Recruiting/Scheduling Coordinator
: Job Details :

The Recruiting/Scheduling Coordinator is responsible for managing the scheduling of over 2000 interviews and constructing 300+ interview schedules per semester with meticulous accuracy. This person also has direct responsibility to maintain a smooth recruitment experience for employers using our jobposting process, on-campus recruitment, and other options to brand themselves on campus. The role involves project management, cultivating positive relationships with employers, effective communication with various stakeholders, and proficient use of critical software tools such as Handshake and Excel.The Office of Career Services is seeking a highly organized and motivated individual to join our team. The ideal candidate will have excellent communication skills, attention to detail, and the ability to work in a fast-paced environment. As a Recruiting/Scheduling Coordinator, you will play a crucial role in connecting students with employers, organizing career events, and facilitating recruitment processes.The employee must be able to effectively handle a high volume of inquiries, display problem-solving, critical thinking skills, and exercise flexibility at all times while presenting warm and friendly behavior, and the ability to work independently and under pressure.Primary Function of Organizational UnitThe Office of Career Services (OCS) provides innovative, comprehensive, and progressive interdisciplinary programs, services, and resources to assist the University's 13,400+ undergraduate and graduate students and recent alumni in launching their careers. Career Services is customer-focused and centralizes the functions of career development/counseling, full-time employment, on-campus student employment, summer internships, cooperative education, and part-time employment. The OCS brings 1200+ employers to campus and shares more than 55,000 position announcements yearly. Individuals formally enrolled in a degree-granting program at the University, or alumni, are eligible to use the facilities, programs, and services.Work Hours 8:00 a.m. - 5:00 p.m., Monday-Friday / Employee may be required to work outside primary office hours in order to handle work load. Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.Key Responsibilities and Related CompetenciesRequired Competency Knowledge - Program DutiesOn-campus Recruiting:* Coordinate and/or assist with the delivery of comprehensive on-campus recruiting programs and services for students, alumni, the University community, and external constituencies. Perform the following tasks.* Information Sessions: Manage the execution of information sessions including: Communicating with employers to establish, approve, and post sessions via Handshake, creating and updating the event in Handshake, coordinating logistics with campus constituents, disseminating marketing material to key contacts for posting, advertising via plasma screens, emails, and social media; obtain a list of the attendees to input into Handshake. On occasions host the sessions if a staff person is needed on-site.* Interview Schedules (full-time/co-op/internship) and Job Postings/Student Employment: Review for accuracy, approve, and post schedules (over 1,000 per academic year). Adjust as needed. Email employer confirmation packets. Follow the same dissemination and marketing procedures as for information sessions. Monitor sign-ups and communicate with eligible students, colleges, departments, Associate Director of Experiential Learning, and Assistant Director of Employer Relations/Social Media to encourage student participation. Apprise employers/campus hiring managers of the interview schedules or job posting status. Manually sign up students who are unable to apply via Handshake. During recruiting season orientate employers regarding the interview day (i.e., greet employers, provide them with interview schedule packets, issue a parking pass, escort them to an assigned interview room, administer evaluations at the end of the day, and prepare interview rooms for the next day). Coordinate Next-Day Interviews (NDI), which take place after the career fair.* Workshops/Webinars: Assist in developing and facilitating workshops/webinars for employers on registering, creating interview schedules, posting jobs in Handshake, best practices, and new employer orientation. Assist Career Advisors in facilitating workshops to students on signing up for interviews and applying for job postings.Events Management (Planning and Logistics):* Manage the process of collecting university and community event dates to assist in creating the annual office and employer calendar of events. Communicate with internal and external customers (i.e., University Events Center, Sodexo, Building Representatives, Campus Security, Housekeeping, Employers, and the Events Coordinator) to oversee the overall planning and logistics for approximately 100+ activities including date selections, venue requests, set-up/breakdown procedures, catering options, processing requisitions, and identifying equipment needs. Requires a great deal of attention to detail, follow-through, and on occasions re-scheduling.* Coordinate logistical meetings with OCS/UEC staff prior to all major events.* Work closely with employers and career services staff to develop marketing material (fliers, plasma screen announcements, social media postings) to advertise upcoming events and employment opportunities. Collaborate with schools/colleges, student services directors, to implement strategic marketing initiatives to reach the desired target audiences.Required Competency Office Technology Duties* Utilize Handshake: 1) maintain student and employer records, 2) manage recruiting databases and platforms for on-campus recruiting services and job posting positions, 3) approve new employer/campus hiring manager and/or one-stop registrations, 4) update existing accounts, 5) track interview schedules/job postings, 6) generate reports, and 7) assist students with password resets, signing up for interviews, accessing/applying to job postings, and RSVPs, and 8) troubleshoot* Utilize R25, the University Events Center's online scheduling system to process event requests.* Create surveys/registration forms using Qualtrics for information session requests, next-day interviews.* Generate on-campus recruiting reports (i.e., interviews, schedules, employer demographics/history/contacts, information sessions, career fair financials-checks, and a monthly individual staff summary).* Continuously enhance technology skills including the use of existing technical platforms (Handshake, R25, AggieMart, Banner, and Qualtrics), social media (Facebook, LinkedIn, etc.), and research new ones that can enhance efficiency and productivity.Required Competency Communication - Verbal/Written Duties* Collaborate with a diverse group of constituents to build and maintain effective working relationships with key collaborators to carry out the mission of career services.* Serve as a liaison to campus departments and campus hiring managers regarding on-campus recruiting/student employment activities. Maintain a list of key contacts (campus directory). Assist in following through on OCS appreciation gestures (i.e., distributing care packets, sending thank you notes, following up on emails in a timely manner, performing periodic outreach calls, and acknowledging special occasions/nationally recognized days).* Coordinate meetings and facilitate connections between employers, students/ student organizations to include their advisors, and alumni through information sessions, on-campus interviews, tabling events, resume books, and other recruiting activities.* Coordinate meetings with administrators, deans, chairperson, faculty, staff, and OCS to cultivate relationships with employers.* Develop recruiting packets for new employers to initiate partnerships and branding opportunities.* Acts as first-level welcome reception for all employers visiting campus for recruitment programs provides assistance in any setup needs, and maintains a positive experience for them as long as they are on campus* Coordinates with university partners on scheduling, procedures, and resource integration to ensure a smooth recruitment experience for employers connecting at any point in the university.* Ultimately responsible for the events; responding to employer needs in an efficient and processes oriented manner* Maintains accurate and constant communication with employers seeking to participate in recruitment activities on campus to ensure policies and procedures are understood and followed* Maintains active communication with university partners to coordinate resources needed to provide employers with a smooth and positive recruitment experience on campus* Serve as the lead for organizing employer campus visits.Required Competency Information/Records Administration DutiesAccounts Payable/Purchasing* Career Fair Payment/Receipts: Receive and receipt checks from employers for all career fairs. Enter payment information into Handshake. Email an updated invoice (receipt) to the employer's contact person. May also be required to process credit card payments.* Purchase Orders (Requisitions): Process requisitions for office supplies, meals, marketing material, and temporary employment using AggieMart. Receive items via Banner.* Supports the career fairs team with employer operations as needed, and other duties as determined by lead team members.* Maintains reports and forms on a daily, monthly, and annual basis; filing and maintaining accurate employer documents and records, interview schedules, resume referrals, hire reports, web resume book requests, and access as appropriateRequired Competency Problem Solving/Decision Making/Crisis Management Duties* Coordinates all aspects of office recruitment systems for employers* Coordinates/manages daily operation of the employer-facing front desk ensuring appropriate coverage of customer service at all recruitment locations each day* Supervises team of student workers including day-to-day supervision and performance appraisal; trains as needed* Collaborates with office manager to ensure satisfactory coverage of main desk when volume is heavy or receptionist is absent* Supports the career fairs team with employer operations as needed, and other duties as determined by the lead team member* Independently resolves customer problems by relying on extensive program knowledge, analytical skills, and research of past actions. Provides factual or procedural information to clients and staff