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Senior Recruitment Coordinator


Irwindale, CA, USA

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research.  City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

This position supports the Executive Recruitment activity.  The person in this role will support the Director of Executive Recruitment and interact primarily with Executive level staff and candidates.  This role will provide administrative, recruitment coordination, social media, logistical, and customer support to the Recruitment team, Hiring Managers, and Candidates to ensure efficiency and accuracy regarding the application, selection, hiring, and on-boarding process.  Uses the applicant tracking system and HRIS system(s) to process, search, compile, and onboard. Assists with recruitment projects, process improvements and events.

Essential Functions:

  • Manages the executive candidate process by partnering with the executive recruitment process.  Coordinates interviews, including travel and interview schedules, prepares itineraries, and communicates travel/interview arrangements to all required participants (recruiter, hiring manager, interviewer, candidates). Partner with TA Manager on pre and post audit activities.  
  • Captures and monitors recruitment cost management.  Processes candidate and recruiter expenditures related to travel, conferences, interviewing, vendors, and relocation
  • Initiates pre-hire background and sanction checks and reviews results. Notifies recruiter of any concerns. Ensures paperwork is properly completed and appropriately filed. 
  • Prepares and maintains documents related to employment and on-boarding. Ensures appropriate documents are accurately completed and meet policy and/or regulatory requirements as required (i.e. Forms I-9). Uploads certifications, licensures and other required on-boarding documents into HRIS system (PeopleSoft).
  • Maintains files and ensures files are kept neat, organized, up-to-date and compliant.  Including Form I-9 re-verification.
  • Assists recruiters in researching sourcing avenues (i.e. web sites, associations, journals) for various positions.
  • Support EverCheck and E-Verify as it relates to Pre-hire activity.
  • Partner with TA Manager to coordinate recruitment conferences/ job fairs, career invitationals and college career fairs (registrations, materials, travel and lodging arrangements, giveaways as requested by the recruitment team. Completes and processes expense reports, check requisitions and other reports associated with these events.
  • Coordinates and monitors the pre-employment process to include:  background checks, employee health assessments, drug testing, and references.
  • Proactively communicates with internal and external stakeholders.
  • Attends Day 1 of New Hire Orientations.  Processes new hires and provides assistance applicable paperwork.  Ensures all files are accurately completed and paperwork is processed as required in a timely manner.
  • Supports various TA program/project initiatives tied to recruitment efforts. Knowledge of background investigation and relocation vendor processes. PO creation and expense tracking.
  • Consults with Immigration Specialistsngists with spoint person for nd paperwork is processed as required. regarding the accurate completion of paperwork related to the employment if applicable.
  • Follows the processes and policies related to assigning and on-boarding non-employees to City of Hope.
  • Supports City of Hope’s mergers and acquisitions in partnership with other HR departments.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan.  Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Position Qualifications:

Minimum Education:

  • Associates degree or higher in Business, Human Resources or related area.  Experience may substitute for education.

Minimum Experience:

  • Five years administrative support experience preferably within in Human Resources.
  • Two years (2+) experience supporting executive recruitment/employment related activities.

Required Courses/Training:

  • Experience with an Applicant Tracking Systems and/or HRIS. Knowledge of Taleo and/or PeopleSoft preferred.

Req. Certification/Licensure:

Preferred Education:

  • Bachelor’s degree

Preferred Courses/Training:

Pref. Certification/Licensure:

Preferred Experience:


  • Practices a high level of integrity and honesty in maintaining confidentiality.
  • Must be extremely detail oriented.  Detail is a critical component of this role. Keen attention to detail and an insistence on accuracy.  Ability to pay close attention to detail in all work.
  • Takes initiative and ensures tasks are completed accurately and within the defined timeframe required.
  • Communicates effectively and keeps all parties informed in a timely manner.
  • Demonstrates cultural sensitivity.
  • Must have worked with C-Suite candidates and senior leadership in prior roles.
  • Ability to handle information with the utmost confidentiality.
  • Foster and promote positive image and professional appearance
  • Ability to work with a sense of urgency, prioritize and manage a variety of tasks and meet deadlines in a fast paced environment.
  • Team player and previous experience supporting multiple people from an administrative capacity.
  • Ability to interface with all sorts of people and handle difficult situations when necessary.
  • Able to work independently and as part of a team
  • Excellent grammar, vocabulary, and annunciation. 
  • Demonstrates superior customer service and problem solving skills. Displays tact and courtesy.
  • Strong computer skills including proficiency on WORD, Excel, Outlook and PowerPoint and Recruitment Management Systems like Taleo.



Working / Environmental Conditions:

Physical Demands:

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.


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