Talent Acquisition Specialist

Washburn University's Human Resources department seeks an individual with professional experience completing multiple detailed tasks with competing deadlines amidst frequent interruptions. We are a small team of dedicated individuals serving the university's vast HR needs who work very hard but enjoy what we do and our team.

The screening committee will review all eligible applications submitted by March 22, 2024.

Position Summary: The Talent Acquisition Specialist is a member of the Human Resources (HR) team and is responsible for primarily supporting employee and student Talent Acquisition with the recruiting and hiring processes at all Washburn University campuses. This role will coordinate and complete the sourcing and posting of positions, assign onboarding tasks for new hires and assist with related Talent Acquisition tasks that support student employment, technical instructors, staff and faculty. This position is expected to deliver high-quality service to internal and external customers and support and model the core values of Washburn University.

This position has the opportunity to work a hybrid schedule of on-campus and remote (as long as the incumbent resides within the state of Kansas) after the initial training period and based on the needs of the department/university.

Essential Functions:

• Serves as a super-user for the university’s applicant tracking system (ATS), which requires learning the system from the front-end user's perspective to the maintenance and modification of the system settings on the back end.
• Provide daily maintenance of and serve as the liaison for all users of the ATS.
• Offer prompt and responsive service throughout the recruitment acquisition process to ensure screening committees and hiring managers have the information and support needed to make timely and quality hiring decisions.
• Train and assist users with creating and editing job templates and job postings in the ATS.
• Update forms, templates, and descriptions as requested and upload them to appropriate libraries and systems.
• Post/source positions on internal and approved external websites. Monitor site and email alerts to post/source approved jobs, (review formatting, dates, etc. before posting). Manage and monitor external advertising to ensure accurate placement of ads. Reconcile and/or prepare advertising invoices for processing according to university and department procedures.
• Assist with completing appointment recommendations and other tasks in the ATS as appropriate and as assigned.
• Provide 1:1 training as needed to users and answer basic ATS user questions.
• Respond to ATS and general career/job inquiries or escalate as appropriate.
• Track applicant progress in the ATS to ensure the recruitment and hiring acquisition processes move fluidly and if necessary progress applicants properly or contact appropriate staff for updates.
• Initiate prescreening checks, communications and procedures associated with pre/post offer processes; offer acknowledgments and onboarding tasks for various position types timely and as appropriate and as directed, in the ATS.
• Notify appropriate department staff of concerns with the ATS, recruitment processes, etc.
• Troubleshoot minor issues and escalate concerns to appropriate department staff or system support as needed.
• Review ATS reports on applicant statuses, missing documents (e.g., Form I-9), new hire information, etc., and perform appropriate follow-up actions.
• Provide support when needed for immigration processes.
• Enter pre-employment screening information and monitor the candidate’s progress, following up with appropriate candidates or hiring managers as necessary.
• Provide offer acknowledgments/letters and onboarding information to new hires.
• Ensure new hires schedule appointments to complete required documents and alert appropriate staff of potential issues before they are out of compliance.
• Collect transcripts from new hires and follow up to obtain missing transcripts.
• Responsible for updating employee records which includes but is not limited to entering training/certification dates, background checks, and confirming receipt of transcripts/certifications/licenses as required.
• Update employment boards across campus as appropriate.
• May participate in University-wide recruitment and hiring process initiatives, and assist with the planning, organizing, set up, support, tabling and cleanup of events, job fairs, etc.
• May represent the department at University-wide meetings and committees, as assigned or requested.
• Participate in special projects and recruiting initiatives.
• Assists other team members with special projects as assigned or as appropriate.
• Attend staff and project team meetings as required.
• Create confidential documents and prepare for electronic filing.
• Assist with the collection of data and preparation of reports and presentations.
• Provides office reception as a backup and as needed, to ensure visitors are served as quickly and efficiently as possible.
• Complete all required training and professional development sessions.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
High school diploma, GED or equivalent and three years of full-time work experience providing administrative support, or

• A combination of relevant post-secondary education/certifications and work experience equivalent to three years full-time work experience providing administrative support.
• Proven experience effectively managing data in a computerized system.
• Demonstrated effective professional interpersonal and communication skills.
• Proven ability to work effectively as part of a team and individually.
• Proven effective time management, organizational, and self-management and initiative abilities.
• Experience collaborating, building and maintaining professional relationships with diverse groups.
• Proven ability to maintain a high level of accuracy, attention to detail, and confidentiality.
• Demonstrated ability to meet established deadlines amidst competing, conflicting and changing priorities.
• Proven proficiency in Microsoft Excel, Outlook and Word, with the capacity to learn and use new technology. Proficiency will be evaluated through skills assessments.

Preferred Qualifications:

• Experience using an online ATS to post/source jobs, add descriptions, etc.
• Previous Higher Education work experience.

Special Instructions to Applicants:
The interview process will require completing a skills assessment to determine candidates’ proficiency in the software and skills needed to perform the position's essential functions. The information will be provided to selected candidates during the interview process.

Full time Hourly Mon-Fri, Background Check Required

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please contact Benefits, 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.

Job Type: Full-time

Pay: From $21.99 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Topeka, KS 66621: Relocate before starting work (Required)

Work Location: In person