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Executive & Medical Talent Acquisition Coordinator

Quest Diagnostics

This is a Full-time position in Secaucus, NJ posted September 26, 2021.

Staffing – Executive Coord – 

Basic Purpose:                 

The staffing coordinator will provide support to the centralized Executive and Physicians Talent Acquisition team and their internal and external clients.

Duties & Responsibilities:

  • Schedule candidate phone screens and on-site interviews for Executive and Physician TA

  • Schedule candidate on – site interviews for all of TA if interview panel is 3 or more/complex scheduling.

  • Book/Arrange Travel etc. for all of TA and Executive and Physician TA

  • Manage/handle Relocation Program for Grade 53 and above/Tier III and above relo’s.

  • Create and monitor tracking spreadsheets for

  • Requisitions – opened/closed (Weekly Update Spreadsheet)

  • Equity Offer Letters (Internal and External)

  • End of Year spreadsheet

  • Invoice Tracking Spreadsheet (including Retained Search Invoices/Amounts paid and When)

  • SMT Referrals

  • Unsolicited Resumes

  • Create, post, and maintain job requisitions on the applicant tracking system and resolve applicant posting problems.

  • Semi-managing internal only job openings.

  • A dependable point of contact for candidates and hiring managers.

  • Plan and execute on-site interview days. This includes schedule creation, space procurement, candidate travel, greeting and seating candidates, arranging catering, etc.

  • Manage the candidate expense reimbursement process and process vendor invoices

  • Manage Sr. Director, Executive and Physician Recruiting and Staffing expenses through concur/make sure sent to finance and charged back to correct HM cost centers

  • Schedule several meetings / weekly updates for open positions with Hiring Team for Executive and Physician TA

  • Work with retained search firms when scheduling candidates for certain positions that we are using firm for.

  • Ensures appropriate follow-up with candidates who are not selected for hire

  • Assist with putting together offer approval term sheet as needed

  • Create offer letters manually for external and internal hires.

  • Create offer letter through e-recruit/ Talent Wise for External and Internal Hires

  • Ensure appropriate follow up with hires for signed documents/ ensure appropriate changes are processed correctly in the system via HRSC

  • Ensure appropriate employees receive signed offer letter documents for their processing

  • Ensure Hiring Team is aware of when BG/Drug of new hire is clear/ confirm start date and send employee on boarding guide.

  • Monitor Background and Drug screen for external new hires through Sterling Background check

  • Schedule debrief calls after interviews to discuss feedback

  • Prepare weekly new hire report and other recruiting metrics

  • Track employee referrals and process employee incentives.

  • Process departmental invoices and intra-company charge-backs.

  • Maintain department shared drive by updating recruiting databases, offer letter templates, etc.

  • Schedule interviews and travel arrangements for Sales and Marketing corporate positions.

  • Provide HR administrative support for corporate Sales and Marketing employees to include all on-boarding (offer letters, new hire paperwork, benefits enrollment and changes).

  • Coordinate the annual salary planning process for 300+ employees.

  • Prepare and maintain sales and marketing employee files.

  • Provide administrative support to Director.

  • Manage supply ordering and tracking.

  • Participate on special projects and teams, as needed.

  • Assist all of TA/HR with any questions or help they need when asked to assist.

  • Volunteer work – Quest Cares Team Leader, Assist HR with Mammogram Program, work with Junior Achievement every year.


Education Preferred:

  • Bachelor’s Degree in HR, Business or related field Work Experience

  • Preferred: 2-3 years of Human Resources or business experience


  • Entry-level or Human Resources professional with a passion and eagerness to learn and break into Human Resources.

  • Organized and detail oriented Preference given to candidates with knowledge of HRIS systems (e. g. PeopleSoft, Applicant Tracking Systems).

  • Knowledge of Microsoft Office (Outlook, Word, PowerPoint).

  • Advanced proficiency in Microsoft Excel.

  • Strong written and verbal communication skills

  • Exceptional interpersonal and organizational skills

  • Strong attention to detail

  • Interface with senior executives

  • Work in a fast-paced, high caliber and dynamic environment

  • Multiple tasks and strong ability to prioritize effectively