Talent Operations Coordinator

About the Institute of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers.

About the Role

We are seeking an experienced Talent Operations Coordinator to support and strengthen its recruiting operations as the organization continues to grow.

This is a highly operational, data-driven role focused primarily on ATS reporting and analytics, recruiting metrics, interview scheduling, process development, and continuous improvement. The ideal candidate is someone who understands recruiting operations beyond day-to-day coordination and can turn recruiting activity and data into meaningful insights for the recruiting team and leadership.

A major part of this position will involve working within the ATS, particularly Lever, to build and run reports, analyze recruiting activity, monitor pipeline performance, and communicate measurable results. The person will also help develop and improve recruiting processes, documentation, workflows, and reporting practices, including establishing processes where they do not currently exist.

This person will partner closely with the recruiting team and leadership, providing visibility into hiring activity, identifying process gaps, and helping create more efficient and scalable recruiting operations.

This is not a traditional full-cycle recruiter position. Approximately 90% of the role will focus on recruiting operations, ATS reporting, analytics, interview scheduling, and process improvement. Approximately 10% will involve recruiting support, including occasional sourcing, candidate screening, and assistance with hiring initiatives. The ideal candidate is analytical, highly organized, proactive, and comfortable taking ownership in a fast-paced startup environment.

Key Responsibilities

ATS Management, Reporting & Analytics

• Work extensively within the ATS to manage recruiting data, pipelines, requisitions, candidate activity, and reporting.
• Build, run, maintain, and interpret recruiting reports and dashboards.
• Track recruiting metrics, including interview activity, candidate disposition, rejections, offers, hiring progress, pipeline conversion, and other key recruiting indicators.
• Analyze recruiting data and translate numbers into meaningful information for leadership. For example, track how many candidates were interviewed, rejected, advanced, received offers, and ultimately hired.
• Identify trends, bottlenecks, gaps, and opportunities for improvement through recruiting data.
• Ensure recruiting data is accurate, consistent, and maintained in a way that supports reliable reporting and decision-making.

Recruiting Operations & Program Development

• Build, document, and improve recruiting processes, workflows, programs, and operational procedures.
• Help establish scalable recruiting operations and documentation as the organization continues to grow.
• Identify inefficiencies in existing recruiting processes and recommend practical solutions.
• Develop consistent reporting practices and operational procedures that provide greater visibility into recruiting performance.
• Take ownership of projects and initiatives from development through implementation, tracking outcomes and measuring effectiveness.
• Partner with recruiting leadership to identify operational needs and support continuous improvement.

Interview Scheduling & Coordination

• Coordinate and manage interview scheduling across candidates, hiring managers, interviewers, and internal stakeholders.
• Manage complex calendars, scheduling changes, and interview logistics across different time zones.
• Send calendar invitations and coordinate Microsoft Teams, Zoom, and other interview platforms.
• Monitor interview progress and follow up on outstanding feedback to keep the recruiting process moving.
• Help ensure a smooth, organized, and professional candidate and interviewer experience.

Recruiting Support (Approximately 10%)

• Provide limited recruiting support, including participation in intake meetings, job requirement alignment, candidate screening, and occasional sourcing.
• Support primarily General & Administrative (G&A) positions across Marketing, Operations, Coordinator, and similar functions.
• Occasionally assist with specialized AI/ML, PhD-level, and Research hiring as business needs arise.
• Partner with another recruiter to support hiring priorities and coordinate recruiting activities as needed.

Stakeholder Partnership & Communication

• Provide recruiting updates, reporting insights, and operational recommendations to recruiting leadership.
• Communicate findings clearly and confidently, including the ability to explain what recruiting data means and how it impacts hiring.
• Partner with hiring managers and internal stakeholders to support recruiting operations and improve hiring workflows.

Required Qualifications

• 5+ years of experience in Talent Operations, Recruiting Operations, Talent Acquisition Operations, or a related function.
• Advanced hands-on experience with an ATS, including running reports, interpreting data, managing pipelines, and utilizing advanced system functionality.
• Experience building recruiting reports, dashboards, and tracking measurable recruiting metrics.
• Ability to analyze recruiting data and communicate findings and trends to leadership.
• Demonstrated experience developing recruiting programs, processes, workflows, or documentation from the ground up or significantly improving existing processes.
• Strong examples of quantifiable results, operational improvements, and measurable impact from previous roles.
• Experience tracking recruiting activity, including interview volume, candidate progression, rejections, offers, hires, and pipeline conversion.
• Strong interview scheduling and coordination experience, including complex calendars and multiple stakeholders.
• Experience maintaining accurate ATS records, candidate information, requisitions, and recruiting documentation.
• Ability to manage multiple priorities, deadlines, and operational projects independently.
• Strong analytical skills with excellent attention to detail and data accuracy.
• Excellent written and verbal communication skills, including the ability to present recruiting data and explain results to leadership.
• Comfortable working in a fast-paced, evolving technology or startup environment.
• Ability to work onsite full-time in Sunnyvale, CA.

Bonus Qualifications

• Lever ATS experience is strongly preferred, particularly hands-on experience with reporting, dashboards, pipeline analytics, and advanced system functionality.
• Experience supporting recruiting operations within a high-growth technology company or startup.
• Experience building recruiting dashboards, reporting structures, or operational programs from scratch.
• Experience using LinkedIn Recruiter and other recruiting tools.
• Familiarity with specialized technical recruiting, including AI/ML, PhD-level, Research, or other highly specialized positions.
• Experience supporting employer branding, talent operations initiatives, or broader recruiting process improvements.

Soft Skills & Core Competencies

• Analytical Thinking: Able to look beyond the numbers, identify trends, understand recruiting performance, and communicate meaningful insights.
• Ownership & Accountability: Takes initiative and independently drives projects, processes, and operational improvements through completion.
• Maturity & Professionalism: Demonstrates sound judgment and confidence when working with recruiting leadership, hiring managers, and other stakeholders.
• Organization & Attention to Detail: Maintains accurate data, reporting, documentation, and scheduling while managing competing priorities.
• Communication: Can clearly explain recruiting metrics, reporting results, and process improvements to leadership.
• Adaptability: Comfortable working in a growing startup where priorities, processes, and needs may change.
• Problem-Solving: Identifies gaps and inefficiencies and develops practical solutions.
• Time Management: Able to balance reporting deadlines, scheduling demands, and operational projects.

Benefits Include

• *Comprehensive medical, dental, and vision benefits
• *Bonus

• *401K Plan
• *Generous paid time off, sick leave and holidays
• *Paid Parental Leave
• *Employee Assistance Program
• *Life insurance and disability