Program Specialist - Talent Acquisition Operations

Duke University, United States

Updated: 6 days ago
Location: Durham, NORTH CAROLINA
Deadline: The position may have been removed or expired!

The Talent Acquisition Operations Program Coordinator is responsible for the planning, management and administration of hiring incentive programs, employee referral programs, new hire relocation programs, hiring event logistics and incoming TA team member communication and onboarding. This role reports to the Talent Acquisition Optimization & Improvement Program Manager and provide support to the TA Operations team in numerous ways.

Responsibilities

  • Event Management – 40%
  • Supports TA leadership with planning and logistics support for external, experienced DUHS-hosted Hiring Events across all job families. Develops event schedules and ensures all roles are adequately assigned and event roles are clear for positive candidate experience. Communicates with speakers regarding event goals, speaking needs and applicable deadlines. Sets up virtual and/or in-person event space in advance of the events. Partners with marketing on promotional plan.
  • Coordinates and participates in DUHS-hosted PNA, New Grad and student-facing information sessions and hiring events. Develops event schedules and ensures all roles are adequately assigned and event roles are clear for positive candidate experience. Communicates with speakers regarding event goals, speaking needs and applicable deadlines. Sets up virtual and/or in-person event space in advance of the events. Partners with marketing on promotional plan.
  • Community and DEI Outreach – 25%
  • Utilizes Handshake to market DUHS job opportunities, deliver event campaigns, connect with students and ensure identified schools receive ongoing and relevant information and job postings
  • Orders promotional materials and giveaways, ensuring they arrive to conferences and events at or before the desired time. Maintains promotional materials and giveaways to share with other DUHS departments attending events, ensuring special items and equipment are returned.
  • Completes and submits event booth and sponsorship registration information for conferences that TA will be attending. Provides required DUHS marketing and communications materials to the conference hosts as required by the event or sponsorship.
  • Manages and distributes event calendars to provide visibility on community outreach and hiring initiatives
  • Program Administration – 20%
  • Promotes and administers DUHS’s employee referral program, relocation and sign-on incentives programs, and recruiter hiring incentives to achieve departmental and organizational goals
  • Develops and maintains program documentation and policies
  • Provides ongoing reports and analysis regarding effectiveness and trends of programs and performance compared to fiscal goals and budgetary targets.
  • Make recommendations to leadership on program changes for improved effectiveness
  • Ensures payments are processed accurately and timely for all programs and that candidates receive proactive communication regarding their status
  • Serves as a liaison with entity, nursing and corporate payroll teams to ensure timely and accurate payout of programs
  • Administrative Support (15%)
  • Manages departmental shared email inboxes, addressing and routing incoming requests accordingly and in support of a positive candidate experience.
  • Works with DHTS to ensure new TA team members have an assigned device, monitor and access ready by their first day. Ships equipment and supplies to remote employees. 
  • Partners with TA leaders to finalize orientation and onboarding schedule and send communication to new hires.
  • Keeps departmental distribution list up to date
  • Assigns and collects Duke-issued cell phones
  • Maintains client-facing organization charts and phone lists

    • Education

    Work requires analytical, communications and organizational skills or an equivalent combination of relevant education and or experience generally acquired through completion of a bachelor's degree program with one year of experience in program administration or event production.

    OR

    Two years of postsecondary education with three years of experience in program administration or event production.

    Experience

  • Minimum of three years of experience in program administration, event coordination, complex administrative support, or related experience necessary to plan, coordinate and execute a variety of program activities and events.
  • Previous human resources, payroll, talent acquisition and/or process improvement experience preferred.

    • Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

    Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

    Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


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