Job Title

This position reports to the Manager, Recruitment Administration. It supports sourcing and candidate experience teams by coordinating logistics, scheduling, and administrative tasks to ensure smooth operations and positive candidate experience. Duties: Efficiently arrange interviews between candidates and hiring managers, as needed depending on designated portfolio Manage communication with candidates regarding interview details, including dates, times, locations, and any necessary materials. Coordinate with hiring managers and hiring pod to clarify interview requirements and ensure alignment. Provide timely updates and feedback to candidates throughout the recruitment process. Assist Recruitment Specialist in preparation of events, packing materials Coordination of travel authorization requests, assist with travel arrangements, conference/event registrations, preparation and reconciliation of travel claims. Maintain an inventory of collateral, swag and other materials. Work with stakeholders to create and organize essential recruitment documents such as job postings, interview guides, and offer letters. Assist in performing background checks on candidates and documenting the results. Conduct and record reference checks, ensuring all information is properly documented. Prepare candidate packets and interviewer agendas for upcoming interviews. Financial support in terms of accounts payable and accounts receivable. Including preparation of documents for the Managers approval. Preparation of incentive documents including Return-in-Service contracts; monitor and maintain an inventory of contracts and schedule of incentive payments. Update and maintain the ATS by entering job descriptions, candidate details, and application statuses accurately. Ensure all candidate information, including resumes and cover letters, is properly recorded and easily accessible. Categorize applicants based on their progress in the recruitment process (e.g., applied, screened, interviewed, offered). Collaborate with recruiters to ensure job requirements are correctly entered when creating new job postings. Regularly audit and clean the database to maintain data integrity and compliance with data privacy regulations. Prepare new employee welcome packets and orientation materials. Assist in organizing and facilitating new hire orientation sessions. Develop and implement strategies to maintain candidate engagement throughout the hiring process. Collect and analyze feedback from new hires to improve the onboarding experience. Work with recruitment and onboarding teams to initiate pre-onboarding activities before the candidates start date. This may include sending welcome packages, coordinating necessary paperwork, and providing access to relevant company information or systems. Minimum Qualifications: A diploma in Human Resources, Business Administration, or a related field, a bachelors degree is preferred. Relevant certifications in HR or administrative support are advantageous Demonstrated equivalencies will be considered A minimum of 3 years of experience in recruitment coordination, or administrative support, or a related field, preferably within a healthcare setting. Proven experience in managing logistics for recruitment events and candidate communications. Proficiency in using Applicant Tracking Systems (ATS) and other HR software for data entry and record maintenance. Proficiency with preparation of correspondence and contract development. Strong organizational skills with the ability to manage multiple tasks and prioritize effectively. Other Qualifications Excellent verbal and written communication skills to effectively interact with candidates, hiring managers, and other stakeholders. Strong interpersonal skills to foster positive relationships and enhance candidate experience. Strong organizational skills to manage multiple tasks and prioritize effectively, ensuring timely communication and support for candidates. Strong attention to detail to ensure accuracy in documentation and data entry. Ability to identify and resolve issues proactively, ensuring smooth operations throughout the recruitment process. Ability to adapt to urgent and/or changing recruitment needs and technologies, demonstrating a proactive approach to continuous improvement. Important Notes: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted. Please Note: This competition may be used to fill future temporary and permanent vacancies. Health PEI is committed to fostering a diverse, equitable, and inclusive workplace where everyone feels valued, respected, and empowered to contribute. Salary Range: $32.98 - $38.63 per hour (Level 13) Bi-Weekly Hours: 75 Hours Bi-Weekly / Mon - Fri Posting ID: 172130 Closing Date: Monday February 16, 2026 at 4:00pm