Recruiting Operations Specialist (Recruiting Coordinator) - Office of Human Resources

The Office of Human Resources (OHR) at Carnegie Mellon University is committed to supporting faculty and staff members' success through every stage of their employment at the university. We support the Carnegie Mellon 2025 Strategic Plan by driving efficient, effective, and forward-thinking business practices to support the needs of an evolving university community. We recruit and retain outstanding people at all levels while encouraging a culture of collaboration and supporting professional and personal development.

The OHR Talent Acquisition team is searching for a Recruiting Operations Specialist to join our team.

Reporting to the Senior Director of Talent Acquisition, you will be part of a dynamic team that provides strategic end-to-end talent acquisition services that have a transformative impact on the university’s ability to achieve its mission and vision. In this role you will be responsible for providing operational and administrative support throughout the recruitment life cycle to help the talent acquisition team attract, find, and place talented individuals within our world-class institution.

As a member of the recruiting operations team, you will perform recruiting coordinator responsibilities which include:

Managing the pre-employment background check process and ensuring compliance with university policies, procedures, and applicable employment laws. This includes:

• Initiating and monitoring results associated with pre-employment regulatory checks, drug/alcohol testing, credit checks, motor vehicle registration, etc.
• Assist campus partners with the student motor vehicle registration process
• Communicating results/status of the pre-employment checks with the recruitment team and/or taking the lead on follow-up communications with candidates on any outstanding or pending items to ensure timely processing
• Advancing out-of-scope background check results to the adjudication committee for review and decisions, as appropriate, while facilitating the order of pre-adverse and/or adverse action letters
• Serving as the main point of contact with background check vendors working to address and troubleshoot issues as they arise
• Facilitating and handling the monthly charge-back reporting for background check orders/expenses
• Assisting with the coordination of child protection clearances that are required under Act 153 and University policy

Providing operational and administrative support to the Talent Acquisition team throughout the recruitment life cycle, as requested by the recruitment team. This may include:

• Crafting engaging, effective job advertisements
• Posting job advertisements on select job boards
• Maintaining a current listing of job advertisement options
• Handling the financial reporting/chargeback process for paid job advertisements
• Handling job fair/event registration and assisting with job fair preparation activities and/or attendance
• Conducting initial review and evaluation of employment applications
• Assisting with conducting preliminary phone screens
• Assisting with facilitation, coordination, and scheduling of interviews
• Initiating and monitoring candidate reference checks

Assisting with Dual Career program activities which may include tracking requests, scheduling and performing one-on-one consultations, outreach, and reporting.

Analyzing, preparing, and reporting on data and activity associated with talent acquisition and/or pre-employment background performance and other related metrics

Monitoring and handling ServiceNow tickets as well as shared email inboxes, ensuring timely response and/or escalation to appropriate contacts as needed

Collaborating with the HR Compliance department to conduct or prepare documentation for internal audits related to background checks and/or recruiting

Assisting with strategic projects and initiatives

You should demonstrate:

• Dedication to providing excellent customer and client service
• Strong attention to detail
• A willingness to learn and grow
• Effective communication skills, both written and oral
• Creative problem solving
• Effective time management, organizational, and prioritization skills
• Proficiency with using technology
• Data analysis skills and proficiency with Microsoft Office products (Excel, Word, and PowerPoint) and Google Docs.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Education: Associate’s degree required.
• Experience: A minimum of 1 year of experience in human resources. Previous experience supporting recruiting or staffing operations is preferred.

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful pre-employment background check

Additional Information:

• This is a full-time (37.5 hours/week), non-exempt position based in Pittsburgh, PA.
• Work Posture: This position is currently operating on a hybrid work schedule, with an on-campus/in-office presence of 3 days a week, 2 days remote (within the Greater Pittsburgh region).
• Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

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More Information:

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
• Statement of Assurance