience in a Human Resources office.

Responsibilities

• Coordinate candidate interviews per department policy.
• Provide coverage for HR Front Desk (badging, WV Cares, I9s).
• Perform entry-level recruitment activities with appropriate requisitions.
• Maintain documentation of candidate communications (phone/e-mail).
• Complete interview scheduling accurately and timely.
• Document recruitment expenses (advertising, travel, meals, etc.).
• Support relocation by scheduling realtors, tours, community interests.
• Partner with recruiters to track ads and postings.
• Provide sourcing support via portals and social media.
• Assemble recruitment packets.
• Escort candidates and families on campus tours/interviews.
• Coordinate candidate travel and itineraries.
• Facilitate reference and licensure checks.
• Support onboarding activities for new hires.
• Schedule meetings and maintain calendars.
• Reconcile department credit cards monthly.
• Reconcile cash deposits weekly/monthly.
• Provide excellent customer service to recruitment.
• Process department invoices.

Skills

Computer literacy

Communication skills

Confidentiality

Professional demeanor

Initiative

Independent work

Education

HS diploma + 3y

Associate's degree + 2y

Bachelor's degree + 1y

Tools

Microsoft Outlook

Office suite

HRIS

Job description

Provides administrative support for recruitment, and onboarding functions. Assists in the coordination of complex interview schedules for candidates under the direction of the recruitment team. Assists with organizing and completion of pre-employment tasks for candidates and may assist with sourcing tasks. May manage small requisition load for training and development purposes.

MINIMUM QUALIFICATIONS

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE

1. High school diploma or equivalent AND Three (3) years of administrative or secretarial experience;

OR Associate’s degree AND Two (2) years of administrative or secretarial experience;

OR Bachelor’s degree AND One (1) year of administrative or secretarial experience.

PREFERRED QUALIFICATIONS

EDUCATION, CERTIFICATION, AND/OR LICENSURE

1. Post High School training or education.

EXPERIENCE

1. Technical or administrative experience in a Human Resources office.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Supports recruitment function with coordination of candidate interviews in accordance with department policy and procedures.
2. Provides coverage for the HR Front Desk and all responsibilities associated with that function (badging, WV Cares, I9s) as required.
3. Performs entry-level recruitment activities, including carrying compliment of requisitions deemed appropriate by leadership.
4. Provides ongoing updates to assigned recruiters and maintain clear documentation regarding candidate phone and e-mail correspondence.
5. Completes interview scheduling requests in a timely, organized, and accurate manner.
6. Documents recruitment expenses including advertising expenses, visit related expenses (travel, hotel, meals etc.), recruitment firms and other sourcing related expenses.
7. Supports candidate relocation process by scheduling realtors, community and school tours and other community interests for candidates and new hires.
8. Partners with recruiters to ensure successful job advertisement placement and tracking of all advertising.
9. Provides sourcing support through candidate outreach portals such as social media, advertisements, marketing materials
10. Assembles recruitment packets for candidates.
11. Assists recruitment team in escorting candidates and family members on tours and to interviews throughout the WVU Medicine campus and offsite facilities as needed.
12. Coordinates candidate travel arrangements as needed
13. Creates professional, detailed candidate itineraries as needed and ensures proper documentation of interview in Microsoft Outlook and the Human Resources Information System (HRIS).
14. Support recruitment function with facilitation of reference, education, licensure, and certification check processes in accordance with department policy and procedures as directed by assigned recruiters.
15. Supports Talent Acquisition function through tasks may include assembling welcome packets, monitoring overall onboarding process of each new recruit, acting as point of contact for onboarding status questions, etc.
16. Schedules meetings, prepares monthly calendar or maintains appointments calendars, documenting accurate times and contacting appropriate individuals.
17. Reconciles department credit cards on a monthly basis.
18. Reconciles weekly/monthly cash deposits for the department.
19. Provides excellent customer service to recruitment function and potential candidates.
20. Processes department invoices for payment.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Extended periods of sitting.
2. Extended periods of computer and telephone usage.
3. Must be able to move throughout the department work areas.
4. Must have clarity of speaking and hearing.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Cognizant of environmental factors, infection control issues and maintains a safe environment.
2. Standard, high volume office environment.

SKILLS AND ABILITIES

1. Must possess basic computer knowledge and ability to operate standard office software.
2. Must possess strong oral and written communication skills.
3. Must have the ability to maintain high standards of confidentiality.
4. Must have the ability to project a positive and professional image to internal and external customers.
5. Must have the ability to exercise initiative and work independently.

Additional Job Description

Scheduled Weekly Hours

40

Shift

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

557 WVUH HR Recruiting

Address

1 Medical Center DriveMorgantownWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.