Recruiting Operations Assistant

Position Description

Position Summary

The Recruiting Operations Assistant supports the Recruiting team by owning the administrative, data, and coordination functions of the Recruiting cycle. This role ensures Recruiters remain focused on Sourcing, Relationship Management, and Filling Shifts — not paperwork, follow-up, or system maintenance. The assistant will manage Candidate documentation, maintain Salesforce accuracy, coordinate Healthcare Provider (HP) communication, and partner closely with Credentialing and Payroll to ensure a seamless experience from initial contact through Assignment start. The goal is simple: increase recruiter productivity and accelerate provider placement speed.

Duties and Responsibilities

Recruiter Support and Process Ownership

· Serve as the operational partner to assigned recruiters, managing all administrative and coordination tasks tied to Candidate and shift activity.

· Maintain Salesforce with real-time updates for Applications, Placements, and Provider Status.

· Prepare and send Candidate Intake Forms (CIFs); track, follow up, and update returned information including Licenses, References, and Documentation.

· Monitor missed time punches, HIMs forms, and compliance documents; follow up to resolution.

· Complete and process Change Forms for Pay Rates, Schedules, and Assignment adjustments.

· Manage communication including Offer Letters, Travel Assignment Confirmations (TAC), Extensions, Declines, and Rejections.

· Track recruiter activity and ensure accurate reporting for commission calculations and productivity metrics.

Candidate Intake and Credentialing Coordination

· Manage Candidate file completeness by gathering, verifying, and uploading all required documents (Licenses, Certifications, Immunizations, References).

· Partner with the Credentialing team to ensure Candidate packets are accurate and submitted to Client facilities without delay.

· Maintain visibility of Clinician progress from application through onboarding, identifying and escalating bottlenecks.

Scheduling and Shift Management

· Update and maintain the Shifts Filled report to ensure alignment with client schedules.

· Track provider availability, confirmations, cancellations, and extensions.

· Communicate schedule changes and updates between recruiters, credentialing, and payroll teams.

Interview and Assignment Coordination

· Schedule interviews between HPs and Recruiters or facility representatives.

· Ensure HPs receive clear communication regarding position details, pay rates, schedules, and expectations.

· Coordinate start logistics including travel details, lodging, and facility onboarding instructions when applicable.

Reporting and Data Integrity

· Audit Salesforce weekly to confirm all Applications, Presentations, Placements, and Extensions are accurately documented.

· Generate status reports for Recruiter performance metrics, including calls, Presentations and Placements.

· Monitor turnaround times and provide actionable insights to improve efficiency.

Continuous Process Improvement

· Identify repetitive administrative tasks that slow Recruiters down and propose automation or delegation strategies.

· Document workflows and support standardization of best practices across the Recruiting team.

· Stay current with healthcare staffing compliance and credentialing requirements to ensure accuracy in Candidate files.

Performance Indicators

· Accuracy and timeliness of Salesforce data entry and documentation.

· Reduction in recruiter administrative workload.

· Cycle time from provider intake to submission.

· Provider onboarding turnaround time.

· Recruiter satisfaction and productivity improvement.

Native American Preference: Preference in filling vacancies is given to qualified Native American candidates in accordance with federal law (Title 25, USC Section 472). Form BIA-4432 should be submitted with the application. For more information about Native American Preference in employment please click here.

Equal Opportunity Employer: Tribal Health is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. We value the skills, experience, and dedication that veterans bring to the workplace and qualified veterans are encouraged to apply. Tribal Health is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, please let us know by emailing hr@tribalhealth.com or by calling (480)581-6961. For more info on EEOC please visit EEOC KNOW YOUR RIGHTS

Work Environment