HR Assistant/Staffing Coordinator

3 days ago


North Chicago, Illinois, United States US Tech Solutions, Inc. Full time

**Job Summary:**

We are seeking a highly organized and detail-oriented HR Assistant/Administrative Assistant for a hybrid role in North Chicago, IL. This 6-month position requires a proactive individual with a minimum of 2 years of experience in staffing coordination or HR.

**Key Responsibilities:**

  • Contact candidates within 48 hours of receiving scheduling requests and process all requests within 3 days.
  • Arrange domestic and international travel for candidates, including accommodations, and process expense reimbursements prior to interviews.
  • Send interview evaluation forms to the interview team 48 hours before interviews; ensure accuracy and send schedules to both the interview team and candidates 5 days prior.
  • Provide continuous updates to recruiters regarding interview schedules and engage with them when scheduling obstacles arise.
  • Ensure that interview schedules and receipts comply with federal mandates (e.g., Sunshine Act, OFCCP requirements).
  • Update candidate statuses in the ATS (Taleo) and upload interview schedules.
  • Interact regularly with hiring managers and administrative assistants at all levels, including VP and C-Suite.
  • Process pre-employment screens, including background checks and drug tests.
  • Deliver high-touch customer service to candidates and hiring managers, ensuring a positive experience.
  • Share weekly scheduling volume updates and assist colleagues to ensure an even distribution of workload.
  • Personally escort high-level candidates (grade 24+) through their interview day to enhance their experience.
  • Lead onsite or offsite hiring events for complex initiatives, managing scheduling, travel coordination, onsite check-ins, event planning, meals, candidate escorting, time management, expense reimbursements, and arranging debrief sessions.

**Requirements:**

  • Minimum of 2 years of experience in staffing coordination or HR.
  • Excellent communication and organizational skills to interact effectively at all levels.
  • Strong written and verbal communication skills, with a focus on customer service, phone etiquette, attention to detail, and follow-up.
  • Ability to handle multiple tasks effectively and prioritize workload.
  • Proficiency in databases and MS Office products.
  • Bachelor's degree preferred; a degree in Human Resources is a plus.

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