POSITION DESCRIPTION:

IHA’s Senior Talent Acquisition Specialist is the primary designee to the Talent Acquisition Supervisor and has responsibility for providing oversight and direct support for all recruitment activities within the company. Responsibilities include focus on sourcing candidates for high priority roles, assists with coordination and attends local job fairs and other recruitment opportunities including local schools and throughout the community. This position provides a high level of customer service at all levels within IHA and with external customers; effectively guides candidates and IHA managers through the selection and hiring process. This role will focus on administrative work in the applicant tracking software, including maintenance, as well as provides support for external applicant sourcing by assisting with management of external job postings.

ESSENTIAL JOB FUNCTIONS:

1. Receives incoming requisitions through applicant tracking system, ensures approvals are obtained, posts positions, closes out filled positions; maintains system by updating, removing or adding new departments, managers, positions and other documents; provides manager training on use of portal.
2. Trains and supports hiring managers and recruiters on how to objectively evaluate candidates. Assists with any Applicant Tracking System training for hiring managers.
3. Attends relevant local job fairs or other recruitment opportunities to promote IHA as an employer of choice; actively partners with area vocational schools and community/four-year colleges to broaden base of external applicants for IHA positions.
4. Oversees external applicant sourcing by managing external postings: updating openings, closing positions when filled on external recruitment sites.
5. Troubleshoots and resolves issues that may arise during the pre-employment health screening or certified background check processes.
6. Actively supports IHA talent acquisition at all levels by sourcing candidates via incoming applications, networking, referrals, career fairs, colleges, IHA Open Houses, warm calling and any other tactics relevant to achieving the staffing objective.
7. Provides a high level of customer service and effectively guides IHA managers through the selection and hiring process; ensures that timely follow up is maintained during all steps of the process.
8. Develops and maintains positive and productive relationships with candidates, ensures their successful navigation of the interviewing process with IHA, answers relevant questions, provides information regarding position and IHA benefits as needed; ensures that all candidates are thoroughly considered for relevant open positions.
9. Initiates contact with viable external candidates, conducts preliminary screen (phone, email or in person depending on the role), evaluates information obtained against requirements and dispositions candidate; forwards best qualified candidates through the Hiring Manager portal with interview notes and other relevant information.
10. Serves as the liaison between the hiring manager and leadership candidates to support effective communication through the process of identifying a final candidate. Communicates decision to candidates not selected. Establishes rate of pay within IHA guidelines for new hire, generates offer letter, coordinates with hiring manager to extend offer of employment. Ensures a smooth hand off of new leader for new employee health visit and on-boarding.
11. Actively performs routine administration of the applicant tracking software: maintaining locations, updating job descriptions as revisions occur and building out templates.
12. Reviews IHA internal and Trinity affiliate employee applications to ensure requirements of the position are met or if the employee is otherwise qualified for the role. Conducts a thorough review of individual’s IHA or affiliate employment history, attendance and other considerations to determine if they are in “good standing” according to IHA guidelines.
13. Communicates with each internal IHA candidate to discuss their application, seeks support from HR Business Partner if additional guidance is required regarding employee performance. Evaluates with Business Partner how best to provide employee with feedback if they are not in good standing or not otherwise qualified.
14. Notifies all external candidates who do not meet position or other requirements. Assists with scheduling interviews with hiring manager and participates in onsite interviews as needed; ensures that timely input on all employment related activity is received and updates notes in IHA’s applicant tracking tool to document the complete process.
15. Supports the selection of final candidate, conducts reference checks, consults with Talent Acquisition Manager to determine a pay rate, develops offer letter and works with hiring manager to extend offer.
16. Maintains knowledge of Employment Specialist process and assists as needed with the following;
    1. Communication with new hire and IHA Urgent Care to set up appointment(s) for new employee health visit, provides new hire with required document for visit, tracks completion of visit, receives and monitors drug test results. Consults with Talent Acquisition Manager on all positive results.
    2. Schedules and conducts pre-employment meeting with new hire to obtain remaining employment paperwork and confirms that ADP Vantage account set up is complete; ensures the completion of the I-9 E-Verify process, reviews and copies documents presented by new hire to support eligibility for employment with IHA.
    3. Communicates with new hire via email and phone regarding orientation schedule, tracks and updates orientation roster. Ensures that orientation calendar is updated and oversees room set up for each orientation; distributes roster the week prior to the start of orientation.
    4. Greets new hires reporting for orientation (either in-person or virtually), troubleshoots during orientation if there are issues; ensures a smooth process for presenters and new hires.
    5. Reviews incoming “Employment” emails daily, corresponds with applicants to address questions regarding system access or status of application.

1. Reviews weekly advertising through all media, writes and refreshes advertising, ensures that postings are maintained at all relevant area schools, online advertising and social media.
2. Performs other duties as assigned.

ORGANIZATIONAL EXPECTATIONS:

1. Creates a positive, professional, service-oriented work environment by supporting the mission and values of both IHA and Trinity Health.
2. Must be able to work effectively as a member of the Human Resources team.
3. Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.
4. Maintains knowledge of and complies with IHA standards, policies and procedures.
5. Maintains general knowledge of IHA office services and in the use of all relevant office equipment, computer and manual systems.
6. Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.
7. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
8. Uses resources efficiently.
9. Responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION: Bachelor’s Degree in Human Resources or an equivalent combination of college coursework and recruitment experience.

CREDENTIALS/LICENSURE: Professional certification in Human Resources is preferred with the ability to attain credentials.

MINIMUM EXPERIENCE: 3-5 years’ experience in recruitment activities is required; strongly prefer that majority of experience is in a healthcare environment, recruiting for non-exempt and professional positions.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

1. Knowledge of legal requirements and reporting regulations affecting human resources functions.
2. Ability to maintain and/or work “non-standard” business hours to ensure availability for candidate interviews or other contacts, which may include early, late or weekend hours; ability to drive to offices or other locations as needed throughout the course of work week.
3. Proficiency in multi-tasking and meeting sensitive deadlines in a fast-paced environment with a personal commitment to producing the highest quality work and providing extraordinary customer service; demonstrated ability to effectively follow through on assigned projects.
4. Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
5. Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually, for training purposes.
6. Ability to work collaboratively in a team-oriented environment; displays courteous, professional and friendly demeanor.
7. Ability to work effectively with various levels of organizational members and diverse populations, including IHA staff, vendors, and internal/external customers.
8. Ability to cross-train in other areas of the department in order to achieve smooth flow of all operations.
9. Good organizational and time management skills to effectively juggle multiple priorities and time constraints in a fast-paced environment.
10. Ability to exercise sound judgment and problem-solving skills.
11. Ability to maintain any organizational information in a confidential manner.
12. Successful completion of IHA competency-based program within introductory and training period.

MINIMUM PHYSICAL EXPECTATIONS:

1. Physical activity that often requires keyboarding, filing and phone work.
2. Physical activity that often requires extensive time working on a computer, sitting and/or standing.
3. Physical activity that sometimes requires walking, bending, stooping, reaching, and/or twisting.
4. Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
5. Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
6. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
7. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This job operates working in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.