Recruiting Operations Specialist

About the role

This position centers on strengthening the operational backbone of Handshake's recruiting function through deliberate technology enhancements and process optimization. The successful candidate will own the design and execution of scalable hiring practices that remove friction from the candidate journey. You will act as a steward of data integrity, ensuring that every metric captured reflects the true state of our recruitment efforts. In this role, you will take initiative to identify systemic inefficiencies and drive proactive improvements without waiting for direction. You will serve as a critical liaison between technical systems and human recruiters, translating operational needs into actionable technical configurations. The position requires a comfort level with technology and a dedication to creating an exceptional experience for every candidate who interacts with our platform. You will be the guardian of process excellence, ensuring that our recruiting machinery runs smoothly, quietly, and reliably.

Key facts

What you'll do

• Orchestrate the interview scheduling lifecycle to ensure a seamless and efficient candidate experience from initial request to final confirmation.
• Serve as the primary administrator for recruiting software, handling user configuration, access management, and procedural adjustments.
• Architect and maintain comprehensive documentation for standard operating procedures to support current and future team members.
• Conduct systematic data quality audits to identify discrepancies, enforce standards, and safeguard the reliability of our hiring analytics.
• Develop and deploy advanced dashboards that visualize key performance indicators, empowering stakeholders to make data-driven decisions.
• Diagnose technical issues within recruitment platforms and provide clear, step-by-step troubleshooting guidance to non-technical users.
• Partner with cross-functional stakeholders to analyze current workflows and implement integrations that enhance system interoperability.
• Function as the central point of contact for internal users, responding to inquiries with patience and precision to ensure system adoption.
• Leverage analytical skills to interpret complex data sets, transforming raw information into actionable insights for process refinement.
• Champion a culture of continuous improvement by regularly evaluating the effectiveness of existing tools and proposing iterative upgrades.
• Establish standardized communication templates and protocols to ensure consistency and clarity in all external and internal correspondence.
• Monitor system performance metrics to anticipate potential bottlenecks and recommend optimizations before they impact users.
• Lead special projects aimed at modernizing recruiting operations, including the evaluation of new technologies and best practices.
• Act as an ambassador for the recruiting team by ensuring that all technical interactions reflect the values and standards of the organization.

Requirements

• Possess two or more years of demonstrated experience in recruitment coordination or operations within a fast-paced, high-volume environment.
• Bring prior experience utilizing Applicant Tracking Systems such as Ashby or Workday to manage end-to-end hiring workflows.
• Show proficiency with core Google Suite applications, including Calendar, Docs, Sheets, and Slides, for daily task execution.
• Exhibit a strong ability to solve complex problems, particularly those involving system management, data reconciliation, and process improvement.
• Maintain exceptional organizational skills, allowing for the effective management of multiple concurrent projects and competing priorities.
• Demonstrate a high degree of attention to detail, ensuring a low tolerance for errors in data entry, reporting, and configuration.
• Utilize excellent written and verbal communication abilities to convey technical concepts to diverse audiences with clarity and empathy.
• Adhere to a high standard of professionalism and discretion when handling sensitive candidate and company information.
• Thrive in a collaborative setting, working effectively with individuals across departments and levels of seniority.
• Embrace a growth mindset, actively seeking feedback and opportunities to develop technical and operational competencies.
• Commit to maintaining compliance with company policies and data security protocols at all times.
• Display resilience and adaptability when navigating ambiguous requirements or shifting project scopes.
• Approach stakeholder management with a consultative style, building trust and fostering productive working relationships.
• Dedicate yourself to the mission of improving operational efficiency to support the broader goals of the business.

Practical notes

Full-time US employees are eligible for a comprehensive benefits package that includes equity grants, a 401(k) match, paid parental leave, and medical, dental, and vision coverage. The company provides mental health support, learning stipends, flexible PTO, 15 company holidays plus 2 additional flex days, and organized team outings to foster camaraderie. Additional offerings include internet and commuting stipends, complimentary lunch at the San Francisco office, and access to on-site gym facilities. This role operates within the standard full-time schedule, and specific office hours are defined by the company's policies. Travel is not required for this position, and candidates must be authorized to work in the United States without sponsorship. The company reserves the right to adjust benefits and perks as business needs evolve.