Talent Acquisition Assistant (50683)

Capitol Imaging Services; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Capitol Imaging Services, LLC is seeking a Talent Acquisition Assistant to support HR across recruitment and onboarding, ensuring a smooth candidate experience and accurate records in a multi-region healthcare imaging network.

Responsibilities include coordinating pre-employment logistics, administering onboarding, managing compliance, maintaining certification records for technologists, and generating reports on hiring metrics.

Qualifications

• Associate's degree preferred; equivalent combination of education and experience.
• 1–3 years of administrative experience in HR, talent acquisition, or healthcare administration.
• Exceptional attention to detail and accuracy.
• Excellent organizational and time management skills.
• Strong written and verbal communication.
• Ability to manage multiple priorities and meet deadlines.
• High level of professionalism and confidentiality.
• Proficient with Microsoft Office and HRIS/ATS systems.
• Independent work style with cross-regional coordination.

Responsibilities

• Coordinate pre-employment logistics from offer to onboarding.
• Prepare onboarding and employment documents.
• Serve as contact for new hires on documentation and questions.
• Maintain complete and accurate employment records per policy.
• Coordinate and monitor pre-employment drug screenings.
• Initiate and track background checks.
• Verify completion of pre-employment requirements before start.
• Communicate onboarding status to hiring managers.
• Maintain confidentiality of sensitive information.
• Own and maintain certification records for technologists.
• Monitor certification expirations and renewals.
• Coordinate with regional managers to keep certifications current.
• Maintain certification databases and docs.
• Escalate compliance concerns when expirations approach.
• Maintain HR system records for employees and applicants.
• Generate reports and track hiring metrics.
• Support HR initiatives and special projects.
• Communicate professionally with candidates, employees, managers.

Skills

Attention to detail

Organizational skills

Time management

Written and verbal communication

Confidentiality

Independent work

Collaboration

Customer service

Proactive problem-solving

Education

Associate's degree preferred

Equivalent education/experience

Tools

Microsoft Office Suite

HRIS

Applicant Tracking Systems

Job description

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

The ideal candidate is

• 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.