Talent Engagement Administrative Support Specialist

About the role

The Talent Engagement Administrative Support Specialist supports the organization's recruiting and onboarding processes by ensuring the accurate tracking, maintenance, auditing, and administration of candidate and new hire records. This position serves as a liaison between Talent Engagement, Hiring Managers, Occupational Health Providers, and new employees to facilitate a seamless pre-employment experience and ensure all onboarding requirements are completed prior to start dates.

A primary focus of this role is managing candidate clearance activities, maintaining data integrity within recruiting and HR systems, coordinating pre-employment health screenings and background checks, monitoring hiring workflows, and conducting regular compliance audits to support successful onboarding across multiple business units.

New Hire Administration & Onboarding Support

• Track and maintain all new hire records from offer acceptance through onboarding and first day readiness.
• Monitor onboarding progress and ensure completion of all required pre-employment tasks.
• Process and coordinate offer and onboarding documentation in a timely manner.
• Maintain accurate candidate and employee records within applicant tracking systems and HR databases.
• Ensure all background screenings, education verifications, and pre-employment requirements are completed before start dates.
• Provide administrative support throughout the hiring lifecycle to ensure a positive candidate experience.

Compliance Tracking & Audit Reporting

• Perform ongoing audits of recruiting and onboarding data to maintain record accuracy and compliance.
• Conduct routine data quality reviews and reconciliation of candidate records.
• Monitor and resolve discrepancies related to candidate status, onboarding completion, and pre-employment clearances.
• Generate and maintain reports related to hiring activity, onboarding metrics, health screening completion, and candidate readiness.
• Support compliance initiatives through accurate documentation and record retention practices.
• Execute regular Oracle and recruiting system audits to ensure data integrity.

Health Screening & Occupational Health Coordination

• Coordinate and track required pre-employment health screenings, physical examinations, drug screenings, and occupational health requirements.
• Schedule and monitor candidate appointments through occupational health vendors and healthcare portals.
• Maintain accurate documentation and status reporting for medical clearances.
• Follow up with candidates and providers to ensure timely completion of health-related onboarding requirements.
• Utilize multiple health screening platforms and vendor portals to monitor progress and completion.
• Coding and processing of invoicing to accounts payable team

Background Check & Verification Administration

• Track background screening activity and ensure timely completion of all required checks.
• Coordinate education verification activities, including monitoring recent graduate verifications and re-verification requirements.
• Maintain detailed records of verification status and escalate potential issues as appropriate.
• Communicate with internal stakeholders regarding clearance status and anticipated start-date readiness.

Recruiting Operations Support

• Format and post job opportunities within the Applicant Tracking System and external job boards.
• Monitor shared recruiting inboxes and respond to inquiries or route requests appropriately.
• Coordinate interview scheduling and travel arrangements for candidates and new hires when required.
• Serve as a customer-focused resource for hiring managers, candidates, and internal stakeholders.

Systems & Administrative Support

• Maintain knowledge of recruiting, onboarding, and HR systems.
• Support password resets and candidate access issues within onboarding platforms.
• Assist with process improvements designed to enhance efficiency, compliance, and candidate experience.
• Support special projects and administrative initiatives assigned by Talent Engagement leadership.

Qualifications

Required

• High School Diploma or GED equivalent.
• Minimum of 2 years of administrative, recruiting coordination, HR support, or onboarding experience.
• Strong attention to detail and exceptional organizational skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Experience maintaining confidential information with a high degree of professionalism.

Additional Information

Position is full-time, Monday-Friday, 8:00am.- 5:00 pm, with additional hours as needed as workloads require. Candidate living with a commutable distance of Lancaster PA are encouraged to apply. Position in in-office.