Work Shifts

9:00 A.M - 5:00 P.M

Duties & Responsibilities

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the direction of the Assistant Vice President of Talent Acquisition, the Assistant Director supports the Chief Talent Acquisition Officer (CTAO) in the confidential administration and coordination of systemwide initiatives; provides administrative, and project support with a focus on recruitment quality assurance, applicant tracking system (ATS) administration, reporting, training coordination/support, recruitment events, and special projects.

General Tasks and Responsibilities:
1. Talent Acquisition Operations Support

• Provide operational and administrative support to the Chief Talent Acquisition Officer (CTAO) on systemwide Talent Acquisition initiatives, projects, and recruitment activities.
• Coordinate meetings, calendars, and scheduling for the Chief Talent Acquisition Officer, Director of Recruitment, and other Talent Acquisition leadership as assigned.
• If needed, assist with meeting agendas, presentation materials, reports, and supporting documentation.
• Maintain confidential records, reports, and correspondence.
• Order and maintain office supplies, business cards, recruitment materials, and other departmental resources.
• Coordinate and monitor assigned projects.
• Support Talent Acquisition leadership with special assignments and strategic initiatives as requested.

2. Applicant Tracking System (ATS) & Applicant Support

• Monitor Applicant Tracking System (ATS) inquiries received through the career site and applicant portal.
• Respond to applicant inquiries using standard scripts in a timely and professional manner.
• Research and resolve recruitment-related questions and escalate system or technical issues to the appropriate parties when necessary.
• Monitor and track recruitment metrics related to ATS inquiries, applicant activity, and referral source.
• Assist with testing, validation, and implementation of the Applicant Tracking System (ATS).

3. Recruitment Quality Assurance

• Conduct quality assurance reviews of all systemwide job openings to ensure accuracy, completeness, consistency, and compliance with organizational, federal, state, and local recruitment standards.
• Review job postings to ensure correct job codes, titles, and classification information are used in alignment with established Human Resources standards.
• Ensure appropriate knockout screening questions and required application fields are included in job postings to support applicant screening and selection processes.
• Audit job postings to ensure appropriate medical specialty codes, shift assignments, civil service status, and salary information are accurately applied.
• Identify errors or discrepancies in job postings and coordinate with the Director of Recruitment and Talent Acquisition Partners to ensure corrections are completed promptly.
• Monitor follow-up activities to confirm all identified issues have been corrected and resolved.

4. Recruitment Event Coordination

• Assist and/or serve as a backup with the coordination, and support systemwide recruitment and hiring events.
• May assist with candidate registration, scheduling, and communications based on candidate preferences and hiring needs.
• Support recruitment event logistics with recruiters, hiring managers, and other stakeholders to ensure successful event execution.
• Participate in recruitment outreach and employee engagement activities, including events that may require evening, weekend, or travel assignments.

5. Talent Acquisition and Onboarding Training Coordination

• Assist the Deputy Director of Operations, Talent Acquisition, in coordinating training programs for new and existing Talent Acquisition, Onboarding, and Background staff.
• Coordinate all training logistics, including scheduling sessions, reserving meeting space, preparing and distributing training materials, and ensuring all necessary equipment and resources are available.
• Confirm attendance and coordinate with presenters, facilitators, and stakeholders to ensure they are prepared for scheduled training sessions.
• Organize training rooms, manage participant sign-in, and provide on-site operational support.
• Maintain training schedules, attendance records, and related documentation.
• Follow up on outstanding training requirements and completion status.
• Monitor and support the use of the HRSA Connector by ensuring appropriate HRSA-approved job postings and titles are posted accurately at the facility level.
• Coordinate on site with local Human Resources representatives at each facility to ensure HRSA Connector postings reflect approved titles and are entered accurately and in a timely manner.

6. Perform other duties as assigned.

Minimum Qualifications
1. A Masters Degree in Business Administration, Public Administration, Economics, Industrial Relations or related disciplines, with five (5) years of related experience as outlined, three (3) years of which must be in a responsible administrative, managerial or supervisor capacity; or,
2. A Baccalaureate Degree in Personnel Management, Economics, Business Administration, Public Administration, Management, Psychology or related field, with emphasis on Personnel Administration, employee and management relations and six (6) years of related experience, as defined, of which at least three (3) years are in responsible levels of administration or management; or,
3. A satisfactory combination of education, training and experience.

Department Preferences

Knowledge, Skills, Abilities and other Requirements:

• Strong Communication (written and verbal) skills
• Strong attention to detail
• Ability to take notes and follow up accordingly
• Ability to work independently
• Ability to exercise discretion and initiative in the preparation of routine correspondence, in handling administrative details.
• Maintain discretion and confidentiality of all matters.
• Problem solver
• Must have strong organizational skills
• Good collaboration with stakeholders
• Ability to Multitask
• Good Time Management skills
• Adaptability

Computer Programs and Software Operated

• Microsoft Office (Excel, Word, PowerPoint, Outlook, Visio)
• Google Docs
• Human Capital Management System
• WebEx
• Teams
• Kite works
• SharePoint Plus

Benefits

NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
• Retirement Savings and Pension Plans
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• Loan Forgiveness Programs for eligible employees
• College tuition discounts and professional development opportunities
• College Savings Program
• Union Benefits for eligible titles
• Multiple employee discounts programs
• Commuter Benefits Programs

If you wish to apply for this position, please apply online by clicking the "Apply for Job" button.