Recruiting and Onboarding Coordinator (Job ID: 2024-3356) - The Brookings Institution

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The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

Brookings Human Resources (HR) department actively develops and implements HR best practices aligned with organizational priorities. The HR team delivers high quality HR services and ensures the recruitment, development, recognition, and retention of a diverse, high performing and engaged workforce, and smooth and efficient operations. We are a collaborative HR team of 16, including Staffing, Benefits, Compensation & HR Technology, and Learning & Development, working to provide a supportive and well managed workplace where all employees have a sense of belonging and can contribute in an impactful and meaningful way.

Position Location:This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week. 

Vaccine Policy: Brookings requires all staff and visitors to submit proof of complete vaccination against COVID-19 to be in Brookings buildings.  

Individuals that (i) have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who object to being vaccinated based on a sincerely held religious belief, may request a reasonable accommodation.  Brookings policies on masks and other pandemic mitigation measures will continue to be informed by DC and CDC guidelines.

Ready to contribute to Brookings success?

Brookings Human Resources (HR) department actively develops and implements HR best practices aligned with organizational priorities. The HR team delivers high quality HR services and ensures the recruitment, development, recognition, and retention of a diverse, high performing and engaged workforce, and smooth and efficient operations. We are a collaborative HR team of 16, including Staffing, Benefits, Compensation & HR Technology, and Learning & Development, working to provide a supportive and well managed workplace where all employees have a sense of belonging and can contribute in an impactful and meaningful way. The Recruiting and Onboarding Coordinator’s primary responsibilities are to support the Senior HR Business Partner in the efficient and high-quality execution of recruiting and onboarding tasks for their assigned research programs and business units across Brookings. This role, which reports to the Senior HR Business Partner, involves coordinating the progress of recruitments, delivering timely and pertinent communications to both candidates and internal stakeholders, utilizing creative strategies to establish networks, and contributing to the facilitation of a smooth and positive onboarding process for new employees. The Recruiting and Onboarding Coordinator is committed to providing outstanding customer service, takes a proactive approach, and demonstrates notable organizational skills and attention to detail. The Recruiting and Onboarding Coordinator is a member of the Staffing team, which includes the Director of Employment, two Senior HR Business Partners, one Senior HR Generalist, and one HR Generalist.

Recruitment Support (65%)

• Tracks all recruitment activities and provides relevant and timely information to the Senior HR Business Partner, hiring team, candidates, and others engaged in recruitment efforts.

• Supports the scheduling of, and participates in, recruitment strategy meetings.

• Posts and maintains vacancy announcements on Brookings’s Careers page and external sites.

• Proactively assists with researching and recommending additional sites for vacancy announcements.

• Ensures complete and accurate information is captured and recorded in the applicant tracking system (ATS) for each vacancy, including recruitment strategy details, phone screen notes, interview evaluation forms, reference checks, offer of employment letters, notice of hire and acknowledgement of wage rate forms, employment applications, and post-employment restrictions policy acknowledgements.

• Conducts ATS training for hiring teams, as needed.

• Conducts comprehensive phone screens and issues requested job assessments.

• Coordinates interview scheduling and related candidate communications, as needed.

• Monitors recruitment process to ensure candidates are timely dispositioned and properly notified of their application status by hiring teams.

• Conducts comprehensive reference checks and initiates background investigations for final candidates.

• Generates a Recruitment Summary Report upon closure of each recruitment, sharing it with the Deputy Chief Human Resources Officer and Senior HR Business Partner for review and analysis with internal stakeholders.

• Develops and maintains a records management approach for updating, storing, and accessing all job descriptions in SharePoint and ensures accurate and up-to-date job descriptions are captured in Workday.

Onboarding and Orientation (15%)

• At the direction of the Senior HR Business Partner, timely initiates the Workday onboarding process for new employees. Ensures all necessary employee information is present in the system for a successful launch of onboarding tasks and communicates any issues to the Senior HR Business Partner.

• Monitors the progress of all new employee onboarding tasks in Workday daily and alerts the Senior HR Business Partner about overdue tasks for timely follow-up.

• Collects Form I-9 supporting documentation from new employees and completes Section 2 of the Form I-9 on behalf of Brookings, as needed.

• Tracks completion of new employee onboarding surveys and performs timely follow-up, as needed.

• Assists HR Generalist with orientation preparation and communication, as needed, to ensure new employees have a positive introduction to Brookings. Provides orientation coverage when HR Generalist is absent.

Recruitment Sourcing and Outreach (15%)

• Supports the advancement of Brookings’s recruitment strategy by employing innovative approaches and leveraging resources that build networks through social media, job boards, professional associations, and other creative channels.

• Represents Brookings at external outreach events, with a goal of building relationships with potential candidates and to establish and maintain an organizational presence in the community.

General Human Resources (5%)

• Supports Inclusion & Diversity efforts and others on related internal projects and tasks, as needed. Proactively recommend new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.

• Assists in organizing training and development programs to enhance employee skills and knowledge.

• Assists in the implementation and communication of HR policies and procedures.

• Ensures compliance with Brookings policies and procedures as well as federal and state regulations.

• Performs other HR related duties and participates in HR special projects as assigned.

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

Education/Experience Requirements:

Bachelor’s degree in business, management, human resource, organization management, or related field, or an equivalent combination of education and experience required. Minimum two years of related work experience required; experience can come from prior employment, internship, or applicable undergraduate/graduate work. Previous experience in HR coordination, recruiting, or administrative support role preferred. Basic knowledge of HR practices, procedures, laws, compliance, and regulations preferred. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements:

Strong organizational and time-management skills with proven ability to demonstrate good judgment, meet deadlines, and prioritize tasks. Keen attention to detail. Excellent verbal and written communication skills. Ability to act with integrity, professionalism, discretion, and maintain a high-level of confidentiality. Ability to produce high quality work with a focus on continual improvement. Excellent interpersonal skills with a strong customer service orientation and a proactive work style. Must successfully perform in a fast-paced department with multiple assignments, shifting priorities, and deadline pressures. Ability to work effectively both independently and on a small, collaborative team. Demonstrated understanding and application of computer technology to efficiently accomplish work, using Microsoft Office programs and HRIS systems. iCIMS and Workday experience preferred.