Recruitment Operations Specialist

Recruitment Operations Specialist

The Recruitment Operations Specialist serves as the operational backbone of the recruitment and admissions events function. This role manages alumni engagement logistics, advisor relations, virtual and in‑person event infrastructure, vendor and contractor administration, and financial reconciliation, ensuring seamless execution across all recruitment touchpoints for both SOM and SVM programs.

• Manage end‑to‑end staffing of alumni staff for virtual and in‑person recruitment events, including collecting availability, scheduling coverage, and distributing assignments
• Collect and maintain alumni assets including headshots, credentials, and bios
• Onboard new alumni for events, including orientation, payroll setup, event preparation and support, and expense guidance

• Maintain the Banner Directory of Advisors and ensure records remain current and accurate
• Manage the “VP Alias” email inbox, triaging and responding to advisor inquiries

• Coordinate creation and distribution of integrated Zoom links for virtual recruitment events
• Manage virtual event staffing logistics and scheduling
• Submit marketing requests to publish events on the website
• Manage posting of accepted student event links to the student portal

• Maintain and manage projectors and audiovisual equipment for events and presentations
• Monitor and replenish inventory levels of recruitment and event materials throughout the year
• Order business cards and branded materials for the recruitment team
• Execute non‑PO purchases including clinical supplies and event materials, ensuring timely acquisition outside standard procurement channels

• Review and approve expense coding across events and program activities
• Ensure proper documentation and audit readiness including receipts, invoices, and shared records

• Approve weekly payroll timesheets and review and process contractor invoices
• Coordinate cross‑functional approvals for vendor payments across multiple teams and regions

• Serve as North American event lead entry support until an automated solution is in place, ensuring accurate and timely data capture

• 2–4 years of experience in operations, event coordination, or administrative support, preferably in higher education or a healthcare/professional program setting
• Strong organizational skills with the ability to manage multiple concurrent work streams and deadlines
• Experience with vendor or contractor management platforms (e.g., Vendorpass) and procurement processes
• Comfort with financial processes including expense review, coding, and documentation
• Proficiency with virtual event platforms (Zoom), student information systems (Banner or equivalent), and standard productivity tools
• Excellent written and verbal communication skills; ability to work collaboratively across teams
• High attention to detail and a proactive approach to problem‑solving

The anticipated salary range for the Recruitment Operations Specialist is $45,000‑$55,000 per year. The final salary offered may vary and will be determined based on factors such as job‑related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per NYS local law.

USS is an equal opportunity employer. It is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, status in the Uniformed Services of the United States (including veteran status) or status as a victim of domestic violence, except where there is a bona fide occupational qualification.

This policy protects applicants and employees from discrimination in the hiring process.