Recruiting Administrator (Contract)

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Updated: July 11, 2019
Job ID: 214820
Status: Full-Time
Regular/Temporary: Temporary
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Recruiting Administrator to support Recruiting within the Human Resources Department located at the Home Office in Bethesda, MD. This position is a contract in partnership with one of our preferred staffing providers.

This position will support the administrative efforts within recruiting for our scientific and research programs supporting cancer research, infectious disease, precision medicine, combat casualty care, and other areas of research.

Were you a science major with a strong business acumen? Or a Communications, Business, or HR major with a passion for helping people? Are you a people person with an interest in recruiting and you would enjoy communicating with candidates and hiring managers on a day to day basis? If you are organized, creative, and possess strong technical skills, then this is the right position for you. 

In this role you will learn the ins and outs of our large global organization’s recruiting efforts and handle the administrative aspects of the recruiting life cycle while supporting an incredible cause helping advance military medicine! Your recruiting efforts will support our departments/programs focusing in infectious disease, traumatic brain injury and mental health, clinical rehab, cancer research, combat casualty care, human performance, and precision medicine.


  1. Utilize Microsoft Teams for every day actions; Microsoft Word to submit screens and references; Microsoft Excel for recruiting data management; Peoplesoft for administrative recruiting functions; Talemetry for candidate management, and other software as required.
  2. Conduct Reference Checks for candidates as required.
  3. Coordinate in person, video and phone interviews with hiring managers and program managers. Input data into Peoplesoft. Send Outlook calendar invites to hiring managers and candidates. 
  4. Send/discuss benefits to candidates who have been screened and are selected to interview (alongside interview confirmation).
  5. Screen qualified candidates for employment opportunities.
    • This includes supporting positions ranging from Lab Intern to Scientific Director for positions local to the DC Metro area, sites around the US, and around the world.
  6. Place job advertisements utilizing job sites, industry-specific forums and social media.
  7. Answer recruiting hotline with candidate recruiting inquiries, questions regarding candidate job search, and conducts brief screens with potential candidates; input notes into Talemetry.
  8. Data Entry new requisitions into Peoplesoft.
  9. Answer and manage Careers inbox.
  10. Pack boxes for Career Fairs.
  11. Serve as back up to Recruiter 1s (for screens) or Recruiting Coordinator as needed.
  12. Create and file candidate folders; scan and upload documents as needed.
  13. Assist with basic testing for software implementation for UltiPro Software.
  14. Additional administrative and ad hoc projects as required.

Required Knowledge, Skills, and Abilities: Strong organizational skills, excellent written and verbal communication skills, meticulous attention to detail, ability to work in a team environment, self-motivated, creative, and able to work effectively and autonomously with minimal management direction, ability to evaluate the professional attitude of job applicants, ability to work efficiently in an office environment, motivated to work productively in a fast-paced and dynamic industry. Previous experience in a high-volume environment required. Proven experience tracking high volume requests. 

Required Technical Knowledge: Microsoft Word, Excel, Outlook. Microsoft Teams, Peoplesoft, PowerPoint, and Talemetry preferred but not required. Previous experience coordinating, conducting, or participating in a video interview strongly preferred (Skype, GoToMeeting, etc). Previous experience with MS Outlook calendar helpful. 

Minimum Education/Training Requirements:  Bachelor’s degree in Science, Business, Human Resources, or related area. Previous science/lab/research experience strongly preferred.

Minimum Experience:  1 to 4 years' administrative experience, preferably in a Recruiting or Human Resources Department. 

Physical Capabilities:  Long periods of sitting at a computer.

Work Environment:  Office environment.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action 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.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.