ARSA is seeking a Administrative Assistant.

About Advanced Reconstructive Surgery Alliance
ARSA is an alliance of 'Privademic' Reconstructive Plastic Surgery practices with the highest clinical standards and a collaborative business model . Our Plastic and Reconstructive Surgeons benefit from an adaptive business environment with a comprehensive infrastructure, providing the level of back-office excellence which enables them to concentrate on providing extraordinary clinical services. They are empowered to focus unencumbered on doing their best work for what matters most...the patient.

Responsibilities:

Administrative Support

• Provide comprehensive administrative support to the Director, managing the calendar, scheduling meetings, and organizing travel and accommodations.
• Handle email correspondence on behalf of the Director, ensuring timely responses and follow-ups.
• Organize and maintain files, including confidential recruitment documents, contracts, and records.
• Prepare and proofread recruitment materials, contracts, presentations, and onboarding documents for accuracy and completeness.
• Act as a gatekeeper for the Director, managing communication and scheduling to ensure time is used efficiently.
• Organize and prepare agendas, presentations, and materials for executive meetings and recruitment strategy sessions.
• Attend meetings, take notes, and prepare action items or summaries for the Director.
• Manage confidential and sensitive information, maintaining discretion and confidentiality at all times.
• Assist in special projects as assigned by the Director, ensuring timely completion and quality.
• Assist with posting job openings on job boards, professional organizations, and academic institutions.
• Screen physician candidate inquiries and applications, ensuring minimum qualifications are met before forwarding them to the Director.
• Maintain the applicant tracking system (ATS), ensuring candidate progress is updated and reported regularly.
• Coordinate and schedule interviews between physician candidates and internal teams, including follow-up meetings and calls.
• Work closely with HR, marketing, and legal teams to ensure alignment on recruitment strategies and timelines.

Communication

• Draft and send email templates for outreach to prospective candidates and follow-ups after interviews.
• Serve as the first point of contact for physician candidates, addressing inquiries and providing information about the recruitment process.
• Communicate with internal stakeholders (e.g., physicians, HR, legal) regarding candidate progress and recruitment efforts.

Data Management and Reporting

• Maintain accurate recruitment data, including tracking candidate pipelines, timelines, and key milestones.
• Prepare recruitment reports and updates for internal leadership meetings as requested by the Director.
• Support the creation and maintenance of a recruitment database for potential future candidates and networking opportunities.

Event Planning and Coordination

• Assist in organizing events, such as job fairs, conferences, and recruitment seminars, including handling logistics and communication.
• Plan and coordinate site visits for physician candidates, creating itineraries, organizing travel, and arranging hospitality services.

Onboarding Assistance

• Support the onboarding process by preparing welcome packets, gathering required documents, and coordinating with internal departments.
• Schedule orientation sessions with different departments to ensure that new hires complete the onboarding process efficiently.

Additional Tasks

• Conduct research on industry trends, salary benchmarks, and recruitment best practices to help refine the recruitment process.
• Provide general administrative support as needed to ensure smooth daily operations in both recruitment and executive functions.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• what are your salary requirements?

Education:

• Bachelor's (Preferred)

Experience:

• recruitment coordinating: 1 year (Preferred)
• Administrative assistant: 3 years (Required)

Ability to Relocate:

• Red Bank, NJ 07701: Relocate before starting work (Required)

Work Location: Hybrid remote in Red Bank, NJ 07701