Talent Acquisition Administrator

Talent Acquisition Administrator

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.

Essential Duties & Responsibilities

• 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

Knowledge, Skills, and Abilities

• 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

Experience and Credentials

• 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.

Originally posted on Himalayas