Administrative Coordinator – Provider Recruitment Department

Position Summary / Career Interest:

The Administrative Coordinator supports the Provider Recruitment Department by ensuring accurate entry and management of all prospect, candidate, and The Administrative Coordinator supports the Provider Recruitment Department by ensuring accurate entry, maintenance, and management of prospect, candidate, and applicant data for Physicians and CRNAs within the candidate tracking database. This role provides essential administrative and operational support, coordinates committee-related activities, and assists with recruitment initiatives to ensure efficient departmental operations. The position will be cross-trained with other roles within the Provider Recruitment Department.

Responsibilities and Essential Job Functions

• Serve as a primary administrative resource for the Provider Recruitment Department, ensuring accurate, timely, and compliant management of all prospects, candidates, and applicant data for Physicians and CRNAs within the candidate tracking database.

• Manage and coordinate all written and electronic correspondence with prospective candidates, providing clear guidance on application requirements, timelines, and next steps.

• Maintain, audit, and reconcile approved position data, candidate CVs, and recruitment documentation to ensure data integrity and reporting accuracy.

• Prepare, analyze, and distribute recurring and ad hoc departmental reports to support recruitment activity tracking, leadership updates, and operational decision-making.

• Support recruitment initiatives by preparing recruitment advertisements, coordinating internal approvals, job description management, and ensuring postings align with departmental and organizational standards.

• Research advertising venues and associated costs; maintain comprehensive documentation to support budgeting, cost tracking, and vendor evaluation.

• Place recruitment advertisements, monitor posting performance and timelines, track expenses in the candidate tracking database, and manage renewals or discontinuations as appropriate.

• Collaborate with recruiters and leadership on departmental projects, process improvements, and workflow optimization initiatives.

• Demonstrate professionalism and strong customer service skills when interacting with physicians, CRNAs, leadership, vendors, and internal partners.

• Manage a high-volume workload involving confidential and sensitive information while maintaining accuracy, discretion, and efficiency.

• Independently plan, prioritize, and execute daily work activities within established guidelines to ensure continuity of operations.

• Actively engage in cross-training opportunities and provide coverage support across Provider Recruitment roles as needed.

• Maintain a working knowledge of physician and CRNA recruitment practices and demonstrate ongoing commitment to professional development in recruitment and retention.

• Perform other duties as assigned to support departmental and organizational goals.

• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.

• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• Bachelors Degree

• 1 or more years Experience in a healthcare or physician-facing environment.

Preferred Education and Experience

• Demonstrated experience working with physicians, advanced practice providers, or clinical leadership in a professional setting.

Knowledge Requirements

• Strong proficiency in data entry, database management, and reporting with exceptional attention to detail and accuracy.

• Proven ability to handle confidential and sensitive information with discretion and professionalism.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with applicant tracking or candidate management systems preferred.

• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively across diverse stakeholder groups.

• Demonstrated ability to work independently, exercise sound judgment, and proactively identify and resolve administrative issues.

• Strong collaborative skills with the ability to contribute positively within a team-oriented environment.

• Adaptable and self-motivated, with the ability to learn new systems, processes, and recruitment practices quickly.

We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.