[Hiring] Talent Acquisition Administrator @Jacent

Role Description

The Talent Acquisition Administrator provides administrative and systems support to the Talent Acquisition team, reporting to the Director, Talent Acquisition. This role owns the day-to-day upkeep of the applicant tracking system (ATS), keeps job requisitions accurate and current, and helps process employee job changes, including promotions, demotions, and transfers. The ideal candidate is detail-oriented, organized, and comfortable working with confidential information across HR systems.

• Maintain the applicant tracking system (ATS), including user access, job templates, workflows, candidate statuses, and system settings, in partnership with the Director, Talent Acquisition.
• Audit open, on-hold, and filled requisitions on a regular cadence to ensure accurate status, approvals, hiring manager, recruiter assignment, and position details.
• Open, update, and close job requisitions in the ATS according to approval workflows, and resolve duplicate, stale, or incomplete requisitions.
• Reconcile ATS requisition data against HRIS and headcount/position records and flag discrepancies to Talent Acquisition and HR leadership.
• Assist in processing employee job changes, including promotions, demotions, lateral moves, and transfers, by preparing documentation, routing approvals, and entering changes accurately and on time.
• Coordinate with HR, Payroll, and hiring managers to confirm effective dates, compensation changes, and required paperwork for job changes.
• Generate recurring and ad hoc ATS and requisition reports (e.g., open requisitions, time-to-fill, pipeline status) for the Talent Acquisition team and leadership.
• Serve as a first point of contact for recruiter and hiring manager ATS questions; provide basic troubleshooting and training, and escalate system issues to the vendor as needed.
• Maintain and document ATS and requisition procedures, data standards, and job aids.
• Maintain confidentiality of candidate and employee information and ensure records comply with company policy and applicable recordkeeping requirements.
• Understand and demonstrate safe work practices at all times to ensure a safe work environment.
• Comply with all company policies and procedures.
• Complete special projects and other duties as assigned by your supervisor.

Qualifications

• Strong attention to detail and accuracy in data entry, auditing, and recordkeeping.
• Working knowledge of applicant tracking systems and HR information systems, with the ability to learn new platforms quickly.
• Proficiency in Microsoft Office, particularly Excel (sorting, filtering, lookups, and basic reporting).
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Clear written and verbal communication skills, with a customer-service mindset when supporting recruiters and hiring managers.
• Ability to handle sensitive and confidential information with discretion.
• Basic understanding of HR processes such as requisition approvals, job changes, and employee data management.

Requirements

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• 1–3 years of experience in an HR, recruiting, or administrative support role.
• Hands-on experience using an applicant tracking system (e.g., Workday, iCIMS, Greenhouse, SuccessFactors, or similar) required. Experience in ADP Recruitment Manager and ADP Lyric highly preferred.
• Experience processing employee data changes in an HRIS preferred.

Physical & Work Environment Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to travel occasionally for meetings, training, or customer engagements.
• Must be able to communicate effectively in person, over the phone, and via digital platforms.