Recruiting Coordinator (Contract)

Who We Are:

Museum of Ice Cream is an inclusive & immersive brand, designed to captivate your sweetest fantasy and sugar-filled daydreams online and IRL. At Museum of Ice Cream, we invite you to believe in the magic of creativity, to remind you that inclusive spaces do exist, and to show you that childlike wonder is worth savoring. In our world, ice cream is the agent of change and the vehicle to ignite the creative spirit that lives in all of us. Fueled by the power of imagination, MOIC is a universe of possibilities with tons of room for you to explore.

Who You Are:

Museum of Ice Cream is seeking a Recruiting Coordinator (contract) with strong administrative and communication skills to join our team. In this role, you will play a crucial role in supporting the Talent Acquisition Manager in managing the full-cycle recruitment process. Your primary responsibilities will involve providing administrative and communication support and assisting with various recruitment tasks. Your attention to detail and excellent organizational skills will contribute to the seamless execution of the hiring process.

Your Day-to-Day:

ADMINISTRATIVE

• Provide administrative support across the full-cycle recruitment process, including preparing meeting materials and candidate notes for interviews.
• Assist with scheduling interviews, managing candidate assessments, and candidate correspondence.
• Conduct basic candidate screening tasks, including resume review and initial phone screens, as needed.
• Own intake documents and meetings, ensuring they are up-to-date with the lifecycle.
• Maintain job postings on various job boards and internal platforms, ensuring accuracy and completeness.
• Partner with hiring managers and interview teams to schedule travel logistics for candidates as needed.
• Ensure all candidates are communicated with within the company operating procedure, and this includes disqualifying candidates who do not meet basic qualifications.
• Prepare and send offer and rejection letters to candidates as directed by the Talent Acquisition Manager.
• Implement and execute candidate surveys.
• Ensure new team members are added to our ATS system and can navigate our processes autonomously.
• Maintain and update candidate data and recruitment files in Workable.
• Assist in compiling recruitment metrics and data for reporting purposes and collates monthly documents of recruiting metrics.

COMMUNICATION

• Manage and schedule correspondence between hiring managers including calibrations, intakes, and interview reminders.
• Maintain regular communication with hiring managers and candidates under the guidance of the Talent Acquisition Manager.
• Draft personalized candidate communications and update our communication templates as needed.
• Proactively manage reschedules as needed.

CANDIDATE TRAVEL

• Coordinate with internal teams and hiring managers to align candidate travel schedules with interview schedules and availability.
• Coordinate and schedule travel arrangements for candidates, including flights, accommodations, and ground transportation.
• Liaise with candidates to gather necessary travel information such as preferred travel dates, dietary restrictions, and accommodation preferences.
• Prepare detailed travel itineraries for candidates, including flight information, hotel reservations, and transportation arrangements.
• Communicate travel details and arrangements to candidates in a clear and timely manner, addressing any questions or concerns they may have.
• Ensure that all involved parties in the candidate travel arrangements, including prepping the managers with necessary documents and updates.
• Ensure candidates receive necessary travel documents and information prior to their departure, including confirmation numbers, directions, and contact information.
• Monitor candidate travel plans and provide support as needed, including handling last-minute changes or cancellations.
• Track and manage candidate travel expenses, ensuring adherence to budgetary guidelines and company policies.
Collect feedback from candidates regarding their travel experience and use it to improve future travel arrangements and processes.

The hourly rate for this role is $25-$30 depending on experience with an expectation of 25 - 35 hours of work per week. This is a 12-month contract opportunity that can be extended or renewed, and we are seeking to fill it promptly.

Requirements

• Availability to work within EST key working hours

• Minimum of 3+ years of experience in providing administrative support in Talent Acquisition or a related function.
• Eligible to work legally in the United States
• High level of organizational skills with strong attention to detail
• Excellent written and verbal communication skills
• Experienced in utilizing applicant tracking systems, such as Workable.
• Strong ability to maintain strict confidentiality and handle sensitive information with utmost discretion
• Strong multitasking and time management abilities
• Familiarity with recruitment processes and terminology
• Proficient in Google Suite and Slack

Benefits

The Good Stuff:

• Unlimited ice cream
• Competitive Pay
• 16 free museum tickets per year for friends and family, with free entry for self
• 50% off retail products