Recruiting Operations Specialist

Job Posting Title:

Recruiting Operations Specialist

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

PURPOSE

The Recruitment Operations Specialist provides centralized operational support to the Talent Acquisition team, ensuring smooth and timely movement of candidates through the full recruitment lifecycle in support of clinical and operational departments within Dell Medical School at the University of Texas at Austin and UT Health Austin. This role manages job postings, requisitions, candidate and offer data, and recruitment reporting, while serving as a key point of contact for recruiters and hiring managers on process and status questions. This role requires basic understanding of healthcare regulations and the unique workforce dynamics present in a medical environment.

RESPONSIBILITIES  

Requisition, Posting & Vacancy Management

• Manages and maintains job postings across Workday, external job boards, and recruitment platforms.
• Monitors and maintains the vacancy report, ensuring positions and recruitment statuses are accurate and current.
• Supports recruiters with requisition creation, updates, approvals, and position changes.
• Helps ensure job descriptions, postings, interview materials, and recruitment templates are current and standardized.

Candidate, Offer & Hiring Process Coordination

• Coordinates recruitment activities and ensures timely movement of candidates through the hiring process.
• Prepares and coordinates offer letters, employment documents, and other pre-employment materials.
• Assists with candidate communications and follow-up as needed.
• Supports recruiters with onboarding handoffs and ensures required information is transferred appropriately to downstream teams.
• Maintains required documentation relating to candidate and recruitment interactions.

Recruitment Systems, Data & Reporting

• Maintains accurate candidate and requisition data in the ATS and HR systems.
• Runs and distributes recruitment reports and metrics, including vacancies, candidates in process, offers, acceptances, and time-to-fill.
• Adheres to internal controls and reporting structure.

Recruiter, Hiring Manager & HR Partnership

• Serves as a centralized resource for recruiters and hiring managers on recruitment process questions and status updates.
• Partners with HR functions, including HRBPs and Shared Services, to identify and document best-practice processes and resolve throughput issues.
• Provides prompt, courteous, and accurate assistance to internal customers by investigating concerns and actively seeking resolution.
• Serves as a resource to other Talent Acquisition colleagues.

Recruitment Programs, Events & Process Improvement

• Assists with recruitment events, conferences, job fairs, and sourcing activities, including registration, materials, scheduling, and follow-up.
• Identifies opportunities to streamline recruitment processes and automate manual tasks.
• Participates on project teams and performs special projects as assigned by leadership.

Compliance, Professional Development & General Responsibilities

• Adheres to Dell Medical School and University policies, procedures, standards, and budgetary expectations, including time management, supply management, productivity, and accuracy.
• Maintains required professional development, continuing education, and skills competency while supporting department goals.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in business, human resources, or related field
• At least 2 years of experience in recruitment coordination, HR operations, or business analysis and reporting.

Relevant education and experience may be substituted as appropriate

PREFERRED QUALIFICATIONS:

• 1 year of experience in recruiting, recruitment coordination, or human resources working in a hospital, health system, academic medical center, or health-related institution.

• Recruitment or Human Resources experience at UT Austin and familiarity with policies, procedures, and University systems.
• Experience with Workday Recruiting or an Applicant Tracking System, including requisition creation, job postings, and candidate/offer data entry. Experience working in a start-up environment. Experience in a fast-paced Talent Acquisition or HR office. 

SALARY RANGE

$55,109 + depending on qualifications

 According to Executive Order No. GA-48 of the State of Texas: for all positions that research, work on, or have access to critical infrastructure as defined in Section 117.001(2), Business and Commerce Code, it is required that both candidates for employment and employees have the ability to maintain the security or integrity of the infrastructure.

WORKING ENVIRONMENT/EQUIPMENT

• This is a full-time position; hybrid work is expected with limited possibility of onsite work.
• Standard office environment and equipment.
• Requires repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.