Job Summary

The Provider Recruiting Coordinator provides coordination and relationship-building support to the APP/Provider Recruiting team. This position assists with the day-to-day activities of provider recruitment, helping ensure an organized and positive experience for candidates, residents, fellows, hiring leaders, and internal stakeholders.

This individual supports interview scheduling, candidate communications, recruitment events, residency outreach activities, and general recruitment administration. The coordinator also assists with representing the organization at residency and fellowship events, career fairs, conferences, and other provider engagement opportunities.

The ideal candidate is outgoing, personable, highly organized, and enjoys connecting with people. This individual will bring enthusiasm and professionalism to candidate interactions and recruitment events while providing dependable administrative support to the recruiting team. This role is primarily supportive in nature and works under the direction of the Human Resources team.

Duties and Responsibilities

Recruitment Coordination & Administrative Support

• Provide day-to-day administrative support to the APP/Provider Recruiting internal/external teams.
• Coordinate candidate interviews, including scheduling meetings, managing calendars, arranging travel and  accommodations, and preparing interview itineraries.
• Communicate with candidates regarding interview logistics, scheduling details, and recruitment-related information.
• Assist with coordinating candidate visits, site tours, provider dinners, and meetings with organizational leadership.
• Support the team with candidate follow-up and general recruitment communications.
• Help track recruitment activities, outstanding items, and important deadlines.

Residency Outreach & Recruitment Event Support

• Attend residency and fellowship program events, career fairs, conferences, and other recruitment activities as a representative of the organization.
• Assist with engaging residents, fellows, and program representatives to introduce the organization and share general information about provider opportunities.
• Serve as a friendly, approachable, and professional representative of the organization at recruitment events.
• Assist with coordinating resident and fellow engagement activities, including dinners, networking events, meet-and-greets, and other recruitment functions.
• Help distribute recruitment materials and share information about the organization's culture, opportunities, and provider environment.
• Collect contact information from interested residents and fellows and ensure information is shared with the appropriate Provider Recruiters for follow-up.

Recruitment Systems & Documentation

• Maintain accurate candidate information and update records within Paylocity.
• Assist with tracking candidate activity, interview schedules, and recruitment milestones.
• Maintain organized electronic recruitment files and documentation.
• Help coordinate communication and documentation between Provider Recruitment, Credentialing, Human Resources, and other internal departments.
• Provide general administrative assistance and support special projects as assigned.

Candidate Experience & Customer Service

• Help create a welcoming and positive experience for candidates throughout the recruitment process.
• Respond to candidate questions and requests in a timely, professional, and personable manner.
• Assist with anticipating candidate needs and addressing scheduling or logistical concerns.
• Build positive working relationships with candidates, residents, fellows, physicians, and internal stakeholders.
• Maintain professionalism, confidentiality, and discretion when handling sensitive candidate and employment information.

Education

• High school diploma or equivalent required.
• Associate's or bachelor’s degree in business administration, Human Resources, Healthcare Administration, or a related field preferred.

Experience

• 1–3 years of administrative, coordination, customer service, human resources, or recruiting support experience preferred.
• Healthcare or physician recruitment experience is a plus.
• Experience coordinating events, managing schedules, or working in a relationship-focused role is preferred.

Knowledge, Skills & Abilities

• Outgoing, personable, and approachable with a genuine enjoyment of meeting and connecting with people.
• Comfortable engaging in conversations and interacting with residents, fellows, physicians, and healthcare professionals at networking and recruitment events.
• Strong interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments and provide consistent follow-through.
• Professional and enthusiastic demeanor when representing the organization.
• Comfortable working in a collaborative, team-oriented environment.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Flexible and willing to attend occasional evening and weekend recruitment events and travel as needed.

Physical Requirements

Work Environment

• Primarily operates in a professional office and/or clinical administrative environment. 
• May require regular travel between corporate offices and clinical sites. 
• Work may involve extended hours, including early mornings, evenings, or weekends, based on organizational needs. 

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer. 
• Frequent use of hands and fingers for typing, operating office equipment, and using technology systems. 
• Ability to communicate effectively, including speaking, hearing, and exchanging information in person, virtually, and via phone. 
• Occasional standing, walking, bending, or reaching within office or clinical environments. 
• Ability to lift and carry light items (typically up to 15–25 pounds), such as laptops, documents, or office materials.