Recruiting Coordinator

3 days ago

Sunnyvale, CA, United States Institute of Foundation Models Full time

About the Institute of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team, you'll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers.

The Role

Coordinate high-velocity recruiting across teams

• Schedule and confirm interviews in Lever across multiple time zones

• Interface with candidates and interviewers to ensure smooth, timely processes

• Proactively troubleshoot conflicts, reschedules, and miscommunications

Deliver world-class candidate and interviewer experience

• Craft warm, polished email templates and communications

• Ensure candidates are informed, prepared, and supported every step of the way

• Send timely reminders for interviewer feedback and drive process follow-through

Own and evolve recruiting operations

• Build lightweight systems for coordination that scale as we grow

• Identify and close process gaps with humility and speed

• Collaborate across recruiting, hiring, and leadership to continuously improve

Key Responsibilities

• Interview Scheduling - Coordinate multi-stage interviews through Lever, ensuring speed and accuracy.

• Candidate Experience - Write and maintain templates, schedule prep sessions, and provide real-time support.

• Interviewer Support - Confirm interview schedules, nudge interviewers for timely feedback, and keep everyone aligned.

• Process Management - Track pipeline stages, update dashboards, and close loop across stakeholders.

• Communication - Act as the friendly, responsive face for the candidates and internal teams.

Qualifications

Must-Haves

• 4+ years total experience, with at least 2+ years in recruiting coordination

• Expertise in Lever (ATS)

• Exceptional organizational skills and attention to detail

• Clear, kind communication and calm under pressure

• Proven ability to operate autonomously in fast-paced, high-change environments

• Humble, supportive mindset - you see yourself as a service leader

Nice-to-Haves

• Experience in fast-scaling startups or technical recruiting environments

• Familiarity with calendar tools, Slack, Microsoft Teams, and interview scheduling best practices

• Track record of creating recruiting templates, trackers, or internal docs

Compensation & Benefits

• Hourly Rate: $30-$35/hour, depending on experience

• On-site perks: complimentary lunch, gym access, and a short walk to Sunnyvale Caltrain

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