Recruitment Support Assoc

WVU Medicine; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown, WV, seeks an administrative assistant to support recruitment and onboarding activities, coordinate interview schedules, and help with pre-employment tasks for candidates. The role also covers front desk duties and candidate relocation logistics.

Responsibilities include sustaining documentation in HRIS, assisting with onboarding status, coordinating travel, and supporting recruiters with ad placement and candidate outreach, while maintaining

Qualifications

• High school diploma or equivalent and 3 years of admin/secretarial experience.
• Associate's degree with 2 years of admin/secretarial experience.
• Bachelor's degree with 1 year of admin/secretarial experience.

Responsibilities

• Coordinate candidate interviews in line with department policy and procedures.
• Provide coverage for HR Front Desk duties (badging, WV Cares, I-9s).
• Perform entry-level recruitment activities and manage assigned requisitions.
• Maintain documentation of candidate phone and email correspondence.
• Schedule interviews and travel arrangements for candidates.
• Document recruitment expenses (advertising, travel, agencies).
• Support candidate relocation by arranging tours and community visits.
• Collaborate with recruiters to place ads and track recruitment activity.
• Assist sourcing through candidate outreach portals and social media.
• Assemble recruitment packets and escort candidates on tours of WVU Medicine facilities.
• Prepare itineraries and log interviews in Outlook and HRIS.
• Coordinate reference, education, licensure, and certification checks.
• Assist Talent Acquisition with onboarding tasks and welcome packets.
• Schedule meetings and manage calendars; reconcile department expenses.

Skills

Communication skills

Confidentiality

Independent work

Customer service

Education

High school diploma or equivalent

Associate’s degree

Bachelor’s degree

Tools

HRIS

Microsoft Outlook

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:

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:

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:

Company:

WVUH West Virginia University Hospitals

Cost Center:

557 WVUH HR Recruiting

Address:

1 Medical Center Drive

Morgantown

West 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.