Staffing Coordinator

eTeam; Deerfield (IL); Hybrid; USD 39,000 - 47,000; Full time

Job summary

Baxter is seeking a Recruiting Coordinator to support the Operations - Solutions Recruiting Team in Deerfield, IL. The role involves onsite coordination with a hybrid schedule, handling complex interview logistics across time zones, and preserving a high-touch candidate experience.

The ideal candidate will have 1-3 years in scheduling/coordinator roles, strong communication, and proficiency with Outlook, MS Office, and ATS tools. Onsite responsibilities are balanced with remote support as needed.

Qualifications

• Bachelor’s degree or equivalent is required.
• 1-3 years of experience in a coordination role, onsite or in-house.
• Experience with Applicant Tracking Systems and administrative tools.
• Proven expertise with complex and high-volume scheduling.
• Excellent verbal and written communication skills.
• Outstanding organizational skills and attention to detail; proficient with Outlook, Excel, Word, PowerPoint.
• Familiarity with recruiting tools and technologies; ability to manage high-volume requests; HR experience preferred.

Responsibilities

• Provide system support to Hiring Managers and Recruiters; act as Subject Matter Expert on Workday Recruiting and processes.
• Coordinate interview availability with managers and candidates; respond to queries.
• Use tools to schedule, confirm interviews, book meeting rooms, arrange travel and logistics.
• Contribute to a first-class candidate experience and represent the TA team externally.
• Send and track candidate assessments.
• Assist recruiters with reviewing and producing offer letters and employment agreements.
• Support candidates through post-offer processes for onboarding.
• Build positive relationships with internal and external stakeholders.
• Manage candidate expenses and purchase orders.
• Review new requisitions for accuracy and allocate to recruiters.
• Participate in continuous improvement projects.

Skills

Scheduling

Background checks

High-volume scheduling

Time zone coordination

Attention to detail

Organization

Follow-up

Education

Bachelor’s degree or equivalent

Tools

Workday Recruiting

Outlook

Excel

Word

PowerPoint

Applicant Tracking Systems

Job description

Job Title: Recruiting Coordinator

Location: Deerfield, IL (Hybrid). Duration: 1+ Month

Note: Must be Onsite in Deerfield with a hybrid schedule of 3 days onsite; can be flexible on the days.

Work Schedule: Normal business hours

Interview Process: 1st Round Teams interview, 2nd/final onsite if possible

Top 3-5 Must-Have Non-negotiable Skills Required

1. Experience with calendar management and scheduling, and background checks. Will do more background checks than scheduling.
2. Ability to manage and prioritize a high volume of requests
3. High level of attention to detail- hiring managers are located in all 50 states with different time zones; this person must be able to pivot and schedule accordingly, quickly, without error
4. Ability to stay organized with the dedication to follow up

Is a bachelor’s degree required? no

How many years of recent experience does this person need to have? 1 year of experience with scheduling- this could be an internship or part-time job where they had to keep an organized, high-volume schedule. Would also consider a student graduating in May who has demonstrated an interest in the HR field.

Nice to Have Skills

1. Managing scheduling in a Talent acquisition environment
2. Outlook exposure to SharePoint and ability to navigate a shared document hub
3. Familiar with different functionalities within Outlook example- Templates

The role of a Recruitment Coordinator is to act as guardian of the candidate experience and to ensure that all logistical and administrative aspects of the Talent Acquisition process are executed with precision and a high, customer service orientation. You will skillfully navigate and resolve scheduling conflicts and logistics towards positive outcomes and be able to work independently. You will drive the internal brand of TA forward through your outstanding engagement with others and work effectively to represent Baxter externally.

In this role, you will play a critical role in supporting our Operations - Solutions Recruiting Team. This team is based across a number of sites and your role will comprise providing onsite and remote support to your team. Your key accountabilities will range from seamlessly arranging complex interview requests across our business to playing an active role in facilitating successful candidate interview days. Your high, customer service orientation, attention to detail and outstanding communication skills will make you an integral part of the success of this team.

Key Responsibilities

• Provide system support to Hiring Managers and Recruiters as required and act as a Subject Matter Expert on Workday Recruiting and recruiting processes.
• Work with hiring managers and candidates to secure interview availability and respond to queries
• Utilize relevant tools and systems to accurately schedule and confirm interviews, book meeting rooms, arrange travel and any supporting logistics
• Contribute to a first-class candidate experience and act as the face of the Baxter Talent Acquisition team when meeting and greeting candidates
• Send and track candidate assessments
• Support your Recruiters in reviewing and producing offer letters and employment agreements
• Play an active role in supporting candidates through post offer processes to contribute towards a positive onboarding experience
• Proactively build positive relationships with internal and external stakeholders
• Manage candidate expenses and purchase order generation
• Accountable for timely review of new requisitions for accuracy, completeness, and prompt allocation to the relevant recruiter
• Participate in continuous improvement projects

Experience & Qualifications

• Bachelor’s degree or equivalent
• 1-3 years' experience in a coordination role, ideally within an onsite or in-house team
• Experience with Applicant Tracking Systems and administrative tools
• Proven expertise with complex and high-volume scheduling
• Excellent communication skills (verbal and written)
• Outstanding organizational skills and attention to detail
• Experienced user of Outlook, Excel, Word, PowerPoint
• Capability to interact with people across all levels of business with a high customer service orientation and a focus on building high-quality relationships
• Expertise within recruiting tools and technologies
• Capability to manage and prioritize a high volume of requests in a fast-paced environment and provide remote support
• Experience within Human Resources preferred