HR & Recruiting Support Specialist

THe YMCA of Central Florida in Orlando is seeking a Full-time (Hourly) HR & Recruiting Specialist to join our team! Hybrid in office/remote 
Job Description

The YMCA of Central Florida is seeking a Full-time HR & Recruiting Support Specialist to join our Human Resources Team. The ideal candidate is a natural problem solver, they must be highly organized and proactive with the ability to adapt quickly to change in a high-volume environment, embraces technology, and strives to improve processes and create efficiencies. 

This is a hands-on position working in partnership with various business units, this position will provide administrative support to and will help organize a variety of tasks to keep processes running smoothly, and build rapport with employees and operations leadership. In this role, main areas of focus will be marketing high volume of open positions through various job boards, social media, professional networks, maintaining accurate information within the Applicant Tracking System, onboarding, day-to-day employee inquiries, administrative support, supporting employee initiatives, full cycle recruiting, and internship coordination. This position is fast-paced and heavy volume. 

Be part of something BIGGER. Make a real impact and discover your unlimited potential with a career at the YMCA of Central Florida


1. Associates Degree or equivalent work experience required. Bachelor's degree or pursuing a degree in Human Resources a plus.

2. Minimum one+ years of recruiting / sourcing and administrative support experience required; high volume environment highly preferred.

3. Minimum one+ years of HR, and/or executive assistant experience required.

4. Proficient with Microsoft Office Suite, with command of Excel and creating reports required.

5. Must have computer literacy and experience in administrating an Applicant Tracking System (ATS), such as Paylocity or similar CRM highly preferred.

6. Proficient with managing a high volume of job postings through various job boards, social media and professional networking sites is essential.

7. Proficient with or the ability to learn Human Resources Information System (HRIS).

8. Multiple calendar management and coordinating of schedules experience highly preferred.

9. Must demonstrates a high level of professionalism in dealing with confidential and sensitive issues

10. Ability to handle quick turnaround requests in a multiple deadline-driven environment

11. Independent decision maker capable of working with limited direction and must be able to work cohesively as part of a team.

12. Demonstrated organization skills and attention to detail.

13. Excellent interpersonal, verbal and written communication skills.

14. Ability to anticipate and follow up on requests and issues with a proactive, problem-solving approach.

15. Must possess a strong customer service mind-set, detail-orientated with the ability to prioritize task, and understand the importance of recruiting, and operations satisfaction.

Essential Functions
  1. Maintaining accurate position requisition tracking, data entry and reporting utilizing Excel and ATS.
  2. Daily administration of the HRIS Recruiting module; including maintenance of the applicant tracking system, ensures updated and accurate job posting details, regular testing of module features and recommends opportunities to maximize module capabilities.
  3. Assists with pre-screening applicants through the ATS for various departments and positions as directed by HR leadership.
  4. Schedules candidate interviews with multiple calendar coordination for HR leadership, hiring managers and/or applicable selection team members for all leadership level positions; includes phone, video / web and in-person interviews. Schedules and timely follows-up with applicable staff and/or applicants to create a positive overall experience. Coordinates any required candidate travel, airfare, hotel, car/transportation, meeting logistics and itineraries for non-local leadership position candidates.
  5. Secure and confirm meeting space, and logistics as needed for in-person interviews for salaried positions.
  6. Marketing and maintaining all open vacancies and promoting the Y as a preferred employer brand; identify innovative utilization of the ATS, social media and professional network sites; such as Facebook, IG, LinkedIn, Handshake, Y USA National Vacancy, plus more. Ensures all jobs are posted and removed timely based on business needs from applicable job board(s).
  7. Identifies new job boards and cost-effective sourcing opportunities based on trends on open positions. Develops and maintains a list of active job boards based on business needs, including job board sites and account details for internal use.
  8. Assist with contacting candidates prior to appointments to ensure they are well prepared with all the required documentation, logistics, address details, and are conscious of the time constraints or applicable technology requirements e.g. video interview and testing. Follows up with candidate as necessary to assure timely completion.
  9. Acts as a liaison from Recruiting through onboarding for newly hired salaried positions; ensures all applicable departments and staff are communicated with assigned tasks using the onboarding checklist after a candidate accepts and with advance priority notice of the anticipated hire date; follows up for completion as needed.
  10. Develops and maintains regular recruiting reports and dashboards through a combination of collecting data in the ATS and Excel spreadsheets.
  11. Reach out to local community to create local recruiting relationships based on organization needs.
  12. Assists with tracking and processing of internships, employee referral incentives, and workers comp claims.
  13. Maintains accurate and up-to-date job descriptions and, enters revisions as directed, updates job description templates, and updates in the HRIS.
  14. Assists with coordinating job fair materials, registration, tracking, other collateral, invoice processing and participation.
  15. Generate and send appropriate correspondence to applicants via ATS; including offer letters and updating candidate action status in the recruiting module HRIS system.
  16. Proactively reviews trends based on open position reports, anticipation of organization hiring needs, cyclical hiring and other available data.
  17. Submits and recieves purchase order requests through the appropriate approval process in the system.
  18. Supports with new hire onboarding, processing, data entry, and clearances based on organizational needs and urgency.
  19. Create, update and assist in the preparation of various HR and recruiting reports, forms, documents, tools and resources.
  20. May assists with the completion of references for key positions as needed.
  21. May be appointed to participate and/or lead HR-related committees and/or special projects.
  22. Answers frequently asked questions from applicants and employees relative to standard policies, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
  23. Performs all other duties as assigned by management.