Manager, Talent Acquisition

JOB SUMMARY

The Talent Acquisition Manager leads full-cycle recruitment for the AIDS Foundation of Chicago and serves as a key operational partner within the Human Resources & Talent Management department. The Manager will be passionate about building relationships internally and externally and skilled at delivering exceptional candidate experiences with a human-centric approach. Beyond full-cycle recruitment, the Manager will lead efforts including onboarding, job description development, career pathing, and job leveling. The Manager will partner with internal departments to support their hiring needs and proactively conduct workforce planning and expansion activities. The Manager will apply consistent, well-documented hiring practices across all aspects of their work. In addition, the Manager provides administrative and operational support to the Senior Human Resources Manager and the Manager of People, Culture & Equity, helping a small department deliver consistent, high-quality service to staff.

Human Resources & Talent Management is a stand-alone department reporting to the Chief Executive Officer and the President. The Vice President of Human Resources & Talent Management leads the department, which includes the Senior Human Resources Manager, who oversees human resources operations; the Manager of People, Culture & Equity; and this position. The team works together to provide high-quality, timely support to the organization's work, with a focus on delivering excellent service to staff and managers while maintaining strong relationships with external contacts.

This position is approximately 70 percent talent acquisition and 30 percent departmental and administrative support. These proportions are approximate and will shift with hiring volume; priorities are set in partnership with the Vice President of Human Resources & Talent Management.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Full-Cycle Recruitment and Hiring

• Lead and manage all open job requisitions from intake through offer acceptance and onboarding, serving as the primary point of contact for hiring managers and candidates
• Collaborate with the Vice President of Human Resources & Talent Management and hiring managers to develop a full-scale understanding of hiring needs, role requirements, and available positions within the organization
• Use various and innovative methods to recruit and network with potential candidates, including social media platforms, professional and community networks, networking events, and job fairs
• Actively work toward building broad, qualified candidate pools for every open position, and monitor pipeline health across the hiring funnel
• Conduct preliminary interviews with candidates to gauge interest, mission alignment, qualifications, and compensation expectations
• Using standardized screening techniques, assess the skills, qualifications, and experience of potential candidates consistently across the applicant pool
• Prepare hiring managers to evaluate candidates consistently through structured interviews, defined evaluation criteria, and multi-person interview panels
• Provide feedback to hiring managers about applicants and provide them with guidance for interviewing, evaluating, and selecting candidates
• Partner with leadership and hiring managers to ensure hiring practices are applied consistently and fairly across all departments and levels of the organization
• Apply consistent, well-documented practices throughout the talent acquisition process, from sourcing and job posting language through screening, selection, and offer
• Manage the pre-employment process, including background checks and reference verification, and research innovative ways to increase efficiency while expanding the quality of the applicant experience
• Ensure the effective and limited use of external recruiting agencies to partner with on select, hard-to-fill openings
• Maintain working knowledge of salary structures and benefit offerings, and communicate compensation and total rewards information to candidates accurately and consistently

Onboarding, Job Design, and Candidate Experience

• Ensure proper and consistent onboarding for new hires, in alignment with AFC’s policies, coordinating with the Senior Human Resources Manager on payroll, benefits enrollment, systems access, and required documentation
• Responsible for ensuring that onboarding is delivered consistently for every new employee throughout the lifecycle of the onboarding process with AFC
• Partner with all hiring managers and candidates to ensure an exceptional candidate experience, from first contact through the first months of employment
• Develop and maintain job descriptions organization-wide, and partner with managers and the Vice President of Human Resources & Talent Management on job design, job leveling, and career pathing
• Coordinate with the Manager of People, Culture & Equity on new hire orientation content and on engagement and retention efforts that begin at onboarding
• Partner with the Manager of People, Culture & Equity to keep recruitment practice aligned with the organization’s broader staff culture and engagement work

Employer Brand and Talent Partnerships

• Make recommendations to enhance and support the organization’s employment branding strategy to attract top talent from a variety of candidate populations with the ultimate goal to build interest in AFC as a career
• Create and maintain the organization’s social media strategy for talent acquisition, including job posting sites, the AFC careers page, LinkedIn, Instagram, Facebook, and other similar sites
• Conduct talent acquisition outreach to build relationships with key sourcing targets including other nonprofit organizations, corporations, colleges and universities, trade and professional associations, and community-based organizations

Talent Systems, Data, and Compliance

• Own the applicant tracking system (ATS), including configuration, data integrity, user training, and process documentation
• Ensure that the assessments and tools being used in the recruiting process are implemented consistently and effectively and the organization leverages the value derived from each
• Manage and update all talent acquisition and recruiting policies, procedures, and process documentation
• Create, monitor, and report talent acquisition metrics, including time to fill, source effectiveness, pipeline breadth, offer acceptance, and cost per hire, and communicate recruiting updates and recommendations to the leadership team
• Manage the records requirements for recruiting to meet all applicable federal, state, and local laws and organizational policies
• Monitor labor market and industry trends affecting AFC’s ability to attract talent and translate them into practical recommendations

Human Resources Department and Administrative Support (approximately 30 percent of time)

In addition to talent acquisition, this position provides administrative and operational support to the Senior Human Resources Manager, who leads human resources operations, and to the Manager of People, Culture & Equity.

• Provide administrative support to the Senior Human Resources Manager for human resources operations, including HRIS data entry and audits, personnel file maintenance, employment verifications, Form I-9 processing, and benefits and leave administration paperwork
• Support the Manager of People, Culture & Equity with logistics for staff engagement, learning and development, and staff programming, including scheduling, vendor coordination, materials preparation, registration, and follow-up
• Serve as an initial point of contact for routine employee questions about human resources processes, directing inquiries to the appropriate member of the HR team and escalating sensitive matters promptly
• Prepare and format human resources documents, correspondence, presentations, and reports, and maintain department calendars, meeting logistics, agendas, and notes
• Maintain human resources forms, templates, organizational charts, intranet content, and employee handbook updates in coordination with the Senior Human Resources Manager
• Support department operations, including invoice and expense processing, purchase requests, and vendor and contract tracking
• Assist with compliance reporting, audits, and periodic data requests, such as EEO-1 reporting, workers’ compensation, benefits, and unemployment claims, under the direction of the Senior Human Resources Manager
• Assist in preparing materials for departmental reporting to the Chief Executive Officer and the President
• Maintain strict confidentiality and exercise sound judgment in handling sensitive employee information in all administrative work
• Assist in other related functions as needed

Time allocations noted above are approximate and will fluctuate with hiring volume. During periods of high recruitment activity, talent acquisition responsibilities take precedence, and administrative priorities are re-sequenced in consultation with the Vice President of Human Resources & Talent Management.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in this class. The omission of an essential function does not preclude management from assignment of duties not listed herein if such functions are a logical assignment to the position.

SUPERVISORY RESPONSIBILITIES

• This position has no direct reports. May supervise contract recruiters, temporary staff, or interns supporting talent acquisition
• May serve as project lead for cross-departmental hiring and onboarding initiatives without formal supervisory authority 

ENTRY REQUIREMENTS (EXPERIENCE AND EDUCATION)

• Previous experience in full-cycle talent recruitment and onboarding
• Interpersonal skills and ability to communicate effectively
• Experience in the continual development of talent pipelines and sourcing potential candidates
• Ability to speak knowledgeably about the organization and answer any questions a potential hire may have
• Firm understanding and implementation of recruiting metrics to drive decision-making 
• Proficient in using applicant tracking systems, human resources information systems, and databases to source, track, and communicate with potential candidates
• Previous experience developing and executing recruiting marketing and branding strategies
• Experience working effectively with colleagues and candidates from a wide range of backgrounds, and applying hiring practices consistently across all applicants
• Experience providing administrative or operational support within a human resources function, or comparable experience supporting multiple stakeholders in a fast-paced environment
• Demonstrated ability to handle confidential employee information with discretion and sound judgment

Minimum Qualifications

• Three or more years of recruiting or human resources experience, including at least two years of full-cycle recruiting, or an equivalent combination of education and experience
• Experience coordinating administrative or operational work in a professional setting, such as scheduling, recordkeeping, data entry, and document preparation
• Experience using an applicant tracking system or comparable database to manage candidate or client records
• Working proficiency with Microsoft Office (for example, Excel, Word, Outlook, PowerPoint, Teams) 

Preferred Qualifications

• Bachelor’s degree in business, Human Resources, Industrial/Organizational Psychology, or related field
• Recruiting experience in health care, public health, social services, or other mission-driven organizations
• Experience administering an applicant tracking system and supporting a human resources information system
• Experience supporting the administrative operations of a human resources function

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to form and maintain a variety of relationships with internal and external stakeholders
• Ability to manage and hold confidential information, such as offers of employment and compensation information
• Very high attention to detail, especially in managing confidential information
• High energy and social skills necessary to effectively manage fast-paced full-cycle recruiting
• Passion for recruiting, and providing the best possible candidate experience
• Excellent internal customer service skills
• Ability to manage competing priorities and competing deadlines
• Ability to move fluidly between strategic recruiting work and detailed administrative execution, and to re-prioritize as departmental needs change
• Strong organizational and project management skills, with the ability to support multiple internal stakeholders with differing priorities
• Commitment to fair, consistent, and legally compliant hiring practices
• Working knowledge of federal, state, and local employment law as it applies to recruitment, hiring, and recordkeeping
• Sound judgment about when to decide independently, when to consult, and when to escalate 

CERTIFICATES, LICENSES, REGISTRATIONS 

PHR, SHRM-CP, or aPHR certification preferred; SHRM Talent Acquisition Specialty Credential is a plus

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment is representative of that found in a general office environment. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (up to 10 pounds.) Tasks may involve extended periods of time at a keyboard or workstation and on the telephone.

NON-DISCRIMINATION STATEMENT:

AIDS Foundation of Chicago does not discriminate against employees or clients on the basis of race, ethnicity, creed, religion, color, sex (including pregnancy and childbirth), sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or veteran status, marital status, order of protection status, handicap, disability (including HIV/AIDS status), housing status, or use of social service/support services, genetic information, use or nonuse of lawful products off AFC premises during nonworking hours, credit history, arrest record, criminal history ordered expunged, sealed or impounded or any other characteristic protected by Federal or State law. A non-discrimination clause concerning employment opportunity is incorporated in the Employee Policy and Procedure Manual. AIDS Foundation of Chicago will make reasonable accommodation in compliance with the Americans with Disabilities Act of 1990.

This job description may not be all-inclusive and employees are expected to perform all other duties as assigned and directed by management. Job descriptions will be reviewed periodically as duties and responsibilities change with business necessity. Any and all job functions are subject to modification.