Recruitment Operations Specialist

Location San Francisco, OR 97202
Date Posted October 14, 2021
Job ID 8021
Employment Type Direct Hire
Scion Staffing is conducting a search for a Recruitment Operations Specialist to join our Northern California office! The Recruitment Operations Specialist is responsible for assisting the Temporary and Direct Hire Staffing Team with screening, scheduling, and onboarding tasks related to prospective candidates. If you're a driven individual who has a passion for supporting, problem solving, and working collaboratively in a fast-paced team environment, then this is the place for you! We are experts at placing amazing candidates with top companies and impactful nonprofit organizations and are a leading firm in our industry!
We are seeking a candidate who desires career development and professional growth in the high-volume talent acquisition space! This role will support a group of talented full-cycle Recruiters in recruitment operations and special project support! If you’re interested in supporting a high-functioning, successful group of temporary and direct staffing recruitment professionals while making a difference in a variety of sectors including nonprofit, tech, and corporate, this is the opportunity for you!
This is a full-time work from home role during the pandemic. We are interested in local remote candidates only. 
  • A competitive base salary, annual and quarterly bonus potential, annual reviews, annual raises, + career growth and continued training opportunities
  • Fully paid health, dental, vision, life insurance, short and long term disability, and 80 hours of fully paid parental leave
  • Monthly cell phone and internet stipend
  • 401k + employer contribution
  • 90 hours of Paid Time Off annually to start, 10 hours are available immediately plus accrual starts on your date of hire and increases after year 1, 2, 4, 6 and 8!
  • 72 hours of Paid Sick Leave annually
  • Eleven (11) paid holidays are made available each year: New Year’s Eve, New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, Christmas Eve and Christmas Day.
  • A paid birthday: take your birthday off on another day within a week of your birthday. It’s paid!
  • Up to 3 paid community volunteer days annually
  • Work from home/hybrid schedule – Flexible schedule with options to start between 8:00-9:00 am and end your day at 4:30-5:30 pm
  • Work/life balance and an annual team retreat plus regular team gatherings!
  • A friendly and supportive team environment inclusive of everyone! Work alongside a diverse staff committed to advancing DEI in the talent acquisition and employment space!
Onboarding Operations & Technology
  • Manage job postings on paid sites, assist with networking jobs via our Applicant Tracking System and other relevant and accessible databases
  • Oversee onboarding process for temporary employees as well as direct hire placements, to include but not limited to: assist with completion of reference check; verification of onboarding packet completeness in onboarding system; administer background checks, employment and degree verifications as required/requested; quality assurance that all due diligence is complete before candidate start date
  • Manually enter candidates into our time keeping system as needed
  • Communicate with Operations and Recruitment to ensure proper follow-through on candidate onboarding, payroll needs, reference and background checks
  • Utilize our Applicant Tracking System extensively to ensure active candidate tracking, maintain candidate and client notes, and schedule appointments
  • Track and occasionally audit candidate lists, associates on assignment lists, and make notes in our Applicant Tracking System accordingly
  • Set up new clients and candidates in our Applicant Tracking System as well as our time keeping system
  • Troubleshoot our Applicant Tracking System, onboarding system, our time keeping system, virtual interview platform, job boards and various programs ahead of escalating issues to IT
  • Support Operations as relates to recruitment compliance for temporary associates on assignment, I9 completion and validity/expiration of related documentation
  • Weekly database checks by recruiter to ensure quality of records, follow up on incomplete onboarding documents and/or checks, and schedule check-ins with candidates and clients for on assignment associates and permanently placed candidates
  •  Update, modify and train staff on the proper use of our Applicant Tracking System to ensure data integrity, reporting, and efficiency.
  • Streamlining paperwork and office templates – ensure accuracy and proper use and distribution amongst staff (DocuSign, Drop Box, Google Drive etc).
  • Filing – primarily regarding search/client files in Google Drive or in Drop Box
  • Bullhorn/database cleanup and projects
  • Update templates for onboarding, client/candidate communication
  • Interpret and/or implement management policies or operating practices
Recruitment Operations
  • Work with a great team sourcing, interviewing and placing exceptional talent (as needed, on enterprise/bulk temporary and/or contingent accounts)
  • As needed help source and review candidates for high demand skill areas and open ended general skill searches
  • Provide top level customer service on the phone, in person and with other correspondence to candidates and clients alike
  • Source candidates using various recruiting outreach tools and techniques
  • Connect with a diverse group of candidates to conduct initial screen via phone and email
  • Assist and manage candidates through the pre-boarding process
  • Arrange candidate-client interviews by coordinating schedules; provide coaching and interview preparation for candidates via telephone and/or email
  • Assist in scheduling interviews and meetings and resolving scheduling conflicts for exciting companies, nonprofits, foundations and startups
  • Leverage knowledge of online job boards, newsgroups, social network platforms, and other resources to post/advertise opportunities on behalf of the team
  • As needed, carry out employment offer process and documentation
  • As needed, carry out project end date communication, facilitating employment termination process as need
  • As needed, edit/review/proof written candidate presentations for client review
  • As needed, create and post job descriptions to our Applicant Tracking System and online job boards
Administrative & Project Support
  • Support and/or follow up on all needs for help posted in staff forums.
  • Maintain on-going communication after placement and resolve any client and/or candidate issues quickly and efficiently while maintaining confidentiality, sensitivity, and the highest level of customer service satisfaction as relates to logistics in placement process
  • Participate in local association and networking events to increase the firm’s presence in the local business community
  • Research continued education and networking events for Scion staff to attend Participate in educational opportunities, workshops, and seminars to increase knowledge on current industry and hiring trends
  • Maintain email correspondence with clients, candidates, and internal staff through Outlook online
  • Administrative assistance, office operations support, database management and data entry, project and organizational support, event and project coordination
  • Participate in staff meetings and attend other meetings as necessary, take meeting notes
  • Apply the appropriate level of urgency to each situation amongst competing deadlines
  • Take initiative and ownership of special projects
  • Help grow our amazing company and provide exceptional service to our devoted clients
  • Provide tech support for tier one office requests and queries
  • Project support and/or oversight with our IT consulting service for larger projects, as required
  • Assist in coordinating team events: birthdays, retreats, small gatherings, etc.
  • Provide suggestions for new processes and receive feedback
  • Participate in planning long- or short-term team objectives
  • As needed, assist in implementation of new software, processes, procedures
  • As needed answer phones, transfer to team members
  • Assist management with projects and office management as needed
  • Support the Finance and Business Operations Team and Regional Director as needed
  • Strong written, verbal, organizational, and interpersonal communication skills
  • 1+ years of recruitment agency experience
  • Must be proficient with Microsoft Office Suite, especially Microsoft Outlook, as well as related database experience (Bullhorn Applicant Tracking System)
  • Excellent organizational skills and impeccable attention to detail
  • Ability to prioritize multiple tasks
  • Must have the maturity to maintain confidential and sensitive employee information
  • The desire to learn more or many ways, do better every day, and the motivation to follow through on new and exciting tasks as well as day to day responsibilities
  • Must be self-motivated, dependable, conscientious, and operate in good faith with the company and our people first
  • Excellent customer service, sales, and relationship building skills
  • A positive attitude and team player mentality, trustworthy and honest
  • The ability to work independently as well as on a team
  • A strong work ethic motivated by results
  • The ability to stay organized and prioritize multiple tasks without compromising quality or service

This position offers remote flexibility plus a competitive annual base salary of $58,000-$68,000 dependent on experience/work region and $5,000+ bonus as well as a salary review and a raise at 365 days! fully paid health, dental, and vision Insurance. You will also receive PTO that increases the longer you work for us, 401K plus employer contribution, 11 paid holidays, paid sick time, up to 3 annual paid community volunteer days, paid day off for your birthday, work/life balance, career growth and continued training opportunities, an annual team multi-day team retreat, an annual holiday extravaganza, a collaborative environment, and a super supportive and friendly team environment where we say no to unhealthy competition, share candidates, help each other succeed, and really celebrate each other and our victories!
For immediate consideration, please submit your resume and cover letter here:
Scion Staffing is a top staffing agency and executive search firm, connecting leading companies and organizations with impeccable talent throughout the West Coast. Through our innovative team-building and staffing solutions, we bridge the gap in temporary staffing, as well as contract-to-hire employment, contingent search, and executive searches. The Business Times has recognized us as a top staffing from 2010-2021, and our clients return to us for a variety of opportunities.
Scion Staffing is an equal opportunity employer and service provider and does not discriminate on the basis of race, religion, gender, gender identity, national origin, citizenship status, sexual orientation, disability, political affiliation or belief, or any other protected class. We are committed to the principles of Equal Opportunity Employment and are dedicated to making employment decisions based on merit and value, for ourselves, our client companies, and for the candidates we represent.

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