Recruiting Coordinator or Senior Recruiting Coordinator - Office of Human Resources

The Office of Human Resources Talent Acquisition team is seeking a Recruiting Coordinator or Senior Recruiting Coordinator to help transform the hiring experience across our university.

This is an exciting opportunity for a highly organized, service-oriented administrative professional who is ready to build or advance a career in Human Resources while keeping exceptional customer service at the heart of everything they do.

Reporting directly to the Senior Director of Talent Acquisition , you will be part of a two-person recruiting coordination team supporting the CMU Talent Acquisition team. Together, you will help ensure that recruiters, candidates, hiring managers, and internal partners have the support they need to move the hiring process forward.

In this role, you will help manage and optimize recruiting workflows, provide critical end-to-end operational support, and coordinate a high volume of recruiting activity across the department.

From scheduling and candidate communications to process coordination, documentation, and compliance support, your attention to detail and commitment to service will directly shape the candidate and hiring manager experience.

Your impact will extend beyond day-to-day administration. You will have the opportunity to identify opportunities for greater efficiency, strengthen recruiting processes, improve the candidate experience, and help ensure consistent practices across a complex, high-volume Talent Acquisition operation. Your work will play an important role in enabling our recruiters to focus on what they do best—building relationships and attracting exceptional talent to our world-class institution.

Whether you are interested in stepping into the Recruiting Coordinator role eager to develop your HR expertise or looking to join the team as a Senior Recruiting Coordinator ready to drive process refinement, strengthen compliance, and take on greater operational responsibility, this position offers tremendous opportunity for professional growth and organizational impact.

Join us in transforming the way talent experiences our university—from the first interaction to hire.

Core responsibilities include:

Recruiting and Operational Support

- Create staff job requisitions within our applicant tracking system and ensure accurate setup.
- Craft engaging, effective job advertisements that highlight career opportunities and institutional strengths.
- Post job advertisements across select external job boards and maintain a current directory of advertising options and channels.
- Manage the financial reporting and charge-back process for all paid job advertisements.
- Conduct initial reviews and evaluation of employment applications to support hiring workflows.
- Facilitate, coordinate, and schedule interviews between candidates and hiring teams across campus.
- Initiate and monitor candidate reference checks to ensure timely completion.
- Handle job fair and recruitment event registrations; assist with preparation activities and attend events as needed.

Pre-Employment Background Checks & Compliance

- Serve as a knowledgeable and supportive point of contact for candidates throughout the pre-employment process, providing clear guidance, proactive communication, and a high-touch candidate experience.
- Monitor screening activity daily for active candidates, proactively identifying and resolving outstanding items or delays to support timely clearances and start dates.
- Partner closely with the Child Protection Office, HR Leaves team, Recruiters, and other internal stakeholders to track screening progress, address compliance requirements, and facilitate candidates’ clearance for hire.
- Coordinate end-to-end pre-employment screening processes, including standard regulatory checks, drug and alcohol testing, credit checks, motor vehicle record checks, and Act 153 child protection clearances.
- Assist campus partners with student motor vehicle registration requirements and specialized or recurring annual screening processes.
- Serve as the primary operational contact with 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 required pre-adverse and adverse action notification processes.

Data, Systems & Continuous Improvement

- Analyze, prepare, 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, responsive, and high-touch customer service.
- Partner with HR Compliance to gather, organize, and prepare documentation for internal audits and compliance reviews.
- Identify opportunities to improve recruiting coordination, screening workflows, systems, and the overall candidate experience.
- Support strategic Talent Acquisition projects and operational initiatives that strengthen processes, increase efficiency, and enhance service delivery across the university.

A Successful Candidate Will Demonstrate:

- Exceptional attention to detail and accuracy, particularly when managing confidential, time-sensitive, and compliance-related information.
- A strong willingness to learn, adapt, and grow within Human Resources and Talent Acquisition.
- Excellent written and verbal communication skills, with the ability to effectively interact with candidates, recruiters, hiring managers, vendors, and campus partners.
- Creative and practical problem-solving skills, including the ability to anticipate issues and proactively identify solutions.
- Strong time-management, organizational, prioritization, and follow-through skills in a high-volume environment.
- Proficiency with technology and the ability to learn and navigate multiple systems and platforms.
- A demonstrated commitment to exceptional customer and client service.
- Strong analytical skills and proficiency with Microsoft Office, particularly Excel, Word, and PowerPoint.
- The ability to manage multiple priorities while maintaining accuracy, professionalism, and a positive service experience.

Qualifications:

Education : Associate’s degree required; Bachelor’s degree preferred.

Experience :

- 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: 3–5 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 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 per week), non-exempt (hourly) position based in Pittsburgh, PA.

- Work Posture: This position is operating on a hybrid schedule, with an on-campus/in-office presence of 3 days per week through December 31, 2026 . Effective January 1, 2027 , the expected work posture will 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 be subject to further evaluation based on university policy, business needs, and institutional approval.
- 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!

Location
Pittsburgh, PA
Job Function
Talent Acquisition
Position Type
Staff – Regular
Full Time/Part time
Full time
Pay Basis
Hourly
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