Recruiting Operations Specialist

Pasadena, California (US)
09 Jan 2019
End of advertisement period
09 Mar 2019
Contract Type
Full Time

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Recruiting Operations Specialist is responsible for supporting the recruiting function including processes improvement, ATS (applicant tracking system) review, reporting, analytics and general recruitment operations to ensure alignment with Caltech's Recruiting strategy and business needs. The Specialist will partner with the Recruiting team in designing and building scalable recruiting processes across the Institute. In addition, the Specialist will support the recruiting coordination function with support of Taleo onboarding and tracking systems. As the Recruiting Operations Specialist, you will work closely with the HR team to support process innovation and implementation across several teams including: Total Rewards, Records, International Student Services and Employee and Organizational Development.

Job Duties

– Identify and implement recruiting "best practices" for systems across HR to streamline and standardize processes to drive value and cost effectiveness, and ensure compliance
– Evaluate current recruiting processes and implement data-driven and efficiency improvements
– Develop and maintain recruiting tools including but not limited to: Taleo, LinkedIn and SharePoint site
– Educate users responsible for managing business processes related to recruiting
– Provide recruiting analytics and insights, specifically around recruiting trends and challenges
– Oversight of workflow for recruiting coordinators and coordination with records management to ensure timely processing of hires
– Develops training guides & materials and educates users as needed
– Helps build HR website and development & Recruiting SharePoint site
– Responsible for oversight of the Recruiting budget providing monthly updates to the Recruiting Director
– Submits EDA’s on behalf of Recruiting for items such as hire-on bonus payments, change in or end of assignments
– Administration of Labor Certification process- organization and delegation of tasks. Serve as liaison between external attorneys and recruiting office
– Coordinates all staff transitions for postdoctoral scholars, students and non-academic faculty

Basic Qualifications

– Bachelor's degree
– 4 years of experience working in Recruiting or HR Operations
– 2+ years handling large data sets
– Experience with reporting data and analytics
– Working knowledge of/experience with Applicant Tracking Systems
– Advanced experience in Word & Excel
– Demonstrated ability leading process design workshops and documenting business requirements
– Strong Excel skills

Preferred Qualifications

– Experience using Power BI or other data analytics tools
– Experience using Tableau and Adobe Creative Suite
– Experience using Taleo

Required Documents

– Resume
– Cover Letter