Recruiting Coordinator or Senior Recruiting Coordinator

The Office of Human Resources Talent Acquisition team at Carnegie Mellon University is seeking a Recruiting Coordinator or Senior Recruiting Coordinator to support high-volume hiring operations and strengthen the experience for candidates and hiring teams. This role coordinates recruiting workflow, pre-employment screening, vendor support, and reporting as part of a two-person recruiting coordination team.

Role Responsibilities

• Create staff job requisitions in the applicant tracking system and ensure accurate setup.
• Develop job advertisements that communicate career opportunities and institutional strengths.
• Post job advertisements to selected external job boards and maintain an up-to-date directory of advertising options and channels.
• Manage financial reporting and charge-back processing for paid job advertisements.
• Perform initial reviews and evaluation of employment applications to support hiring workflows.
• Coordinate and schedule interviews between candidates and hiring teams across campus.
• Initiate and monitor candidate reference checks to help ensure timely completion.
• Handle job fair and recruitment event registrations, assist with preparation activities, and attend events as needed.
• Act as a primary, high-touch point of contact for candidates during the pre-employment process, providing clear guidance and proactive communication.
• Review screening activity daily for active candidates, identifying and resolving outstanding items or delays to support timely clearances and start dates.
• Collaborate with the Child Protection Office, HR Leaves team, recruiters, and other stakeholders to track screening progress, address compliance requirements, and support clearance for hire.
• Coordinate end-to-end pre-employment screening, including standard regulatory checks, drug and alcohol testing, credit checks, motor vehicle record checks, and Act 153 child protection clearances.
• Support campus partners with student motor vehicle registration requirements and specialized or recurring annual screening processes.
• Serve as the operational contact for background screening vendors, troubleshooting technical and administrative issues and ensuring timely resolution.
• Facilitate monthly charge-back reporting, reconciliation, and financial allocation for background screening expenses and vendor billing.
• Escalate out-of-scope or potentially adverse screening results to the appropriate adjudication committee and coordinate pre-adverse and adverse action notification steps.
• Analyze and deliver monthly and quarterly reports and performance metrics related to Talent Acquisition activity and pre-employment screening.
• Triage incoming requests through ServiceNow tickets and shared inboxes, providing timely and responsive customer service.
• Partner with HR Compliance to collect, organize, and prepare documentation for internal audits and compliance reviews.
• Identify opportunities to improve recruiting coordination, screening workflows, systems, and overall candidate experience.
• Support strategic Talent Acquisition projects and operational initiatives aimed at increasing efficiency and strengthening service delivery.

Required Qualifications

• Successful pre-employment background check.
• Education: Associate’s degree required.
• Recruiting Coordinator: 2 to 3 years of office, administrative support, customer service, or related experience required. Prior experience in Human Resources, recruitment, staffing, or a related environment preferred.
• Senior Recruiting Coordinator: 3 to 5 years of office, administrative support, customer service, or related experience required, including at least 3 years of direct experience in a recruitment or staffing support role.
• A combination of education and relevant experience may be considered for comparable knowledge.

Tools and Technologies

• Applicant tracking system
• ServiceNow
• Microsoft Office (Excel, Word, PowerPoint)

Location and Work Schedule

Pittsburgh, Pennsylvania (hybrid). This is a full-time (37.5 hours per week), non-exempt (hourly) staff role based in Pittsburgh, PA. The schedule includes on-campus or in-office presence for 3 days per week through December 31, 2026. Effective January 1, 2027, the work posture is expected to transition to four (4) days on-site and one (1) day remote per week. Continuation of any hybrid work arrangement is not guaranteed and will depend on university policy, business needs, and institutional approval.

Employment Details

• Job Function: Talent Acquisition
• Position Type: Staff – Regular
• Pay Basis: Hourly
• Full time

Benefits

• Comprehensive medical, prescription, dental, and vision insurance
• Retirement savings program with employer contributions
• Tuition benefits
• Paid time off
• Observed holidays
• Life and accidental death and disability insurance
• Free Pittsburgh Regional Transit bus pass
• Access to a Family Concierge Team to help navigate childcare needs
• Fitness center access

Additional Information

• Applicants must be currently legally authorized to work for Carnegie Mellon University in the United States.
• Carnegie Mellon University 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.