HR Admin Specialist and Recruiting Coordinator - Temporary, Part Time

Job Description

Job Description

JOB SUMMARY

We are seeking a highly organized and detail-oriented HR Administrative Specialist & Recruiting Coordinator to support our HR operations and recruitment efforts. This role involves managing and maintaining complex employee records, handling sensitive HR data with confidentiality, and ensuring accuracy in all administrative processes. Additionally, you will play a key role in coordinating recruitment activities, ensuring a seamless candidate experience.

You will coordinate the interview process which includes scheduling interviews, ensuring attendance, and handling logistics like lunch and room reservations. You will support data management efforts including creating managing files leveraging complex excel calculations, payroll calculations , creating employee letters using mail merges etc. You'll maintain candidate profiles in Ashby ATS, update their status, and ensure feedback is entered. Additionally, you'll oversee onboarding tasks, create first-day schedules, and assist with employee account setups. This position will be on-site in our San Diego office. This will be a temporary, part-time position, with 24-32 hours a week and an expected length of 3 months.

Recruiting Coordination & Candidate Management

Interview Scheduling : Coordinate and schedule interviews across multiple time zones, ensuring smooth communication between candidates and interviewers.

Candidate Experience : Ensure candidates have a positive interview experience by providing schedules, necessary materials, and timely updates.

Logistics Management : Handle interview logistics, including booking conference rooms, setting up video interviews, arranging candidate lunches.

Applicant Tracking System (Ashby ATS) Management : Maintain candidate profiles, update statuses, and ensure feedback from interviewers is entered promptly.

Hiring Team Support : Partner with hiring managers and recruiters to streamline interview processes, reschedule interviews as needed, and manage high-volume recruitment pipelines.

Onboarding Support : Oversee onboarding tasks, including creating first-day schedules, assisting with employee account setups, and ensuring new hires have the necessary materials and access.

HR Administrative Support

HR Data & File Management : Maintain and manage and integrate complex HR records and employee files, ensuring data accuracy and confidentiality.

Time Cards and Payroll : Manage time cards and handle payroll checks.

Excel & Data Analysis : Leverage complex Excel calculations for data tracking, calculations, and reporting.

Employee Documentation : Create employee letters and other HR documents using mail merges.

QUALIFICATIONS

1–2 years of experience as a Recruiting Coordinator and HR Administrator, supporting talent acquisition and HR operations.

Proficiency in Ashby, Microsoft Office Suite (Excel & PowerPoint), with strong capabilities in managing complex Excel calculations and data analysis.

Familiarity with HR software, including applicant tracking systems (ATS) and payroll systems to streamline recruitment and HR processes.

Meticulous attention to detail and accuracy in handling HR records, compliance documentation, and recruitment tasks.

Strong integrity and discretion in managing sensitive and confidential HR information.

Exceptional written and verbal communication skills, ensuring effective interactions with candidates, employees, and hiring managers.

Previous experience in biotech / pharma is preferred.