Staffing, Selection and Hiring
Administers and acts as a super-user of the Care Resource applicant tracking system.
In coordination with supervisor, manages the full cycle recruiting process to meet the various staffing goals across all levels within multiple business units.
Conducts intake/kickoff meetings with hiring managers to confirm position requirements, sourcing strategy, interview team, and hiring timeline.
Collaborates with sourcing specialists to proactively source candidates using a multitude of methods including internet sourcing tools, networking, career fairs, colleges outreach, and targeted ad placements.
Drafts, updates, and posts job advertisements and job descriptions; ensures postings are accurate, compliant, and aligned with approved compensation/grade.
Maintains listing of approved positions along with assigned salary grade levels and follow up of featured openings in community newsletters as needed.
Keeps track of, monitors, and updates project codes associated with each position for the health center; ensures requisitions and related documentation reflect current project code assignments.
Maintains timely and professional communication with applicants throughout the process, including status updates, interview instructions, and disposition notifications to support a positive candidate experience.
Works with supervising leaders to ensure job requirements and expectations are clearly understood and candidates are assessed against appropriate criteria.
Supports internal recruitment activities, including internal postings, candidate communication, and coordination of transfers/promotions in alignment with policy.
Advises hiring managers on selection best practices, including structured interviewing, consistent evaluation criteria, and documentation requirements.
Provides guidance and basic training to interview teams on interview processes, legal considerations, and consistent evaluation practices.
Ensures accurate, organized, and up-to-date maintenance of recruitment records and systems (i.e., HRIS and ATS), including requisition status, applicant notes, and disposition codes.
Ensures accurate requisition and applicant disposition tracking, maintains audit-ready recruitment files, and supports compliance reporting as required.
Maintains confidentiality and handles sensitive employee and applicant information in accordance with organizational policy and applicable privacy requirements. Review resumes and applications, screens internal and external applicants, before sending them to the hiring managers and performs reference and background checks as needed. This include State and Local plus AHCA background checks level II for those positions that requires such level of screening.
Coordinates and facilitates pre-employment drug screening for selected candidates, as required by position and in accordance with organizational policy.
Responsible to complete staff renewals of AHCA level II background checks accordingly, 90-days prior to their expiration.
Ensures proper management of recruitment resources to include diversified and efficient advertisement and candidate outreach activities (i.e. career and job fairs, community events)
Builds and maintains talent pipelines for recurring and hard-to-fill roles; engages passive candidates and maintains talent community records for future opportunities.
Supports employer branding initiatives by promoting openings through appropriate channels and representing the organization at recruiting events.
Prepares recruitment reports and performs data analysis of recruitment information, including HR metrics, as required. In conjunction with supervisor designs and implements personnel policy and procedures as well as related communications to all staff according to law and agency changes.
Verifies that all employee records are securely kept and properly updated.
Identifies, reviews and advises on process improvement measures related to processes, approvals, and hiring effectiveness.
Cultivate and sustains strong relationships with the operational leadership, clinic managers, physician leadership, Business Partners and others involved in the recruitment process at multiple levels within the organization.
Manages full life-cycle recruitment activities which include: recruitment strategy sessions with Hiring Manager, candidate screening, interview management, offer determination and extension to candidates.
Coordinates and executes recruiting events (i.e. college career fairs).
Negotiates and maintains relations/agreements with third party recruiters.
Partners with HR and hiring departments to coordinate start dates and onboarding readiness; ensures new-hire documentation is complete and routed appropriately.
Provides recruitment metrics and status reporting in Excel (and other standardized formats as needed) and submits to the immediate supervisor on an ongoing basis or as requested.
Develops and implements process improvements related to recruiting best practices, approvals, and hiring effectiveness.
General HR Support
Prepares and maintains employee files including electronic records, credentialing files, and HRIS records.
Conducts all applicable practice licensure verifications, as well as background and reference checks in accordance with the medical center’s employment policy.
Updates HR spreadsheets with employee information and processes paperwork.
Ensures accuracy and confidentiality of all employee records.
Stays current with legislative and regulatory changes that affect human resources department and recruitment best practices.
In collaboration with supervisor, ensures compliance with all federal, state and local legislation including FMLA, ADA, ADEA, OSHA, COBRA, HIPAA and other employment regulations
Maintains personnel files in compliance with applicable legal requirements.
Enter invoice and process requisitions into Microix system to include job advertisement and background check payments.
Conducts audits of various HR files and systems and recommends any corrective action as needed. Assists supervisor with any audits or funder reviews regarding HR records.
Assists with processing of employee terminations as needed.
Assists supervisor with various research projects and/or special projects.
Supports supervisor in the preparation and execution of staff events.
Prepare demographic and statistical information and distribute data to requesting party.
Notifies appropriate personnel of new provider numbers as well as reporting to those individuals who have resigned and relinquishes staff.
Assists with various organizational activities, including preparation of audits and reports as directed.
Safety
Ensure proper hand washing according to Centers for Disease Control and Prevention guidelines.
Understands and appropriately acts upon assigned role in Emergency Code System.
Understands and performs assigned role in agency’s Continuity of Operations Plan (COOP).
Culture of Service: 3 C’s
Compassion
Greets internal or external customer (i.e. patient, client, staff, vendor) with courtesy, making eye contact, responding with a proper tone and nonverbal language
Listens to internal or external customer (i.e. patient, client, staff, vendor) attentively, reassuring an understanding of the request and providing appropriate options or resolutions
Competency
Provides services required by following established protocols and when needed, procure additional help to answer questions to ensure appropriate services are delivered
Commitment
Takes initiative and anticipates internal or external customer needs by engaging them in the process and following up as needed
Prioritize internal or external customer (i.e. patient, client, staff, vendor) requests to ensure prompt and effective response is provided
Other
Participates in agency developmental activities as requested
Other duties as assigned
JOB SPECIFICATIONS
Education:
Bachelor’s degree in Human Resources, Business Administration, or related field is required. Master’s preferred.
Training and Experience:
Minimum of three (3) years of Human Resources experience required. Recruitment of personnel experience is preferred.
Job Knowledge and Skills:
Fully bilingual (English-Spanish or English-Creole) is preferred. Computer knowledge should include Microsoft Office suite (Word, Excel and Outlook) as well as HRIS knowledge. Excellent communication and problem solving skills are needed to multi task and work under stress. Excellent organizational skills to prioritize workflow. Ability to work with multicultural and diverse population is required. Ability to work on multiple projects while meeting deadlines in a high growth, fast-paced environment.
Contact Responsibility:
The responsibility for internal and external contacts is important.
PHYSICAL REQUIREMENTS
This work requires the following physical activities: constant sitting, talking on the phone, vision for close work and talking in person. Frequent bending, stretching/reaching, and stooping are required. Occasional standing and walking are needed. Work is performed in an office setting.
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