1. Intake & Ticket Management
" Monitor ticketing system for incoming scheduling requests.
" Triage and assign scheduling requests among coordination team.
" Review request details for completeness; follow up with recruiter if information is missing.
2. Initial, 2nd Interview & Onsite Interview Scheduling
" If necessary, collect additional availability from:
" Candidate
" Interviewers
" Executive assistants (for leadership interviews)
" Schedule interviews (phone, virtual, onsite) based on availability.
3. Communication & Confirmations
" Send scheduling confirmation email to stakeholders.
4. Day-of Support & Troubleshooting
" Serve as primary point of contact for:
o Scheduling conflicts
o Interviewer no-shows
o Candidate issues
" Troubleshoot and resolve issues autonomously.
" Communicate any changes promptly to:
o Candidate
o Interviewers, Admin, Recruiter
" Update ATS with any changes to interview details.
5. Travel Coordination (If Applicable)
" Engage with candidate to confirm travel arrangements.
" Serve as point of contact for travel-related issues.
" Troubleshoot travel-related scheduling issues autonomously.
" Update ATS with travel and change details.
" Request candidate's security access
" Provide candidate with directions to campus and instructions on how to enter campus
6. Post-Onsite Interview Coordination
" Schedule debrief meeting to occur within 48 hours of final interview.
" Include recruiter, hiring manager, and interview panel.
" Update ATS with relevant details
Universal Best Practices
" Respond to candidate & client emails promptly and professionally.
" Keep candidate & client informed of next steps and timelines.
" Minimize interview deadtime
" Escalate delays or issues to recruiter immediately.
" Establish and maintain backup support coverage within the coordination team.
" Share workload during high-volume periods or absences.
" Ensure all interview details, changes, and feedback are accurately logged in ATS.
" Maintain clean and up-to-date candidate records.