Talent Acquisition Assistant (50683)

Capitol Imaging Services; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Capitol Imaging Services Houston is seeking a Talent Acquisition Assistant to provide administrative support to the HR team throughout recruitment and onboarding. You will coordinate pre-employment activities, maintain records, manage compliance, and assist hiring managers across multiple regions, ensuring a smooth candidate experience.

Responsibilities include handling pre-employment screenings, background checks, and maintaining certification records for clinical technologists in a fast-paced

Qualifications

• Associate's degree preferred; equivalent combination of education and experience will be considered.
• 1-3 years of administrative experience, preferably in Human Resources, Talent Acquisition, or healthcare administration.
• Attention to detail with accuracy and quality.
• Excellent organizational and time management skills.
• Strong written and verbal communication.
• Confidentiality and professionalism.

Responsibilities

• Coordinate pre-employment logistics from offer to onboarding.
• Prepare onboarding documents and employment paperwork.
• Serve as point of contact for new hires on documentation.
• Maintain accurate employee records per company policies.
• Coordinate pre-employment drug screenings and background checks.
• Verify completion of all pre-employment requirements before start dates.
• Communicate onboarding status to hiring managers.
• Maintain certification records for technologists and monitor expirations.
• Escalate compliance concerns when certifications near expiration.
• Generate HR reports and support HR initiatives.

Skills

Attention to detail

Organizational skills

Time management

Written and verbal communication

Professionalism and confidentiality

Customer-service mindset

Education

Associate's degree preferred

Tools

Microsoft Office Suite

HRIS

Applicant Tracking Systems

Job description

Job Details: Job Location: CIS Houston Corporate - Houston, TX 77024 Position Type: Full Time Education Level: 2 Year Degree Job Shift: Day Job Category: Human Resources

Position Summary

The Talent Acquisition Assistant provides critical administrative support to the Human Resources department throughout the recruitment and onboarding process. This role is responsible for ensuring a seamless candidate experience by coordinating pre-employment activities, maintaining accurate employee records, managing compliance requirements, and supporting hiring managers across multiple regions.

A key responsibility of this position is maintaining all professional certifications for clinical technologists, ensuring certifications remain current and compliant with company and regulatory requirements. Success in this role requires exceptional organizational skills, outstanding attention to detail, excellent communication abilities, and the ability to manage multiple priorities in a fast-paced healthcare imaging environment.

Essential Duties and Responsibilities

Recruitment & Onboarding

• Assist the Talent Manager in coordinating pre-employment logistics of new hires from offer acceptance through onboarding.
• Prepare onboarding documents and necessary employment documents.
• Serve as a point of contact for new hires regarding required documentation and onboarding questions.
• Ensure all employment records are complete, accurate, and maintained in accordance with company policies.

Pre-Employment Compliance

• Coordinate and monitor pre-employment drug screenings.
• Initiate and track background checks.
• Verify completion of all pre-employment requirements prior to employee start dates.
• Follow up with candidates to ensure timely completion of hiring requirements.
• Communicate with the Hiring Managers where candidates are during the onboarding process.
• Provide timely communication to hiring managers regarding new hire onboarding status, confirming when all pre-employment requirements—including onboarding, drug screening, and background checks—have been successfully completed and the employee is cleared to begin work.
• Maintain strict confidentiality of sensitive employee information.

Certification Management

• Own and maintain certification records for all technologists throughout the organization.
• Monitor certification expiration dates and proactively communicate renewal requirements.
• Coordinate with managers across multiple regions to ensure certifications remain current.
• Maintain accurate certification databases and documentation.
• Escalate potential compliance concerns when certifications are approaching expiration.

Administrative Support

• Maintain accurate employee and applicant records within HR systems.
• Generate reports and track hiring metrics as requested.
• Support various HR initiatives and special projects as assigned.
• Communicate professionally with candidates, employees and managers.

Qualifications

Education and Experience

• Associate's degree preferred; equivalent combination of education and experience will be considered.
• 1-3 years of administrative experience, preferably in Human Resources, Talent Acquisition, or healthcare administration.

Required Skills & Competencies

• Exceptional attention to detail with a commitment to accuracy and quality.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• High level of professionalism and confidentiality.
• Strong computer proficiency, including Microsoft Office Suite (Excel, Word, Outlook) and the ability to learn HRIS and applicant tracking systems.
• Ability to work independently while collaborating effectively with managers across multiple locations.
• Strong follow-up skills and a proactive approach to problem-solving.
• Customer-service mindset with the ability to build positive relationships.

Key Success Factors

• Highly organized and dependable.
• Detail-oriented with the ability to identify and prevent errors before they occur.
• Comfortable working in a fast-paced environment with changing priorities.
• An effective communicator who follows through consistently.
• Committed to maintaining compliance and supporting an exceptional onboarding experience for every new hire.