HR Specialist, Talent Acquisition - Illinois Human Resources Shared Services
University of Illinois Urbana-ChampaignAbout the role
HR Specialist, Talent Acquisition
Illinois Human Resources Shared Services
University of Illinois Urbana-Champaign
The Talent Acquisition Specialist manages the recruitment process for assigned positions, helping the university attract and hire top talent in support of its strategic workforce goals. This position manages and coordinates search administration activities for IHR Shared Services, overseeing search tracking, documentation, compliance support, and administrative processes that support the university’s hiring processes. Partnering with hiring units and stakeholders throughout the search lifecycle, the specialist ensures searches are conducted efficiently, records are maintained accurately, and all activities comply with university policies and procedures. Through effective coordination, process management, and recruitment support, this role helps deliver a consistent, compliant, and efficient hiring experience while contributing to the university’s ability to build and sustain a high-performing workforce.
Duties & Responsibilities
Manage the full-cycle recruitment process for assigned positions, implementing search procedures aligned with best practices and compliance needs.
- Coordinate search activities from initiation through completion, ensuring required steps, approvals, documentation, and timelines are met while maintaining accurate search records, applicant data, and confidential files in accordance with university policies and retention requirements.
- Provide end-to-end operational support for search execution by independently tracking progress, proactively engaging hiring units and stakeholders, resolving system and process issues, and guiding users in the effective use of university hiring systems and procedures.
- Manage search logistics, including scheduling, meeting coordination, workflow tracking, documentation preparation, and end-of-search activities such as dispositioning, record retention, and closure.
- Support a broad range of searches (staff, faculty, and senior-level roles) and lead assigned search-related projects focused on workflow design, process implementation, and operational improvements.
- Reinforce equitable and consistent search practices by ensuring adherence to established procedures and promoting transparency and clarity across all stages of the process.
- Collaborate with campus HR offices, the Office for Access and Equity, and other partners to ensure compliance with university hiring policies and procedures.
- Identify and implement improvements to search administration processes, workflows, documentation practices, and service delivery.
Communicate with applicants and new hires, facilitating interviews, hiring, and onboarding processes.
- Serve as the primary point of contact for candidates and a key operational resource for hiring units, search committees, search firms, and campus partners, ensuring clear, timely, and consistent communication throughout the search process.
- Coordinate interview logistics, including scheduling, travel arrangements, itineraries, and full management of virtual and in-person interview processes.
- Manage candidate and stakeholder communications, including interview coordination, status updates, reference requests, offer-related communications, and regret notifications, ensuring consistent, professional, and equitable experience across all searches.
- Advise and support stakeholders on search procedures, system processes, and timelines, escalating complex issues as appropriate while maintaining strong working relationships across campus and external partners.
Operations and Process Administration
- Process appointment-related transactions, including changes, waivers, updates, and other personnel actions in accordance with university policies and procedures.
- Review and prepare appointment documentation to ensure accuracy, completeness, and compliance with applicable requirements.
- Serve as a resource to units regarding appointment-related processes and documentation requirements.
- Conduct quality reviews of search documentation to ensure completeness, accuracy, and compliance with institutional requirements.
- Develop and maintain reports and metrics related to search activity, outcomes, and operational performance.
- Identify and implement improvements to search administration processes, workflows, documentation practices, and service delivery.
- Support special projects that advance departmental objectives and operational priorities.
- Provide administrative and operational support for additional HR functions as assigned.
- Maintain ongoing professional development to stay current on university policies, systems, and best practices.
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Apply for this role
Generate a tailored application kit with a matched cover letter, interview prep, and CV highlights — in under 60 seconds.
Apply Now →Generate Application KitFree account required — sign up in 30s