Healthcare Recruitment & Operations Coordinator

The Healthcare Recruitment & Operations Coordinator plays a key role in supporting both recruitment and day-to-day operations. This role combines candidate screening, recruitment coordination, administrative support, calendar and email management, reporting, follow-up, and non-clinical chart review.

A major part of the role involves conducting initial screening calls with medical professionals, including Physicians, Nurse Practitioners, and Physician Assistants. The successful candidate will gather key information, assess practical suitability for opportunities, and provide clear summaries before candidates progress to a full interview.

The role also involves reviewing charts, reports, and related documentation from an administrative and quality-control perspective. The Coordinator will identify missing information, incomplete documentation, unusual patterns, or areas requiring further review and escalate these findings to the appropriate clinical or operational team member.

This role is ideal for someone who is personable, detail-oriented, naturally curious, highly organized, and comfortable working independently in a growing and fast-moving healthcare environment.

Key Responsibilities

• Conduct initial screening calls with Physicians, Nurse Practitioners, and Physician Assistants.
• Gather and accurately record key candidate information during screening calls.
• Confirm candidates' salary expectations and compensation requirements.
• Establish whether candidates have previous Skilled Nursing Facility (SNF) experience.
• Confirm candidates' location and willingness to travel or commute.
• Discuss travel requirements and practical availability for relevant opportunities.
• Determine whether candidates are seeking full-time or part-time employment.
• Assess basic suitability against the practical requirements of each opportunity.
• Prepare clear and accurate candidate screening summaries for further review.
• Coordinate follow-up communication with candidates.
• Schedule interviews and manage calendar invitations.
• Ensure candidates receive timely, professional, and consistent communication throughout the early stages of the recruitment process.
• Follow up with candidates regarding outstanding information or next steps.

Administrative & Operational Support

• Manage and organize emails and respond to routine enquiries where appropriate.
• Identify and flag urgent or important matters requiring escalation or senior attention.
• Maintain calendars and coordinate meetings and appointments across multiple time zones, including Eastern and Central Time.
• Run reports and assist with tracking recruitment and operational activity.
• Maintain accurate records, spreadsheets, trackers, and internal systems.
• Follow up on outstanding information, documentation, and action items.
• Ensure assigned tasks are completed within agreed timelines.
• Help monitor priorities and keep track of outstanding operational requirements.
• Provide general administrative and operational support as business priorities develop.
• Communicate regularly with the wider team regarding outstanding tasks, updates, and priorities.

Non-Clinical Chart & Documentation Review

• Review charts and related documentation from an administrative and quality-control perspective.
• Identify missing information, incomplete criteria, documentation gaps, recurring patterns, or potential issues.
• Flag inconsistencies or unusual information requiring further attention.
• Escalate findings to the appropriate clinical or operational team member for review.
• Maintain accurate records of findings and follow-up actions where required.
• Handle sensitive medical and organizational information with a high level of confidentiality and discretion.

Requirements

Experience

Previous experience in one or more of the following areas would be advantageous:

• Healthcare or medical administration
• Recruitment or talent acquisition
• Candidate screening or interview coordination
• Administrative or operations coordination
• Working in a healthcare, medical, or professional services environment

Skills & Competencies

The successful candidate should have:

• Strong written and verbal English communication skills.
• A confident, personable, and professional telephone manner.
• Excellent attention to detail.
• The ability to identify missing, inconsistent, or unclear information.
• Strong organizational and time-management skills.
• Excellent calendar-management and scheduling abilities.
• Strong follow-up skills and the ability to ensure tasks are completed.
• Confidence working with reports, spreadsheets, trackers, and administrative systems.
• The ability to manage multiple priorities without losing track of important details.
• A naturally curious mindset and willingness to ask questions when information is unclear.
• The ability to work independently while maintaining regular communication with the wider team.
• Professionalism and discretion when handling confidential candidate, medical, and organizational information.
• The ability to adapt quickly in a growing and evolving role.