Recruiting Coordinator

• Manage requisitions submitted via AirTable, ensuring proper funneling through the approval process.
• Acquire submitted hiring bundles from Office Managers (OMs) for Front Office and Dental Assistant hires, ensuring all required documentation is complete.
• Draft offer letters, coordinate obtaining necessary signatures, and ensure timely distribution to candidates.
• Facilitate the new hire welcome email process, ensuring all details are properly communicated to the new employee.
• Submit completed hiring bundles to HR for onboarding and process completion.
• Keep requisition statuses updated in all systems to accurately reflect the current step in the hiring process.

• Partner with recruiters to assist in opening job postings on various job boards.
• Support recruiters with ad hoc projects as needed to enhance recruitment efforts.
• Upload new resumes into SharePoint for Hiring Managers to access. 
• Coordinate with operations leaders upon request to align recruiting efforts with business needs.

• Conduct data audits to ensure information is properly displayed and accurately maintained.
• Manage vendor invoices, ensuring proper processing and funneling to accounting.

• Coordinate team meetings, vendor meetings, and cross-departmental meetings as needed.
• Act as scribe during meetings, tracking action items and assigning them to the appropriate owners for follow-up.
• Gather reports and collaborate with the team to ensure the provider reports are accurate and up to date.
• Prepare and maintain recruiting activity reports.

• Perform additional tasks as assigned to support the recruitment and operations teams.
• Complete additional tasks as assigned by the Recruiting Manager and/or CHRO.

• Prior experience in recruitment coordination, HR administration, or operations support preferred.
• Familiarity with AirTable, SharePoint, job boards, and Jazz HR (ATS) is a plus.
• Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
• Strong focus on accuracy in data entry, reporting, and documentation.
• Excellent written and verbal communication skills to liaise with recruiters, hiring managers, and vendors.
• Works well across departments, ensuring smooth coordination between teams.
• Miscellaneous job duties as assigned 
• High School diploma or GED required

Benefits Summary

At ProSmile, we are committed to supporting the health and well-being of our employees and their families. We offer the following benefits for Full Time Benefits Eligible Positions (35+ hours per week) and Part Time Benefits Eligible Positions (30-35 hours per week):

• Medical Insurance: Choice of five comprehensive Aetna medical plans, including options with low copays, deductible-sharing, and national provider networks.
• Dental Insurance: MetLife plans offering preventative, basic, major, and orthodontic coverage options.
• Vision Insurance: Davis and UHC vision plans with annual exams, eyewear allowances, and contact lens benefits.
• Flexible Spending & Health Savings Accounts: Pre-tax savings accounts for medical, dependent care, and healthcare expenses.
• Life & Disability Insurance: Employer-paid basic life and AD&D insurance, with voluntary life, short-term, and long-term disability plans.
• Additional Perks:
  • Employee Assistance Program (EAP)
  • Identity Theft & Fraud Protection
  • Legal Support Services
  • Discount Programs (including pet insurance, travel, theme parks, electronics, etc.)
  • Wellness Programs
  • Financial Wellness and Planning Tools

Physical/Mental Demands and Work Environment
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, fax machine and printer). The employee may occasionally lift and/or move between 10 and 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may need to travel to healthcare practices.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.

The Company reserves the right to modify the job description based upon its needs and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between the Company and the employee.

Equal Employment
Our culture encourages individual development, embraces an inclusive environment, rewards innovative excellence, and leads in provider and patient satisfaction. Prosmile values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged.
ProSmile is an Equal Opportunity Employer and encourages applications from individuals underrepresented in the medical sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply.

Company Safety
We believe that the best care for our patients starts with the best care for our employees. ProSmile is committed to proactively creating and maintaining an environment that is safe for our team and patients. Employees are required to wear Personal Protective Equipment (PPE) including face masks, gloves, gowns, and more as needed and in accordance with CDC standards.