What are the responsibilities and job description for the Talent Acquisition Specialist position at Instrata Technologies?
Job Summary: The Talent Acquisition Specialist provides administrative and coordination support across the full recruiting lifecycle, serving as an entry point into the Talent Acquisition function. This role manages applicant tracking system (ATS) data entry and reporting, coordinates interview scheduling and calendaring, assists with candidate sourcing, and supports special projects for the Talent Acquisition and HR team.
Job Duties and Responsibilities:
- Enter, update, and maintain accurate candidate and requisition records in the ATS, ensuring data integrity throughout the recruiting process.
- Coordinate and schedule interviews, including calendaring for candidates, hiring managers, and interview panels, and manage related logistics (e.g., room bookings, video links).
- Serve as a point of contact for candidates during the scheduling process, providing timely, professional communication.
- Assist with sourcing active and passive candidates through the ATS, job boards, LinkedIn, and other sourcing tools/platforms.
- Post open positions to approved job boards and career sites, and monitor posting performance.
- Support the Talent Acquisition Partner team with resume screening and initial candidate qualification, as needed.
- Prepare and distribute recruiting reports and dashboards (e.g., requisition status, time to fill, pipeline activity) to support team reporting needs.
- Assist with offer letter preparation and documentation in coordination with the Talent Acquisition Partner team and HR.
- Support pre-employment steps, such as background check initiation and tracking, in coordination with HR.
- Maintain organized recruiting files, templates, and documentation to support process consistency.
- Assist with employer branding activities, including career fairs, social media postings, and other talent attraction events.
- Support the employee referral program by tracking submissions and maintaining related documentation.
- Partner with community organizations, schools, and workforce programs to help widen and diversify candidate pipelines.
- Assist with special projects and process improvement initiatives as assigned by the Talent Acquisition Manager.
- Stay current on ATS functionality and recruiting technology to help identify opportunities for efficiency.
- Provide general administrative support to the Talent Acquisition team, as needed.
Job Knowledge, Skills, and Abilities:
- Strong organizational skills and attention to detail, with the ability to manage multiple scheduling and data tasks simultaneously.
- Effective verbal and written communication skills, with a professional, customer-service-oriented approach to candidates and hiring managers.
- Ability to learn and navigate applicant tracking systems (ATS) and other recruiting technology platforms.
- Basic proficiency with Microsoft Office (Outlook, Excel, Word) or similar calendaring and productivity tools.
- Ability to handle confidential candidate and employee information with discretion.
- Comfortable working in a fast-paced environment and adapting to shifting priorities.
- Eagerness to learn recruiting and sourcing best practices, with a willingness to grow within the Talent Acquisition function.
- Ability to work both independently and collaboratively within a team-based Talent Acquisition function.
Education and Experience:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Human Resources, Business, or a related field preferred.
- 0–2 years of experience in an administrative, customer service, or coordination role; prior exposure to recruiting or HR is a plus but not required.
Physical Requirements:
Standard office environment conditions; sitting, standing, walking, and minimal lifting.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The duties and responsibilities described above are not a comprehensive list, and additional tasks may be assigned as the scope of the position may change as necessitated by business demands.