Talent Acquisition Administrator
The Talent Acquisition Administrator provides administrative and systems support to the Talent Acquisition team, reporting to the Director, Talent Acquisition. This role owns the day-to-day upkeep of the applicant tracking system (ATS), keeps job requisitions accurate and current, and helps process employee job changes, including promotions, demotions, and transfers. The ideal candidate is detail-oriented, organized, and comfortable working with confidential information across HR systems.
Essential Duties & Responsibilities
- Maintain the applicant tracking system (ATS), including user access, job templates, workflows, candidate statuses, and system settings, in partnership with the Director, Talent Acquisition
- Audit open, on-hold, and filled requisitions on a regular cadence to ensure accurate status, approvals, hiring manager, recruiter assignment, and position details
- Open, update, and close job requisitions in the ATS according to approval workflows, and resolve duplicate, stale, or incomplete requisitions
- Reconcile ATS requisition data against HRIS and headcount/position records and flag discrepancies to Talent Acquisition and HR leadership
- Assist in processing employee job changes, including promotions, demotions, lateral moves, and transfers, by preparing documentation, routing approvals, and entering changes accurately and on time
- Coordinate with HR, Payroll, and hiring managers to confirm effective dates, compensation changes, and required paperwork for job changes
- Generate recurring and ad hoc ATS and requisition reports (e.g., open requisitions, time-to-fill, pipeline status) for the Talent Acquisition team and leadership
- Serve as a first point of contact for recruiter and hiring manager ATS questions; provide basic troubleshooting and training, and escalate system issues to the vendor as needed
- Maintain and document ATS and requisition procedures, data standards, and job aids
- Maintain confidentiality of candidate and employee information and ensure records comply with company policy and applicable recordkeeping requirements
- Understand and demonstrate safe work practices at all times to ensure a safe work environment
- Comply with all company policies and procedures
- Complete special projects and other duties as assigned by your supervisor
Knowledge, Skills, and Abilities
- Strong attention to detail and accuracy in data entry, auditing, and recordkeeping
- Working knowledge of applicant tracking systems and HR information systems, with the ability to learn new platforms quickly
- Proficiency in Microsoft Office, particularly Excel (sorting, filtering, lookups, and basic reporting)
- Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines
- Clear written and verbal communication skills, with a customer-service mindset when supporting recruiters and hiring managers
- Ability to handle sensitive and confidential information with discretion
- Basic understanding of HR processes such as requisition approvals, job changes, and employee data management
Experience and Credentials
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field preferred
- 1–3 years of experience in an HR, recruiting, or administrative support role
- Hands-on experience using an applicant tracking system (e.g., Workday, iCIMS, Greenhouse, SuccessFactors, or similar) required. Experience in ADP Recruitment Manager and ADP Lyric highly preferred.
- Experience processing employee data changes in an HRIS preferred
Physical & Work Environment Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to travel occasionally for meetings, training, or customer engagements.
- Must be able to communicate effectively in person, over the phone, and via digital platforms.
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