Talent Acquisition Support Specialist (Temporary)

This is a temporary assignment working onsite in Fairfield, CA

At NorthBay Health, the Talent Acquisition Support Specialist (Temp), reporting to the Director of Talent Acquisition, provides high-volume administrative, data, and process support to the Talent Acquisition function. This role supports the recruiting process from requisition approval through candidate onboarding by routing requisitions, screening applications, coordinating interview logistics and candidate travel, managing reimbursements and expense reconciliation, and helping resolve pending worker profile and offer-to-employment data issues. The Specialist also responds to candidate inquiries and serves as a key point of support in delivering a seamless, high-touch, and positive candidate experience.

This is a service-oriented role requiring exceptional organization, attention to detail, responsiveness, and the ability to manage multiple priorities in a fast-paced, high-touch environment. The Talent Acquisition Support Specialist works closely with recruiters, hiring managers, and the Director of Talent Acquisition to ensure recruiting operations, processes, and data remain accurate, efficient, timely, and compliant with organizational policies and procedures.

PRIMARY JOB DUTIES

1. Edit and route draft and new requisitions through the approval process, ensuring standardized posting guidelines, compensation, and cost center information are accurate before posting.

2. Coordinate interview schedules and logistics for candidates, recruiters, and hiring leaders — including physicians and clinical leadership — resolving scheduling conflicts across multiple stakeholders.

3. Prepare and distribute interview itineraries, calendar invites, and interview packets for panel participants and candidates.

4. Secure and prepare conference rooms or interview spaces in advance of interviews, both in person and virtual.

5. Coordinate candidate travel accommodation, reservations, and itineraries in support of excellent candidate experience.

6. Serve as a point of contact for candidates throughout the interview process, responding to inquiries regarding schedules, travel, and next steps.

7. Collect and route interview feedback in a timely manner to support hiring decisions.

8. Respond to applicant inquiries received through the HR phone tree, email, or other channels; provide support to applicants experiencing issues with applying, references, or assessment tools, and route to the appropriate recruiter as needed.

9. Monitor and respond to inquiries in shared recruitment mailboxes (e.g., jobs@ and physicianjobs@).

10. Track, reconcile, and process recruitment-related expenses and candidate/non-employee reimbursements, ensuring compliance with organizational policies.

11. Run standard and ad hoc reports from the ATS (Oracle preferred) and other recruitment systems as requested; support compilation of accurate and timely recruitment data and metrics, as requested.

12. Support maintenance of recruitment tracking tools and shared resources (e.g., ORC Oracle, Excel, Smartsheets) to keep requisition and candidate data current.

13. Screen high volume applications against basic requisition qualifications and route qualified candidates to the appropriate recruiter within 24 hours or next business day.

14. As assigned by Director audit offer letters for accuracy prior to and after issuance, and support recruiters with edits and corrections to offer details as needed.

15. Support resolution of pending worker profile action items, flags, or data issues, and reconcile discrepancies that arise between offer acceptance and employment start, partnering with Onboarding, Director and TA Partners to fix issues as they surface .

16. Support projects to maintain the Oracle Recruitment Cloud (ORC) database, including position profiles, candidate/worker profiles, requisition templates, question banks, as assigned

17. Provide administrative support for Talent Acquisition team meetings, including scheduling, agenda preparation, note-taking, and follow-up.

18. Support coordination of recruitment events, career fairs, and community engagement activities, including registration, materials, and attendance tracking.

19. Order, audit, and maintain recruitment supplies and materials

20. Perform other administrative or operational duties as assigned to support the goals of the Talent Acquisition department. Supports HR department as needed or assigned.

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

More Information

Visit NorthBay Health Careers for recruitment FAQs and additional information.