TA Coordinator (contract)

We are seeking a self-motivated, detail-obsessed, and proactive Contract Talent Acquisition Coordinator to serve as the operational backbone of our hiring process.

In this role, your primary impact will be managing heavy, complex interview logistics across multiple time zones and business units. You will be the candidate's first guide and direct contact point through the interview loop, ensuring a high-touch, seamless candidate experience while enabling our Recruiters and Hiring Managers to move with speed and precision.

If you thrive in high-volume environments, anticipate scheduling bottlenecks before they occur, and pride yourself on keeping complex hiring pipelines moving without friction, this role is for you.

• Complex Interview Scheduling: Manage high-volume, end-to-end scheduling for multi-stage interviews, panel interviews, presentations, and executive interview loops across domestic and international time zones.

• Proactive Pipeline Management: Continually monitor calendars, anticipate interviewer conflicts, re-route schedules on the fly, and resolve calendar gridlocks before they impact candidate velocity or interviewer experience.

• ATS & Tool Administration: Maintain candidate pipeline integrity within our enterprise ATS (Taleo), updating candidate statuses, sending automated reminders, creating scorecards, and ensuring data accuracy across all open requisitions.

• Candidate Engagement & Support: Serve as the primary, high-touch point of contact for candidates throughout the interview phase-providing clear interview instructions, tech-check guides for virtual loops (MS Teams/Zoom), and timely updates.

• Recruiter & Hiring Manager Partnership: Partner closely with 4-6 TA Recruiters and cross-functional hiring managers to streamline communication, reduce time-to-fill, and optimize interview panel availability.

• Process Optimization: Identify manual gaps or friction points in the scheduling workflow and proactively implement solutions or automation to speed up interview orchestration.

• Ad-hoc Talent Operations: Support additional TA logistics as needed, such as offer document preparation, background check tracking handoffs, and candidate expense reimbursement processing.

• Experience: 2+ years of dedicated Talent Acquisition / Recruiting Coordination experience in a fast-paced technology, SaaS, or life science environment.

• Heavy Scheduling Expertise: Proven track record of managing 20+ complex interview setups per week involving multi-member panels, executive leadership, and varying time zones.

• Self-Motivated & Action-Oriented: A proactive mindset-you don't wait for issues to be flagged; you spot calendar conflicts early, troubleshoot independently, and present solutions.

• Tech Stack Fluency:

  • Proficiency with enterprise ATS platforms (ideally Taleo)

  • Power user of enterprise calendar systems (Microsoft Outlook, Google Workspace).

• Extreme Attention to Detail: Flawless organization skills-ability to manage high transaction volumes without letting candidates, calendar invites, or communications slip through the cracks.

• Communication & Hospitality Mindset: Exceptional written and verbal communication skills with a customer-service orientation toward candidates and internal stakeholders alike.

• Resilience & Adaptability: Ability to stay calm and resourceful in an ever-changing environment where interview priorities and leadership schedules shift rapidly.

• Direct Business Impact: Your operational efficiency directly accelerates our ability to hire the engineers, data scientists, and clinical experts building life-saving technology.

• High-Performing Culture: Work alongside a collaborative, collaborative People & Culture organization dedicated to innovation and team success.

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As with all roles, Medidata sets ranges based on a number of factors including function, level, candidate expertise and experience, and geographic location.

The hourly range for positions that will be physically based in the NYC Metro Area is $30-35/hr.

Compensation for the role will be commensurate with experience. The total expected compensation range will be between $30 and $35 per hour.