TA Coordinator (contract)

MediData; New York (NY); On-site; USD 41,000 - 48,000; Part time

Job summary

Medidata seeks a Contract Talent Acquisition Coordinator to act as the operational backbone of our hiring process, handling heavy, complex interview logistics across multiple time zones and business units. You will be the candidate's primary guide through the interview loop, ensuring a high-touch experience while empowering recruiters and hiring managers to move fast.

In a high-volume environment, you will anticipate bottlenecks, maintain calendar integrity, and continuously optimize scheduling

Qualifications

• 2+ years in Talent Acquisition or Recruiting Coordination in a fast-paced environment.
• Experience handling multi-time-zone interview logistics and complex scheduling.
• Proficient with enterprise calendars and ATS platforms.
• Strong communication with candidates and internal stakeholders.
• Detail-oriented with a proactive, problem-solving approach.

Responsibilities

• Complex interview scheduling for multi-stage and executive interviews across time zones.
• Proactive pipeline management to avoid calendar conflicts and bottlenecks.
• Maintain candidate pipeline in Taleo and ensure data accuracy.
• Provide candidate engagement support with clear instructions and tech checks.
• Partner with 4–6 TA recruiters and hiring managers to optimize interview panel availability.
• Identify workflow gaps and implement scheduling automation or improvements.
• Support ad-hoc TA logistics such as offer docs, background checks, and reimbursements.

Skills

High-volume scheduling

Talent acquisition coordination

Stakeholder communication

Attention to detail

Resilience & adaptability

Tools

Taleo ATS

Microsoft Outlook

Google Workspace

Teams/Zoom

Job description

We are seeking a self-motivated, detail-obsessed, and proactive Contract Talent Acquisition Coordinator to serve as the operational backbone of our hiring process.

In this role, your primary impact will be managing heavy, complex interview logistics across multiple time zones and business units. You will be the candidate's first guide and direct contact point through the interview loop, ensuring a high-touch, seamless candidate experience while enabling our Recruiters and Hiring Managers to move with speed and precision.

If you thrive in high-volume environments, anticipate scheduling bottlenecks before they occur, and pride yourself on keeping complex hiring pipelines moving without friction, this role is for you.

Key Responsibilities

• Complex Interview Scheduling: Manage high-volume, end-to-end scheduling for multi-stage interviews, panel interviews, presentations, and executive interview loops across domestic and international time zones.
• Proactive Pipeline Management: Continually monitor calendars, anticipate interviewer conflicts, re-route schedules on the fly, and resolve calendar gridlocks before they impact candidate velocity or interviewer experience.
• ATS & Tool Administration: Maintain candidate pipeline integrity within our enterprise ATS (Taleo), updating candidate statuses, sending automated reminders, creating scorecards, and ensuring data accuracy across all open requisitions.
• Candidate Engagement & Support: Serve as the primary, high-touch point of contact for candidates throughout the interview phase—providing clear interview instructions, tech-check guides for virtual loops (MS Teams/Zoom), and timely updates.
• Recruiter & Hiring Manager Partnership: Partner closely with 4–6 TA Recruiters and cross-functional hiring managers to streamline communication, reduce time-to-fill, and optimize interview panel availability.
• Process Optimization: Identify manual gaps or friction points in the scheduling workflow and proactively implement solutions or automation to speed up interview orchestration.
• Ad-hoc Talent Operations: Support additional TA logistics as needed, such as offer document preparation, background check tracking handoffs, and candidate expense reimbursement processing.
• Experience: 2+ years of dedicated Talent Acquisition / Recruiting Coordination experience in a fast-paced technology, SaaS, or life science environment.
• Heavy Scheduling Expertise: Proven track record of managing 20+ complex interview setups per week involving multi-member panels, executive leadership, and varying time zones.
• Self-Motivated & Action-Oriented: A proactive mindset—you don't wait for issues to be flagged; you spot calendar conflicts early, troubleshoot independently, and present solutions.
• Proficiency: Proficiency with enterprise ATS platforms (ideally Taleo)
• Calendar Skills: Power user of enterprise calendar systems (Microsoft Outlook, Google Workspace).
• Extreme Attention to Detail: Flawless organization skills—ability to manage high transaction volumes without letting candidates, calendar invites, or communications slip through the cracks.
• Communication & Hospitality Mindset: Exceptional written and verbal communication skills with a customer-service orientation toward candidates and internal stakeholders alike.
• Resilience & Adaptability: Ability to stay calm and resourceful in an ever-changing environment where interview priorities and leadership schedules shift rapidly.

Why Join Medidata’s TA Team?

• Direct Business Impact: Your operational efficiency directly accelerates our ability to hire the engineers, data scientists, and clinical experts building life-saving technology.
• High-Performing Culture: Work alongside a collaborative, collaborative People & Culture organization dedicated to innovation and team success.

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As with all roles, Medidata sets ranges based on a number of factors including function, level, candidate expertise and experience, and geographic location.

The hourly range for positions that will be physically based in the NYC Metro Area is $30-35/hr.

Note: Please be on the lookout for job scams. Medidata recruiters will never ask applicants for monetary compensation, credit card, or banking details.