The Talent Acquisition Front Desk Associate serves as the first point of contact for candidates, creating a welcoming and professional experience. This role manages front desk operations, onboarding appointments, and documentation while supporting recruiters and coordinators throughout the hiring process. Responsibilities include preparing new hire paperwork, maintaining applicant tracking systems, coordinating with Employee Health, and assisting with licensing renewals and reimbursements. The associate also provides general HR and clerical support. Strong customer service, attention to detail, and confidentiality are key aspects of this role.

Responsibilities

Front Desk

Greets and directs visitors at the Talent Center front desk. Answers phone calls and directs calls where needed. Returns calls when left on the TA voicemail.
Creates a welcoming environment for candidates attending their onboarding appointment.
Gathers appropriate documentation from candidate during onboarding appointment and uploads into application tracking system
Prepares onboarding packets prior to appointments and maintains the schedule
Collaborates with Employee Health department to ensure best candidate experience during onboarding appointment.
Fosters open communication with the recruiters, coordinators and specialists regarding candidates for onboarding.
Prepares and issues offer letters along with new hire paperwork.
Assists candidates with completing electronic onboarding paperwork as needed.
Updates the applicant tracking database daily regarding appointments and the applicant's progress through the onboarding process.
Tracks monthly CNA, LPN, and RN license renewals and assists HR Shared Services Manager with completion of renewal forms.
Assists HR Shared Services manager with reimbursements
Orders department supplies and submits purchase orders for approval.
Distributes departmental mail and other correspondence.
Directs employee inquiries to appropriate human resource staff that may not be answered at the front desk.
Maintains a friendly and inviting front desk with exceptional customer service.
Has a basic understanding of all human resource tasks.

General

Audits HR files and data for accuracy, integrity, and compliance at all sites. Ensures information collected is complete, accurate and filed in compliance with employment policies as well as federal, state and regulatory agency requirements.
Performs clerical tasks such as filing, mass mailings, year-end archiving etc., as needed.
Participates in job fairs and recruiting events as requested.
Maintains confidentiality of employee and applicant information.
Keeps current knowledge of applicable labor and employment laws. Ensures corporate policy/procedure and third party agency regulations are adhered to.
Maintains knowledge of all union contracts.

Job expectations for all employees:

Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
Demonstrates excellent work attendance, reliability and work ethics.
Attends and actively participates in required meetings and training sessions.
Complies with established policies, procedures, and codes of conduct at all times.
Adheres to all health and safety requirements, regulations, policies and procedures.
Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
Performs a variety of related duties as assigned.

Qualifications

High School Diploma required; Associate’s in Human Resources, Business or related field preferred
1-2 years of experience in an administrative, customer service or HR Support role.
Strong interpersonal and communication skills with a customer-focused approach
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with applicant tracking systems
Excellent organizational skills with attention to detail and ability to manage multiple priorities
Ability to handle sensitive and confidential information with discretion
Knowledge of basic HR practices, employment laws, and/or union environments a plus
Professional, friendly demeanor with the ability to work collaboratively in a team environment

An equivalent combination of education and experience that provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Walking/Standing 15.00%

Sitting 80.00%

Lifting 5.0%