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). FormBIA-4432should be submitted with the application. For more information about Native American Preference in employment pleaseclick 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 emailingor by calling . For more info on EEOC please visitEEOC KNOW YOUR RIGHTS

Work Environment