Staff Recruitment Assistant

Human Resources Administrator (Temporary Support)

The HR Administrator provides short-term administrative and operational support to the Human Resources team, with a primary focus on supporting recruiting and applicant workflow activities. This role is a F/T temporary position with hours from 8a-5p, M-F. This role ensures candidates and internal applicants are efficiently moved through the recruitment process while maintaining compliance, organization, and confidentiality. In addition to recruiting support, the role performs core HR administrative functions such as filing, document management, and mail distribution.

Recruiting & Talent Support

• Coordinate closely with the Human Resources Business Partner to support candidate and applicant movement through the recruitment and selection process.
• Conduct initial applicant screenings and phone interviews; document findings and provide recommendations to the Human Resources Business Partner.
• Assist with scheduling and coordination of interviews, employment testing, reference checks, and background screenings.
• Support internal transfer processes, including screening internal applicants and coordinating interviews for the Human Resources Business Partner.
• Assist in maintaining a diverse and qualified candidate pipeline using employee referrals, internal databases, networking, and creative sourcing channels for hard-to-fill roles.
• Support compliance-related aspects of recruitment, including applicant documentation, screening coordination, and record retention.
• Interact with potential candidates via professional networks and social media platforms as directed.

HR Administrative Support

• Perform HR administrative duties including filing, scanning, document organization, and record maintenance.
• Gather, distribute, and track HR-related mail and correspondence.
• Maintain accurate applicant and employee records in HR systems and shared files.
• Support reporting, data tracking, and administrative preparation as requested by the Human Resources Business Partner or VP of Human Resources.
• Ensure confidentiality and data integrity in all HR records and communications.

YMCA Competencies

Mission Advancement

Accepts and demonstrates the Y's values. Demonstrates a desire to serve others and fulfill community needs. Supports volunteerism, relationship-building, and fundraising efforts aligned with the mission.

Collaboration

Works effectively with individuals of diverse backgrounds, abilities, opinions, and perspectives. Builds rapport and maintains professional relationships. Seeks to understand others' viewpoints, communicates clearly, and remains calm in challenging situations.

Operational Effectiveness

Makes sound judgments and adapts learning across situations. Demonstrates strong organizational skills, attention to detail, and follow-through. Establishes priorities, plans work effectively, and meets deadlines while supporting high-quality service delivery.

Personal Growth

Demonstrates openness to learning and change. Pursues self-development that enhances job performance. Maintains functional and technical knowledge necessary to perform the role effectively and uses technology appropriately.

Qualifications

• Bachelor's degree in human resources or a related field preferred, or a combination of education and 3+ years of relevant HR or administrative experience.
• Working knowledge of human resources practices, recruitment processes, and applicable employment regulations.
• Strong organizational skills with the ability to prioritize tasks and perform with speed and accuracy.
• Demonstrated ability to maintain a high level of confidentiality.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with ADP preferred.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regular use of a computer for extended periods.
• Frequent sitting, reaching, and movement within the work environment.
• Occasional lifting or moving of materials up to 10 pounds.
• Vision abilities include close vision, distance vision, and the ability to adjust focus.
• Noise level in the work environment is typically moderate.
• This position is a temporary, at-will assignment expected to last three (3) months or less, based on business needs. The assignment duration may be shortened or extended at the sole discretion of the YMCA, and the assignment may end at any time, with or without cause or notice, consistent with California at-will employment law. This temporary assignment does not guarantee continued employment, transition into a regular or permanent position, or future assignments beyond the stated period. Completion of the temporary assignment does not alter the at-will nature of employment. Temporary employees are subject to all applicable YMCA policies and procedures, including those related to confidentiality, workplace conduct, and compliance with state and federal employment laws. Eligibility for benefits, paid time off, or other employment-related programs, if any, will be determined in accordance with YMCA policy and applicable law and may differ from those offered to regular, non-temporary employees.