Associate I, Medical Staffing

Job Description

This role reports to the Supervisor, Medical Staffing and provides support to Medical Staffing and Talent Acquisition programs, projects, and activities. Provides administrative support for recruitment, credentialing, onboarding, scheduling, and training of shipboard medical staff.

This role will interface with all brands, medical teams onboard, shoreside health services and public health leaders as well as external vendors that manage our healthcare systems. This includes supporting the North American brands which comprises of five brands with approximately 65+ ships carrying over 10 million guests annually and employing over 100,000 team members.

Essential Functions:

Administrative Support:

• Completes tasks associated with recruitment, credentialing, onboarding, and scheduling of medical staff.
• Tracks medical staff certifications, accreditations, licenses, and registrations (e.g., ACLS, PALS, ATLS, x-ray training).
• Tracks medical staff internal training requirements Coordinates with the Scheduling Department to ensure individual staff have the necessary visas, flight arrangements, and joining instructions.
• Proposes options for scheduling that balance considerations such as onboard skill and experience mix, team dynamics, staff preferences, dry docks, and voyage itineraries.
• Anticipates staffing requirements in advance of acute shortages to minimize costs, improve individual morale, and strengthen team continuity.
• Responds in a timely and informative manner to medical staff questions about course scheduling and reimbursement.
• Coordinates the scheduling of medical staff courses and required training at the direction of the Supervisor or Manager.
• Provides comprehensive support to the Supervisor or Manager as necessary (e.g. preparation, distribution, filing, and tracking of a variety of written documents, spreadsheets, meeting minutes, and presentation materials)

Medical Talent Acquisition:

• Collects, compiles, and analyses data regarding recruitment, staffing, and onboarding. Tracks candidates in the Applicants Tracking System (ATS) through the recruitment process, updating statuses and facilitating recruitment decisions in coordination with the recruiters and hiring managers.
• Serves as a primary interface to Talent Acquisition Partners by:
• Reconciling and reporting candidates' progression through the selection and hiring processes.
• Tagging candidates, as per established rules.
• Following up on missing items from Talent Acquisition Partners or candidates to expedite recruitment decisions and hiring.
• Screens and select medical candidates to advance through the selection workflow in coordination with the hiring managers.
• May conduct character and personal interviews with candidates under the supervision of the recruiters and hiring managers.
• Coordinates interview assignments with external recruitment collaborators (technical interviewers), their scheduling, report collection, and pre-screening summaries for candidates to progress through the selection process.
• Obtains and pre-screens professional reference checks in support of the hiring process.
• Serves as a primary point of contact to candidates by:
• Providing updates regarding their progression through the selection and hiring processes.
• Requesting new or amended documents in support of recruitment decisions.
• Coordinating queries regarding job offers with the hiring managers.
• Coordinating and routing questions about onboarding tasks.
• Answering or routing questions and complaints to the managers as necessary.
• Extends and tracks acceptance or refusal of job offers to medical candidates in coordination with hiring managers.
• Engage new hires in onboarding, guiding them through the ATS workflow, and links them with the appropriate onboarding agent / Global Talent Partner.
• Facilitates and expedites candidate onboarding according to staffing needs.
• Monitors and manages communications through the shared e-mailboxes available for candidates, talent partners, collaborators, and interdepartmental teams.
• Requests, receives, stores, and processes candidates' information while protecting data privacy as required for onboarding. Participate in quality improvement projects for screening and selecting medical candidates.
• Assists in creating and using marketing materials, organizing, and participating in recruitment events, or other active talent acquisition strategies as deemed necessary by the manager.
• Supports talent acquisition strategies that involve expanding and merging resources and strategies with the corporation's other medical talent acquisition teams.
• Learns and uses electronic record-keeping systems as required to complete tasks, always observing data governance and security policies and procedures.

Ad Hoc Project Support and Cross Coverage of Other Roles:

• Provides cross-coverage for other roles upon the Managers' request.
• Effectively supports ad-hoc and non-recurring projects while still satisfying requirements of regular daily assignments

Financial Support:

• Reviews receipts for accuracy and appropriateness and obtains approval from the Manager for medical staff reimbursements (training courses, visas, and travel expenses) according to departmental policy.

Knowledge, Skills & Abilities:

• Scope: This role provides comprehensive administrative and operational support to the Medical Staffing and Talent Acquisition functions, with a focus on recruitment, credentialing, onboarding, scheduling, and training of shipboard medical personnel. Operating within a complex, multi-brand environment, the role interfaces with internal stakeholders across all North American cruise brands, shoreside health services, public health leaders, and external vendors. The scope includes supporting approximately 65 ships and over 100,000 team members, contributing to the safe and efficient delivery of healthcare services to more than 10 million guests annually.
• Problem-solving: This role provides comprehensive administrative and operational support to the Medical Staffing and Talent Acquisition functions, with a focus on recruitment, credentialing, onboarding, scheduling, and training of shipboard medical personnel. Operating within a complex, multi-brand environment, the role interfaces with internal stakeholders across all North American cruise brands, shoreside health services, public health leaders, and external vendors. The scope includes supporting approximately 65 ships and over 100,000 team members, contributing to the safe and efficient delivery of healthcare services to more than 10 million guests annually.
• Impact: The role directly influences the quality, continuity, and readiness of shipboard medical teams by ensuring timely and compliant staffing processes. Through meticulous tracking of certifications, licenses, and training, the role safeguards regulatory compliance and supports operational excellence. Its contributions to talent acquisition and onboarding accelerate time-to-hire and enhance candidate experience, while its scheduling and logistical coordination optimize crew deployment, reduce costs, and improve team morale. The role's support of financial processes and ad hoc projects further strengthens departmental agility and responsiveness.
• Leadership: While not a formal leadership role, this position demonstrates leadership through proactive coordination, stakeholder engagement, and ownership of key processes. It serves as a primary liaison between medical staff, Talent Acquisition Partners, and hiring managers, ensuring alignment and timely communication. The role anticipates staffing needs, proposes scheduling solutions, and supports cross-functional initiatives, contributing to a culture of collaboration and continuous improvement. It also mentors new hires through onboarding workflows and supports recruitment events and strategic talent initiatives.

For all roles:

• Knowledge: Understanding of workplace policies and procedures / Familiarity with team collaboration tools and techniques.
• Skills: Strong time management and organizational skills
• Abilities: Ability to maintain reliable and consistent attendance / Capacity to be punctual and meet deadlines / Ability to collaborate effectively with colleagues and work as part of a team / Demonstrated professionalism in all interactions and tasks.

Essential/Minimum qualifications:

• Associates' degree or equivalent college coursework required.
• Bachelor's degree preferred.

Essential experience required:

• 1+ years of work experience with similar scope and responsibilities is required.
• College degree may substitute for work experience.
• Proficiency in Microsoft Office and PowerPlatform.
• Ability to thrive in a fast-paced environment while prioritizing workloads.
• Excellent interpersonal skills and the ability to work with various teams.
• Analytical and logistics skills.
• Strong communication and organizational skills

Travel : No or very little travel likely

Work Conditions: May be requested to work a different shift.

Physical Demands : Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

This position is classified as "in-office." As an in-office role, it requires employees to work from a designated Carnival office in South Florida Monday through Thursday each week. Employees may work from their homes on Fridays. Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area.

Offers to selected candidates will be made on a