Administrative Assistant

Talent Acquisition Coordinator

Clearance Level: Must be able to obtain a Active Secret Clearance - Must be a US Citizen to be considered

At Aquila Technology, you will see our team's passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

Aquila Technology is seeking a highly skilled Talent Acquisition Coordinator t o join our team in supporting one of the country's premier defense research organizations. In this role, you will serve as a key member of the Talent Acquisition and HR support team, helping to coordinate recruiting efforts for both internal and external talent while ensuring a seamless and professional experience for candidates, hiring managers, suppliers, and HR staff. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while supporting interview coordination, onboarding activities, contingent workforce administration, cross-functional communication, and overall operational efficiency.

What We're Looking For:

• Organized and detail-oriented with strong administrative and multitasking abilities
• Tech-savvy with experience using applicant tracking systems (ATS) and proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint
• Strong verbal and written communication skills with the ability to interact professionally with candidates and hiring teams
• Proactive in day-to-day responsibilities, consistently anticipating program and leadership needs while recommending process improvements
• High school diploma or equivalent required, along with at least 3 years of experience in an administrative role

Preferred Qualifications:

• Previous experience supporting recruitment activities within Human Resources or in a staffing/recruiting agency environment
• Familiarity with automated resume tracking systems such as SuccessFactors, HR software platforms, and vendor management systems including Fieldglass
• Understanding of contingent labor and workforce augmentation practices

Must Have:

• 3 years Administrative support experience
• 3 years Data entry experience
• 3 years Filing
• 3 years Meeting Management Skills
• 3 years Applicant Tracking Systems
• 3 years Detail-oriented
• Strong Verbal and Written Communication
• Time Management
• 3 years Adobe software (Acrobat, InDesign)
• 3 years MS Suite (Excel, ppt)

Nice to Have:

• Bachelor's Degree
• Contingent workforce knowledge and/or experience
• Human Resource/Talent Acquisition experience
• SuccessFactors Recruiting Module
• Fieldglass experience

Responsibilities will include:

• Coordinate interviews and assist in scheduling, ensuring a smooth and professional experience for all parties
• Provide general policy and employment information to candidates and employees
• Assist with pre- and post-employment transactions, including onboarding documentation
• Contingent Workforce Support:
• Send timesheet reminders and follow up with appropriate parties regarding timely submissions and approvals
• Assist External Workforce Business Partners (EWBPs) with job posting entry in Fieldglass as needed
• Support EWBPs and internal groups with interview scheduling and coordination
• Assist with reminders for contingent worker contract extensions
• Aggregate responses from feedback surveys and share findings with appropriate stakeholders
• Perform data entry in Fieldglass and SAP as needed
• Assign trainings to the user community and maintain training lists
• Schedule quarterly business reviews, spotlight calls, and other critical meetings
• Support contract management duties and supplier communications for renewals and insurance requirements, ensuring documents are properly filed
• Conduct annual outreach to suppliers to verify benefits packages, review information for equity and compliance, and escalate any anomalies or concerns to management
• Organize and maintain electronic storage systems including SharePoint, Teams, and community pages by updating, relocating, or retiring documents as needed
• Proactively manage the EWS inbox and develop processes for tracking and responding to communications efficiently
• Serve as a cross-functional liaison between the EWS team, HR, suppliers, and the broader community
• Request updated insurance binders from suppliers as needed and review documentation for compliance

Administrative & HR Support:

• Provide administrative support to HR Business Partners and the Talent Acquisition team, including processing employee actions from onboarding through off boarding
• Support additional HR and recruiting initiatives as needed
• Take meeting notes and distribute summaries as required
• Develop innovative solutions to improve efficiency and streamline team processes
• Anticipate team and leadership needs and recommend solutions to maintain productivity and organization

Benefits and Perks:

Aquila team members experience the opportunity to be part of a fast-paced, customer-focused, and technically innovative work environment. Aquila strives to deliver the best of the best in technical services to our customers. Candidates that possess a love for technical challenges, a desire to constantly learn, and the desire to establish themselves as critical players within a team will enjoy calling Aquila Technology home.

Our Perks Include:

PTO - 15 days (vacation/sick) 10 paid holidays - 6 standard (New Year's, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas) - 4 floating holidays prorated based on your day of hire:

• 1.5 paid days, or 12 hours, for approved volunteer work
• 1 week of paid maternity/paternity LOA after 1 year of Full-time employment

Tuition & Training Reimbursement- 5K annually for pre-approved, Eligible full-time team members who have completed a minimum ofsix (6) monthsof employment may apply for tuition reimbursement for approved, job-related courses taken through an accredited college or university. Team members must achieve a grade of "B" or better to qualify for reimbursement.Aquila will reimburse up to $5,000 per fiscal year for tuition expenses only. Expenses related to training programs, certifications, books, materials, meals, transportation, or other non-tuition costs are not eligible under the Tuition Reimbursement Program. All tuition reimbursement requests must be submitted to and approved by the team member's Manager prior to course registration. Reimbursement will be issued upon successful course completion and submission of final grades and proof of payment.

401K with Fidelity - Eligible to participate following 90 days of employment. Company match on employee contribution:

• $1/$1 up to 3%, then .50 cents / $1 for 4th and 5th %s
• Fully vested from day one
• Company match does not apply to catch-up contribution

Cell Phone & Internet Reimbursedup to $150 monthly to cover cell phone, data, and home internet expenses. Aquila Technology will reimburse team members who work from home ONLY for cell phone/mobile device fees for work-related communications and/or operations each month. Employees eligible for this benefit must work remote 2 days a week or more to qualify.

Buy Your Own Device (BYOD) -Team members are eligible for reimbursement of up to $1,500 every three (3) years for the purchase of electronic equipment used to access corporate services. To qualify for this benefit, employees must have completed a minimum of six (6) months of employment and must agree to and sign the Device Minimum Configuration Form prior to reimbursement. Electronic devices eligible under the Buy Your Own Device (BYOD) program are limited to cell phones, laptops, and tablets.

Clearance Level: An interim clearance is sufficient for the start of this position.
Location: HYBRID: Position is onsite 2 days per week with flexibility to come onsite additional days as needed

Interview Process: Candidates are expected to present examples of Android apps developed upon being selected for an interview. 1st round interview will be a Zoom
with the hiring manager. 2nd round interview will be a Zoom with additional team members as needed.

We are an Equal Opportunity Employer.