Contract Recruiting Coordinator

Job Description

Job Description

Nova Biomedical: One Global Brand. One Vision. Together under one name.

Advanced Instruments and Nova Biomedical are now united under one brand, Nova Biomedical , marking a major milestone in our journey to deliver greater value to our customers. By combining our strengths, we're accelerating innovation, supporting critical workflows, and delivering world-class service across the biopharmaceutical and clinical markets.

- Onsite minimum 4 days a week in Waltham and must be on-site when interviews are conducted. This is a 5 month contract.

Job Summary:

The role of the Recruiting Coordinator is to support a dynamic team of four recruiters in a fast-paced environment. This role requires exceptional attention to detail, the ability to prioritize and manage multiple tasks under tight deadlines, and strong communication skills to provide a seamless and positive candidate experience. The Recruiting Coordinator will be responsible for scheduling interviews, coordinating candidate communications, and ensuring the recruitment process runs smoothly and efficiently. This position also performs a broad range of administrative and project activities to support the recruiting team and is an essential contributor to ensuring the success of hiring employees for Nova Biomedical.

Responsibilities:

• Coordinating and scheduling interviews across multiple time zones for candidates and interviewers and ensure timely communication of interview details to all parties, including confirmation emails, calendar invitations, and itineraries, promptly resolving any scheduling conflicts if they arise.
• Supporting recruiters with job postings, requisition management and approval and other administrative tasks.
• Assisting in posting job descriptions on various platforms (i.e. LinkedIn, Indeed) while being responsible for our ATS system, which includes system configurations, improvements to the application process and workflow, updating job requisition templates, maintaining the system (i.e. adding/removing users), pulling reports, etc.
• Preparing and distribute recruiting reports to monitor progress on hiring metrics.
• Managing invoicing for agency fees, candidate reimbursements, and other recruiting costs.
• Managing the Employee Referral Program which includes enhancing all internal communications, processing payments, handling questions and issues.
• Initiating background checks and create offer letters and new hire paperwork for candidates.
• Working with recruiters to organize job fairs and staffing events.
• Collaborating with the HR coordinator on the summer intern program.
• Contributing to HR projects.
• Maintaining a relationship with the international controllers as the primary point of contact for recruiting questions for our international subsidiaries.
• Updating weekly job postings and distributing internal communications (i.e. FYI newsletter and HR bulletin boards) and external communications with local networking groups.
• Acting as a backup to HR Coordinator to present at New Hire Orientation and overseeing new hire luncheon.
• Assisting with other job-related duties as assigned. Interaction
• Supports Recruitment Manager, and Recruiters.
• Works closely with Hiring Managers for all recruitment coordination.
• Liaison with background check vendor, ATS vendor, Indeed, Ziprecruiter and Linked In, and outside organizations.

Experience Requirements:

• Bachelor’s degree or Certificate in Human Resources
• Strong written and oral communications skills. Excellent MS Office skills, Co-Pilot or other AI product user, and Outlook calendar experience is required
• Experience with or ability to learn new Software Products such as (ClearCompany and UKG preferred).
• Attention to detail, excellent proactive communication, writing, and organizational skills. Requires the ability to multi-task and maintain highly confidential information.
• 0-2 years of experience in a related HR or scheduling/administrative role is preferred.

Physical Requirements and Working Conditions:

• Ability to work at a computer for extended periods.
• Ability to lift and carry up to [25–50] pounds as required
• Ability to communicate effectively via phone, video, and written communication.
• Ability to occasionally move about the office to access meetings or resources.

Work Location: Onsite minimum 4 days a week in Waltham and must be on-site when interviews are conducted. This is a 5 month contract.

Targeted Salary Range: $26 - $33/hour

Nova Biomedical believes in transparency and integrity throughout all we do, including compensation. The provided salary range for this role represents the expected base salary or hourly rate for this opening. Actual compensation will be commensurate with the candidate’s experience and may vary based on individual factors such as location, skills, and education.

At Nova Biomedical, we’re not just building instruments, we’re powering breakthroughs that improve lives. Our smart, science-driven solutions are trusted in over 100 countries to speed drug development and enhance patient care.

Our integration brings together more than 70 years of scientific excellence with Nova’s cutting-edge innovation, forming a powerhouse of precision, purpose, and possibility. With FDA-registered, ISO-certified manufacturing, more than 125 FDA approvals, and industry-trusted diagnostics, we’re setting new standards in quality and reliability. Nova Biomedical is proud to be a global leader in osmolality testing and biotechnology and in vitro diagnostic (IVD) instrumentation, dedicated to advancing patient care and scientific discovery with a legacy that continues to shape the future of life sciences.

With headquarters in Norwood and Waltham, Massachusetts, and a global team of nearly 2,000 employees, we’re building a collaborative, empowered culture grounded in shared values: Customer Centricity, Ingenuity, Ownership & Accountability, Collaboration, and Integrity .

Working at Nova Biomedical means joining a mission-driven organization where your contributions matter. Whether you're in engineering, science, manufacturing, or support, you’ll be part of a team that values innovation, invests in your growth, and is committed to making a real-world impact on global health.

Explore what’s next with us at novabiomedical.com or aicompanies.com

EEO Statement:

Nova Biomedical takes pride in being an equal opportunity employer committed to hiring a diverse and inclusive workforce. As a part of our commitment to a diverse and inclusive workforce, Nova Biomedical will continue to take steps to assure that recruitment, hiring, assignment, promotion, compensation, and all other personnel decisions are made and administered without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, gender expression, veteran status, age, mental or physical disability, genetic information or any other protected class.

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