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City of Hope Recruitment Coordinator in Irwindale, California

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

Provide administrative, logistical, and customer support to the Recruitment team, Hiring Managers, and Candidates to ensure efficiency and accuracy regarding the application, selection, hiring, and on-boarding process. Uses applicant tracking and HRIS system(s) to enter, search, compile, and disposition data.

Essential Functions:

  • Posts/unposts job positions on Intranet and external sites. Ensures postings are accurate. Assists recruiters with other criteria as part of the posting process (i.e. pre-screening questions).

  • Coordinates candidate testing and interviews, including travel and interview schedules, prepares itineraries, and communicates travel/interview arrangements to all required participants (recruiter, hiring manager, interviewer, candidates).

  • Processes candidate and recruiter expenditures related to travel, conferences, interviewing, site visits, and relocation.

  • Initiates pre-hire background and sanction checks and reviews results. Notifies Recruiter of any concerns. Ensures paperwork is properly completed and appropriately filed.

  • Prepares and maintains documents related to employment and on-boarding. Ensures appropriate documents are accurately completed and meet policy and/or regulatory requirements as required (i.e. Forms I-9). Uploads certifications, licensure and other required on-boarding documents into HRIS system.

  • Maintains files (insertion and removal of documents) and ensures files are kept neat, organized, and up-to-date.

  • Assists recruiters in researching sourcing avenues (web sites, associations, journals) for various positions.

  • Assists recruiter in applicant flow by pre-screening resumes and evaluating applicants against minimum requirements for the positions. Disposition these candidates in HRIS system if minimum requirements are not met as rejected.

  • Coordinates recruitment conferences/ job fairs and college career fairs (registrations, materials, travel and lodging arrangements, give-always) as requested by the recruitment team. Completes and processes expense reports, check requisitions and other reports associated with these events.

  • Prepares, modifies, and distributes documents and correspondence (i.e. offer letters, fair credit notices, transfer memos, and on-boarding emails) as required or requested.

  • Provides Security with necessary data and photo related to new hires.

  • Creates and distributes new hire orientation logs. Provides new hire data to hiring managers as requested or directed.

  • Orders, maintains, and distributes recruitment and employment related materials for employees and new hires.

  • Consults with Immigration Specialist regarding the accurate completion of paperwork related to the employment of foreign nationals.

  • Follows the processes and policies related to assigning and on-boarding Non Employees (students, interns, fellows, visiting researchers/faculty) to City of Hope.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Position Qualifications:

Minimum Education:

  • Associate’s degree or two years of college coursework is required. Relevant work experience may substitute.

Minimum Experience:

  • Three years administrative experience providing support to multiple people.

  • Two years experience providing coordination support related to recruitment/employment activities.

Required Courses/Training:

  • Type a minimum of 45 WPM

Preferred Education:

  • Associates degree or higher in Business, Human Resources or related area.

Skills/Abilities:

  • Knowledgeable about employment related paperwork including how to correctly complete a Form I-9.

  • Experience using an applicant tracking system (Taleo TBE preferred) and an HRIM system (PeopleSoft preferred)

  • Proficient on using MS Office to include ability to create spreadsheets in Excel and presentations in PowerPoint.

  • Healthcare industry experience strongly preferred.

  • Practice a high level of integrity and honesty in maintaining confidentiality

  • Must have strong attention to detail. Keen attention to detail and an insistence on accuracy. Ability to pay close attention to detail in all work.

  • Ideally have experience with an Applicant Tracking System like Taleo and experience with PeopleSoft

  • Ability to handle high volume workload

  • Demonstrates cultural sensitivity

  • Ability to use Outlook to schedule interviews

  • Foster and promote positive image and professional appearance

  • Exceptional time management skills. Ability to prioritize and manage a variety of tasks and meet deadlines.

  • Team player and previous experience supporting multiple people from an administration capacity.

  • Ability to interface with all sorts of people and handle difficult situations when necessary.

  • Self sufficient and demonstrates initiative, good judgement and a sense of urgency

  • Excellent grammar, vocabulary, and annunciation.

  • Demonstrates superior customer service and problem solving skills. Displays tact and courtesy.

  • Strong computer skills including proficiency on WORD, Excel, and PowerPoint and Internet searching, Web 2.0.

  • Answer telephones Coordinate meetings

  • Proofread documents Input data into computer programs Maintain filing systems Maintain logs Research information

  • Schedule appointments

  • Maintain employee records

  • Excellent oral/written communication skills.

  • Foster and promote a positive customer service image.

Software:

  • HRIS database (PeopleSoft preferred)

  • MS Office Suite 2007

  • Internet/Web 2.0

Machines/Equipment:

  • Calculator

  • Personal computer

  • Fax

  • Photocopier

  • Computer peripheral equipment

  • Digital camera

Working / Environmental Conditions:

  • Atmosphere and environment associated with an office setting Tobacco-free environment

  • Subject to many interruptions Requires judgment that could affect image of The City of Hope

  • Frequent pressure due to multiple calls and inquiries

Physical Demands:

  • Light physical effort (lift/carry up to 25 lbs.) Mostly sedentary work Occasional prolonged standing/walking Occasional reaching, stooping, bending, kneeling, crouching

  • Extensive telephone activity

  • Occasionally copies material for extended periods of time

  • Frequently works at PC involving focused concentration

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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