Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

The Medical Staff Recruitment Administrative Assistant provides comprehensive administrative and operational support to the Physician Recruitment team. This position requires a high level of professionalism, organization, confidentiality, and customer service while working in a fast-paced healthcare recruitment environment. The successful candidate must demonstrate strong attention to detail, the ability to manage multiple priorities, and proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint.

Essential Job Functions

Recruitment Event & Career Fair Support
Coordinate preparation of recruitment materials and displays for career fairs, conferences, and trade shows.
Monitor and maintain inventory of recruitment and marketing materials; order supplies as needed.
Pack, organize, and distribute materials for recruiter travel and events.
Assist with tracking event participation and maintaining post-event candidate contact lists.
Candidate Visit Coordination
Assist recruiters during onsite interviews including providing hospital tours for physician and advanced care practitioner candidates as needed
Prepare and deliver candidate welcome gifts and information packets to hotel
Arrange catering and meal logistics for candidate interviews and recruitment events, including order placement, setup, and cleanup.
Schedule restaurant reservations and confirm arrangements for candidate dinners and recruitment events.
Assist recruiters with onsite interview logistics and candidate hospitality.
Community & Outreach Activities
Serve as a liaison for local recruitment-related events and community engagement activities.
Assist with planning and execution of events such as New Practitioner Receptions, Welcome Home Cooperstown, and other recruitment-focused programs.
Attend recruitment and community events as needed to support recruiter outreach efforts.
Residency & Fellowship Program Support
Coordinate lunch-and-learn presentations with NP, PA, residency, and fellowship training programs.
Assist recruiters with scheduling educational outreach events and maintaining program contacts.
Support efforts to strengthen relationships with residency and fellowship programs for recruitment presentations, dinners, and networking opportunities.
Attend events if needed
Administrative Support
Prepare recruitment mailings and marketing campaigns targeting specialty-specific audiences.
Maintain recruitment databases and candidate tracking information.
Assist with scheduling meetings, maintaining calendars, and coordinating recruitment activities.
Provide general administrative support to the Director of Medical Staff Recruitment and recruitment team.

Occasional coverage for team members when they are out of office

Education

High School or GED, required

Experience

Minimum 2 years of administration support experience, required

Skills

Time Management
Communication
Accountability
Attention to Detail
Customer Service

Physical Requirements

Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met.
Occasional balancing, crouching, kneeling, lifting, pulling, pushing, reaching, and visual acuity (color, depth, perception)
Frequent grasping and standing
Constant typing/clerical/dexterity, repetitive motion, and seeing/monitor/computer use, talking, and walking

Working Conditions

Occasional noise

Travel

Occasional Travel - The job may require travel from time- to-time, but not on a regular basis.