Recruiting Coordinator

Recruiting Coordinator

JOB DESCRIPTION

Job Title: Recruiting Coordinator

Position Type: Salary - Full Time

Work Setting: In Office

Group/Division/Team: Talent

Reports to: Nakita Jenkins (Sr. Recruiting Manager)

FLSA: Exempt

ABOUT VAXCARE

The healthcare system is complex, presenting challenges for everyone-patients, doctors, nurses, office managers, and billers alike. At VaxCare, we aim to streamline this complexity, eliminating unnecessary costs and confusion so that practices can focus on their important work: caring for patients. Our innovative solutions include a vaccine management and LARC access platform trusted by over 20,000 active providers nationwide. This service is powered by a multidisciplinary team of dedicated professionals who lead with integrity and a relentless drive to exceed expectations, bringing clarity and efficiency to the often-overwhelming world of healthcare.

THE POSITION

At VaxCare, people are at the heart of our mission, and the Recruiting Coordinator plays a vital role in helping us attract, engage, and hire exceptional talent. This position supports the People Group by keeping hiring processes organized, communications clear, and candidate experiences consistent and professional.


As a Recruiting Coordinator, you will manage the logistics of the hiring process and serve as a key bridge between candidates, recruiters, hiring managers, and internal stakeholders. This role supports the full recruiting workflow from open job approval and requisition posting through sourcing channel management, interview coordination, offer letter preparation, background check initiation, onboarding handoff, and requisition closeout. The ideal candidate is highly organized, dependable, proactive, and comfortable balancing details across multiple roles, systems, calendars, and priorities in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

• Support the start of the recruiting process by coordinating approval for open roles, creating requisitions, assisting with job description updates, posting roles to approved sourcing channels, and ensuring job postings are accurate, timely, and aligned with internal requirements.
• Manage sourcing channels, including job boards, social media, and other recruiting platforms, to support healthy candidate pipelines, role visibility, and accurate source tracking.
• Support initial candidate review and screening logistics as needed, helping recruiters move qualified candidates through the process efficiently and consistently.
• Serve as a primary point of contact for candidates throughout the hiring process by providing timely updates, clear instructions, and a professional, candidate-focused experience.
• Coordinate candidate screens, hiring manager interviews, panel interviews, debrief discussions, and related calendar logistics across stakeholders and time zones with accuracy, professionalism, and respect for all parties' time.
• Arrange interview-related logistics, including meeting details, candidate materials, travel or accommodation coordination when needed, and timely follow-up with candidates and interview teams.
• Maintain accurate and up-to-date candidate records, interview activity, requisition details, hiring process updates, dispositions, and compliance-related documentation in the Applicant Tracking System.
• Partner with recruiters, hiring managers, and internal stakeholders to keep recruiting processes moving efficiently, consistently, and in alignment with hiring timelines.
• Coordinate offer process logistics, prepare and send offer letters in most cases, initiate background checks, and ensure appropriate handoffs to HR partners for onboarding paperwork and new hire readiness.
• Close requisitions once hiring activity is complete, ensuring final candidate dispositioning, documentation, reporting updates, and system records are accurate.
• Support recruiting reporting and analytics by helping maintain clean data, track key hiring activity, and prepare accurate summaries related to pipeline activity, time-to-hire, source effectiveness, and team/leadership visibility.
• Contribute to HR/Recruiting administrative tasks and special projects that support process improvement, reporting accuracy, AI-enabled recruiting efficiency, and team effectiveness.

REQUIRED EXPERIENCE & QUALIFICATIONS

• 1-3 years of experience in HR, recruiting coordination, talent acquisition support, or administrative support requiring regular interaction with a variety of stakeholders and professionals at all levels.
• Previous experience coordinating calendars, interviews, logistics, or schedules across multiple teams, decision-makers, and time zones.
• Strong written and verbal communication skills with a professional, candidate-focused approach.
• Highly organized, dependable, and attentive to detail, with the ability to manage multiple priorities and follow through consistently in a fast-paced environment.
• Ability to handle confidential and sensitive information with discretion.
• Familiarity with an Applicant Tracking System or similar system is preferred.
• Proficiency with Microsoft Office Suite and comfort learning recruiting platforms, scheduling tools, and HR systems.
• Comfort learning and leveraging AI-enabled tools and recruiting technology to improve efficiency, communication, reporting accuracy, and process consistency.
• Bachelor's degree in Human Resources, Business Administration, or a related field preferred; equivalent experience may be considered.

COMPENTENCIES: Core to all positions at VaxCare

We Live (and Work) by Our Values:

- Building a team culture founded on trust, collaboration, and delivery excellence

- Belief in Something Bigger than Ourselves - Capacity to derive meaning from a larger purpose

- Humility as a Posture of Learning - Burning curiosity to learn without ego

- Adaptability & Embracing Change - Nimbleness & ready to seize new opportunities

Additional "Must Haves":

- Dependability - Must be able to meet deadlines, work independently, maintain focus, & punctual

- Interpersonal Skills - Builds strong relationships & contributes to a positive work environment.

- Computer Skills - Skilled with computers, learns new tools quickly.

- Ethics - Honest, accountable, maintains confidentiality.

OTHER RESPONSIBILITIES

• Commute to Office: Must be able to commute to and from the corporate office for each scheduled shift.
• Prolonged sitting or standing: Team members must be able to remain in a stationary position for extended periods, as much of the work involves sitting at a computer or workstation. Some hybrid or office-based roles may also require the ability to stand for portions of a shift.
• Repetitive motions: Significant use of the hands, wrists, and fingers is required for tasks like typing, using a computer mouse, and handling paperwork.
• Treating data engineering as a craft, with strong attention to correctness, performance, and maintainability
• Visual acuity: This job requires the ability to view a computer screen and read documents for extended periods.
• Communication: Team members must be able to clearly express and exchange ideas in English to effectively communicate with customers and co-workers.
• Occasional lifting: Many office-based jobs specify the ability to occasionally lift or move up to 10-20 pounds to handle supplies or equipment.

Physical Requirements/Work Environment:

TASK

Continuous

Intermittent

Seldom

N/A

Regular & Reliable Attendance


X

Standing/Walking

X

Travel/Driving/Operating Vehicle

X

Sitting (desk/computer work)

X

Lifting/Lowering/Carrying (up to 20lbs)

X

Reaching/Bending/Twisting

X

Hand/Wrist Use (typing/mouse/writing)

X

In person attendance for meetings/conferences


X

Operating Mobile Equipment/Machinery

X