Talent Acquisition Coordinator (Contract)

Vaxcyte; San Carlos (CA); Hybrid; USD 65,000 - 69,000; Full time

Job summary

Vaxcyte is seeking a Talent Acquisition Coordinator to join a high-impact, hybrid Talent Acquisition team in the San Carlos, CA area. This 12-month contract role delivers exceptional scheduling support for candidates and hiring teams, coordinating interviews, travel, and reimbursements while partnering with recruiters and executive assistants.

You will drive efficient workflows, maintain accurate candidate records in Greenhouse, and ensure a smooth interview process from first contact to

Qualifications

• Bachelor’s degree or equivalent experience required or preferred.
• 1–3 years in a coordination or recruiting-support role or related fields.
• Experience with Greenhouse or similar ATS is a plus.
• Excellent written, verbal, and interpersonal communication with all levels.
• Strong customer-service orientation and candidate care.
• Self-starter who solves problems and improves workflows.

Responsibilities

• Coordinate interview scheduling for roles across the company, in coordination with recruiters and hiring managers.
• Manage interviewer calendars, virtual and onsite logistics, and interview debriefs.
• Log reschedules and keep candidate records in the ATS as the system of record.
• Provide proactive, solution-oriented scheduling support and look for workflow improvements.
• Partner with executive assistants to align calendars and resolve conflicts.
• Ensure a welcoming onsite experience for candidates and manage travel reimbursements.

Skills

Interview scheduling

Candidate experience

Communication

Calendaring

Time management

Education

Bachelor’s degree or equivalent experience

Tools

Greenhouse ATS

Job description

Join our Mission to Protect Humankind!

Vaxcyte is a clinical-stage vaccine innovation company engineering high-fidelity vaccines to protect humankind from the consequences of bacterial diseases, which have serious and costly health consequences when left unchecked. Working to eradicate or treat bacterial infections such as invasive pneumococcal disease, Group A Strep, and Shigella is just the beginning. Our path to success is clear and well-defined, and Vaxcyte is set up to go the distance.

WHAT we do is every bit as important as HOW we do it! Our work together is guided by four enduring core values:

• RETHINK CONVENTION: We bring creative and intellectual diversity to every facet of the work we do in order to innovate and re-innovate the way vaccines are delivered.
• AIM HIGH: We embody our collectively audacious goal to courageously make the most complex biologics ever attempted to protect humankind.
• LEAD WITH HEART: Everyone leads at Vaxcyte with a kindness-first, inclusive approach to collaboration and vigorous debate that advances our business objectives.
• MODEL EXCELLENCE: The magnitude of our challenge requires our shared commitment to demonstrating integrity, accountability, equality and clarity across communications and decision making.

Summary

At Vaxcyte, we are on a mission to protect humankind from the consequences of bacterial diseases through the development of high-fidelity vaccines. As we grow, we are looking for a Talent Acquisition Coordinator to join our collaborative, fast-moving Talent Acquisition team.

This is a high-impact, hybrid role for someone who delivers outstanding service to candidates, hiring managers, and interviewers alike, and who brings judgment to scheduling. You will coordinate interviews for roles across the company, partner closely with recruiters, hiring managers, interviewers, and our executive assistant team, and bring a proactive, solution-oriented mindset to everything you do. Depending on your experience, you will either take on complex interview schedules from the start or ramp into them over time.

If you are reliable, think in systems, look for ways to make the team’s work easier before being asked, and solve scheduling problems before they surface, we would like to meet you.

This is a full-time contract role, 40 hours per week, onsite in San Carlos, CA three days per week.

Essential Functions

• Deliver a high level of customer service to every stakeholder in the process: candidates, hiring managers, and interviewers.
• Guide candidates through scheduling, from the first availability request through interview day, acknowledging every message and adding a personal touch.
• Coordinate interviews (virtual and onsite) for roles across the company, with the opportunity to take on complex schedules as you ramp.
• Claim each new scheduling request and follow that candidate to the end of the process; hand off cleanly when covering for a teammate.
• Acknowledge candidate availability the same business day and confirm schedules quickly once availability and interviewer responses are in.
• Partner closely with the executive assistant team to coordinate interviewer calendars and resolve conflicts.
• Schedule interview debriefs by default, placed on the calendar when the schedule is confirmed.
• Review each schedule for total length, interviewer order, breaks, and time zones before it reaches the candidate; push back with an alternative when a schedule will not work.
• Manage recruiting calendars, Teams and Zoom logistics, and conference room bookings; greet onsite candidates and ensure a welcoming experience.
• Coordinate candidate travel and process reimbursements.
• Log reschedules and cancellations in Greenhouse with source and reason; keep candidate records and activity current in Greenhouse as the system of record.
• Look for ways to improve workflows and give recruiters time back: spot recurring friction, bring forward solutions, and take on work proactively rather than waiting to be asked.
• Communicate early about blockers, needs, and time off so coverage is arranged and nothing drops.

Requirements

• Bachelor’s degree or equivalent experience.
• 1-3 years in a coordination or recruiting-support role; related or transferable experience is welcome (for example, office coordinator or administrative assistant).
• Experience with Greenhouse or another modern ATS a plus.
• Excellent written, verbal, and interpersonal communication, with the ability to interact confidently with all levels, including senior executives.
• A strong customer-service orientation and genuine care for the experience of candidates, hiring managers, and interviewers.
• A self-starter who is a natural problem-solver and troubleshooter, looks for ways to support the team, and wants to make an impact whether asked or acting on their own ideas.
• High attention to detail, strong time management, and organizational skills.
• Stays calm under pressure and juggles competing priorities.
• A collaborative, growth-oriented mindset and the ability to build repeatable, efficient workflows.

Reports to: Sr. Manager, Talent Acquisition

Location: San Carlos, CA

Work Arrangement (may be adjusted based on business needs, job responsibilities, or changes to company policy):

Hybrid (minimum of 3 days per week onsite)

Expected Contract Length: 12 months

Hourly Range:$47.00 - $50.00 (SF Bay Area). Hourly ranges for non-California locations may vary.

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Equal Opportunity

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Recruitment Fraud Notice

Please be aware of fraud or scams from individuals, organizations and/or internet sites claiming to represent Vaxcyte in recruitment activities. Vaxcyte has an established recruitment process for all positions prior to issuing an offer for employment and we will never extend unsolicited employment offers or ask candidates to provide financial or sensitive personal information as part of the application process. All legitimate communication from Vaxcyte will come from an official @vaxcyte.com email address. Qualified and interested candidates should apply to current openings at vaxcyte.com/careers.