Talent Acquisition Support Specialist (Temporary)

This is a temporary assignment working onsite in Fairfield, CA

At NorthBay Health, the Talent Acquisition Support Specialist (Temp), reporting to the Director of Talent Acquisition, provides high-volume administrative, data, and process support to the Talent Acquisition function. This role supports the recruiting process from requisition approval through candidate onboarding by routing requisitions, screening applications, coordinating interview logistics and candidate travel, managing reimbursements and expense reconciliation, and helping resolve pending worker profile and offer-to-employment data issues. The Specialist also responds to candidate inquiries and serves as a key point of support in delivering a seamless, high-touch, and positive candidate experience.

This is a service-oriented role requiring exceptional organization, attention to detail, responsiveness, and the ability to manage multiple priorities in a fast-paced, high-touch environment. The Talent Acquisition Support Specialist works closely with recruiters, hiring managers, and the Director of Talent Acquisition to ensure recruiting operations, processes, and data remain accurate, efficient, timely, and compliant with organizational policies and procedures.

PRIMARY JOB DUTIES

1. Edit and route draft and new requisitions through the approval process, ensuring standardized posting guidelines, compensation, and cost center information are accurate before posting.

2. Coordinate interview schedules and logistics for candidates, recruiters, and hiring leaders — including physicians and clinical leadership — resolving scheduling conflicts across multiple stakeholders.

3. Prepare and distribute interview itineraries, calendar invites, and interview packets for panel participants and candidates.

4. Secure and prepare conference rooms or interview spaces in advance of interviews, both in person and virtual.

5. Coordinate candidate travel accommodation, reservations, and itineraries in support of excellent candidate experience.

6. Serve as a point of contact for candidates throughout the interview process, responding to inquiries regarding schedules, travel, and next steps.

7. Collect and route interview feedback in a timely manner to support hiring decisions.

8. Respond to applicant inquiries received through the HR phone tree, email, or other channels; provide support to applicants experiencing issues with applying, references, or assessment tools, and route to the appropriate recruiter as needed.

9. Monitor and respond to inquiries in shared recruitment mailboxes (e.g., jobs@ and physicianjobs@).

10. Track, reconcile, and process recruitment-related expenses and candidate/non-employee reimbursements, ensuring compliance with organizational policies.

11. Run standard and ad hoc reports from the ATS (Oracle preferred) and other recruitment systems as requested; support compilation of accurate and timely recruitment data and metrics, as requested.

12. Support maintenance of recruitment tracking tools and shared resources (e.g., ORC Oracle, Excel, Smartsheets) to keep requisition and candidate data current.

13. Screen high volume applications against basic requisition qualifications and route qualified candidates to the appropriate recruiter within 24 hours or next business day.

14. As assigned by Director audit offer letters for accuracy prior to and after issuance, and support recruiters with edits and corrections to offer details as needed.

15. Support resolution of pending worker profile action items, flags, or data issues, and reconcile discrepancies that arise between offer acceptance and employment start, partnering with Onboarding, Director and TA Partners to fix issues as they surface .

16. Support projects to maintain the Oracle Recruitment Cloud (ORC) database, including position profiles, candidate/worker profiles, requisition templates, question banks, as assigned

17. Provide administrative support for Talent Acquisition team meetings, including scheduling, agenda preparation, note-taking, and follow-up.

18. Support coordination of recruitment events, career fairs, and community engagement activities, including registration, materials, and attendance tracking.

19. Order, audit, and maintain recruitment supplies and materials

20. Perform other administrative or operational duties as assigned to support the goals of the Talent Acquisition department. Supports HR department as needed or assigned.

1. Education: High School diploma or equivalent. Bachelor's Degree preferred. College level coursework required, work in Human Resources and/or PHR highly desirable.

2. Experience:

• Two (2) years of experience working in a Human Resources department, experience in recruiting coordination, HR administration, physician liaison, or a related HR administrative role.

• Experience with applicant tracking systems (Oracle Recruitment Cloud preferred) and HRIS or scheduling tools.

• Experience with expense reconciliation and candidate/non-employee reimbursement processes preferred

• Previous hospital HR experience preferred.

1. Skills:

Must demonstrate:

• Meticulous, with a focus on accuracy and data integrity.

• Strong organizational skills with the ability to manage multiple priorities and competing deadlines in a fast-paced environment.

• Professional presence in person, on the phone, and virtually, with excellent written and verbal communication skills and a professional, service-oriented demeanor.

• Demonstrated discretion and sound independent judgment when handling confidential candidate and organizational information.

• Proficiency with applicant tracking systems (ATS), preferably Oracle Recruitment Cloud (ORC), scheduling tools, and Microsoft Office/Outlook.

• Comfortable navigating offer, pending worker profile, and pre-employment data within the ATS to identify and support resolution of discrepancies.

• Comfortable coordinating with senior stakeholders, including physicians and clinical leadership.

• Customer-focused, with a commitment to delivering a positive candidate and stakeholder experience.

• Ability to work independently and manage multiple projects simultaneously.

• Basic proficiency in Microsoft Excel for tracking and reporting purposes.

1. Interpersonal Skills:

• Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence.

• Ability to build and maintain effective working relationships with others is essential.

• Ability to communicate effectively and pleasantly to customers reflecting the diversity of the community.

• Capacity to maintain clear thinking, composure, and respect for others under pressure or unpredictable working conditions very important.

1. Knowledge:

• Must be familiar with and have a working understanding of standard federal, state laws and regulations pertaining to employment and EEO.

• Must have a broad understanding of the principles of human resource management and Talent Acquisition processes, policies, procedures, in-depth knowledge of two or more human resource functional areas.

1. Physical Effort:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 80% sitting with use of computer terminal, phones.

• Some walking, bending and lifting of up to 15 pounds.

• Some transporting of oversized equipment.

• May be required to drive to and from various worksites and off campus events.

1. Hours of Work:

• Based on designated FTE based on normal operations Monday-Friday, 0800-1700.

• May be occasionally required to altered work schedule based on business need.

1. Other:

• Requires a high level of comfort with taking initiative and being accountable for team work and service excellence.

• Temporary – hourly