Recruiting Operations Assistant

Recruiting Operations Assistant

Position Description

Position Summary

The Recruiting Operations Assistant supports the Recruiting team by owning the administrative data and coordination functions of the Recruiting cycle. This role ensures Recruiters remain focused on Sourcing Relationship Management and Filling Shifts not paperwork follow-up or system maintenance. The assistant will manage Candidate documentation maintain Salesforce accuracy coordinate Healthcare Provider (HP) communication and partner closely with Credentialing and Payroll to ensure a seamless experience from initial contact through Assignment start. The goal is simple: increase recruiter productivity and accelerate provider placement speed.

Duties and Responsibilities

Recruiter Support and Process Ownership

Serve as the operational partner to assigned recruiters managing all administrative and coordination tasks tied to Candidate and shift activity.

Maintain Salesforce with real-time updates for Applications Placements and Provider Status.

Prepare and send Candidate Intake Forms (CIFs); track follow up and update returned information including Licenses References and Documentation.

Monitor missed time punches HIMs forms and compliance documents; follow up to resolution.

Complete and process Change Forms for Pay Rates Schedules and Assignment adjustments.

Manage communication including Offer Letters Travel Assignment Confirmations (TAC) Extensions Declines and Rejections.

Track recruiter activity and ensure accurate reporting for commission calculations and productivity metrics.

Candidate Intake and Credentialing Coordination

Manage Candidate file completeness by gathering verifying and uploading all required documents (Licenses Certifications Immunizations References).

Partner with the Credentialing team to ensure Candidate packets are accurate and submitted to Client facilities without delay.

Maintain visibility of Clinician progress from application through onboarding identifying and escalating bottlenecks.

Scheduling and Shift Management

Update and maintain the Shifts Filled report to ensure alignment with client schedules.

Track provider availability confirmations cancellations and extensions.

Communicate schedule changes and updates between recruiters credentialing and payroll teams.

Interview and Assignment Coordination

Schedule interviews between HPs and Recruiters or facility representatives.

Ensure HPs receive clear communication regarding position details pay rates schedules and expectations.

Coordinate start logistics including travel details lodging and facility onboarding instructions when applicable.

Reporting and Data Integrity

Audit Salesforce weekly to confirm all Applications Presentations Placements and Extensions are accurately documented.

Generate status reports for Recruiter performance metrics including calls Presentations and Placements.

Monitor turnaround times and provide actionable insights to improve efficiency.

Continuous Process Improvement

Identify repetitive administrative tasks that slow Recruiters down and propose automation or delegation strategies.

Document workflows and support standardization of best practices across the Recruiting team.

Stay current with healthcare staffing compliance and credentialing requirements to ensure accuracy in Candidate files.

Performance Indicators

Accuracy and timeliness of Salesforce data entry and documentation.

Reduction in recruiter administrative workload.

Cycle time from provider intake to submission.

Provider onboarding turnaround time.

Recruiter satisfaction and productivity improvement.

Native American Preference: Preference in filling vacancies is given to qualified Native American candidates in accordance with federal law (Title 25 USC Section 472). Form BIA-4432 should be submitted with the application. For more information about Native American Preference in employment please click here .

Equal Opportunity Employer: Tribal Health is 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 protected veteran status. We value the skills experience and dedication that veterans bring to the workplace and qualified veterans are encouraged to apply. Tribal Health is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability please let us know by emailing or by calling . For more info on EEOC please visit EEOC KNOW YOUR RIGHTS

Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job the employee may be required to frequently stand walk sit bend twist talk hear and perform repetitive motions. There may be prolonged periods of sitting keyboarding reading as well as driving or riding in transport vehicles. Specific vision abilities required by this job include reading distance computer and color vision. Talking and hearing are essential to communicate with clients vendors and staff. Overnight travel may be required from time to time.

There are a number of deadlines associated with this position. The employee must be able to handle frequent interruptions and must also multi-task and interact with a wide variety of people on various and at times complicated issues.

Other:

All employees must uphold all principles of confidentiality and patient care to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination

This position may be subject to a 101-630 background check in an effort to ensure compliance with public law 101-630 Indian child protection and family violence prevention act. Candidates for positions that require a 101-630 background check must be able to successfully pass a background and character investigation in compliance with pl 101-630.

All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.