TA Operations & Employee Experience Coordinator

TA Operations & Employee Experience Coordinator
Location: Chantilly, VA
Clearance: US Citizen

Position Summary
The TA Operations & Employee Experience Coordinator is responsible for providing centralized operational support to the Talent Acquisition organization while leading key employee experience, internal mobility, and recruiting operations initiatives.
This role serves as a critical operational partner to Talent Acquisition leadership and the recruiting team by managing day-to-day administrative processes, coordinating recruiting events and programs, supporting internal mobility and employee redeployment, overseeing recruiting technology and processes, and developing initiatives that enhance the employee experience.
The position is designed to allow recruiters and recruiting leadership to remain focused on strategic recruiting, sourcing, candidate engagement, hiring-manager partnership, and workforce needs while ensuring Talent Acquisition operations are organized, consistent, and effectively managed.
The ideal candidate is highly organized, proactive, customer-service oriented, comfortable managing multiple priorities, and able to work independently across Talent Acquisition, HR, HRIS, hiring managers, and other business stakeholders.

Key Responsibilities
Talent Acquisition Operations

• Manage day-to-day Talent Acquisition operational activities and provide centralized administrative support to the recruiting organization.
• Serve as a primary operational resource for recruiters and Talent Acquisition leadership.
• Coordinate action items, deadlines, communications, and follow-up activities across TA initiatives.
• Identify administrative inefficiencies and recommend process improvements.
• Develop and maintain standard operating procedures, process documentation, and operational resources.
• Support TA leadership with special projects and strategic initiatives as assigned.

Recruiting Coordinator Management

• Manage and provide direction to Recruiting Coordinators as appropriate.
• Establish priorities, workflows, and accountability for coordinator activities.
• Ensure recruiting coordination activities support the needs of recruiters and hiring managers.
• Identify opportunities to improve the overall recruiting support model.

Background Investigation Coordination

• Oversight of the background investigation process.
• Monitor background investigation status and follow up on outstanding items.
• Coordinate with recruiters, candidates, HR, Security, and other stakeholders to facilitate timely completion.
• Identify and escalate delays, issues, or exceptions requiring additional attention.
• Maintain appropriate tracking and reporting to provide visibility into outstanding investigations.

Job Board & Posting Management

• Manage job postings across approved job boards and recruiting platforms.
• Coordinate posting creation, updates, refreshes, and closures.
• Monitor posting accuracy and ensure positions are represented appropriately across recruiting channels.
• Manage job board relationships and coordinate with vendors as needed.
• Identify opportunities to improve job posting effectiveness and reduce unnecessary administrative work for recruiters.

Job Fair & Recruiting Event Management

• Own the planning and operational execution of job fairs, open houses, recruiting events, and related activities.
• Manage event registration, logistics, recruiter participation, materials, candidate tracking, and post-event follow-up.
• Coordinate with recruiters, hiring managers, marketing/communications, and external event organizers.
• Establish consistent processes and timelines for recruiting events.
• Maintain event calendars, participation records, and results.

Talent Acquisition Swag & Materials

• Manage TA swag and recruiting materials inventory.
• Coordinate ordering, storage, distribution, and replenishment of materials.
• Ensure recruiters have appropriate materials for recruiting events and external engagements.
• Monitor spending and identify opportunities for cost-effective management of TA materials.

Internal Mobility

• Coordinate and support the organization's internal mobility efforts.
• Help connect current employees with appropriate internal career opportunities.
• Partner with recruiters, HR Business Partners, hiring managers, and employees to facilitate internal movement.
• Maintain appropriate tracking and reporting of internal mobility activity.
• Promote a talent-first approach by identifying internal talent before pursuing external candidates when appropriate.

Employee Redeployment

• Coordinate Talent Acquisition support for employee redeployment initiatives.
• Partner with HR, Talent Acquisition, business leaders, and other stakeholders to identify potential opportunities for employees affected by changing business needs.
• Track redeployment activity and follow up on opportunities and outcomes.
• Support efforts to retain organizational knowledge, reduce unnecessary turnover, and minimize potential severance and replacement costs.

Career Constellations Road Show

• Provide operational and logistical support for Career Constellations and related employee career programs.
• Coordinate scheduling, communications, materials, event logistics, and follow-up.
• Partner with Talent Acquisition leadership and other HR stakeholders to ensure successful program execution.

New Employee Orientation (NEO) - Backup Coverage

• Become fully trained in the New Employee Orientation process.
• Serve as backup NEO facilitator approximately once per month and as needed.
• Ensure continuity of the onboarding experience during periods of absence or increased workload.
• Support ongoing improvements to the NEO process and employee experience.

iCIMS / HRIS Partnership

• Serve as the primary Talent Acquisition operational point of contact for the weekly iCIMS/HRIS meeting.
• Document system issues, enhancement requests, decisions, and action items.
• Track issues through resolution and ensure appropriate follow-up.
• Coordinate testing of system changes and enhancements.
• Communicate relevant system updates, changes, and process impacts to the TA team.
• Partner with HRIS and TA leadership to identify opportunities to improve system functionality and user experience.

iCIMS Enhancements & Governance

• Support governance of Talent Acquisition-related iCIMS processes and functionality.
• Coordinate TA user testing and implementation of system enhancements.
• Identify recurring system or process issues and recommend solutions.
• Develop and maintain user guidance and process documentation.
• Help ensure consistent use of recruiting technology across the TA organization.

Exit Interview Program

• Own the Talent Acquisition/employee exit interview process.
• Coordinate exit interviews and ensure timely completion and documentation.
• Analyze trends and themes identified through exit interviews.
• Partner with HR Business Partners and appropriate leaders to identify opportunities for improvement.
• Develop periodic reporting and recommendations based on employee feedback.

One-Year Employee Check-In Program

• Design, implement, and manage a formal one-year employee check-in process.
• Establish processes for outreach, tracking, documentation, and follow-up.
• Collect feedback regarding the employee experience, onboarding, role expectations, manager support, and overall engagement.
• Identify trends and potential retention concerns.
• Partner with HR Business Partners and Talent Acquisition leadership to develop action plans based on findings.
• Provide periodic reporting to leadership on key themes and opportunities.

Reporting & Tracking

• Develop and maintain appropriate operational trackers, dashboards, and reports.
• Track recruiting events, internal mobility, redeployment, background investigations, system issues, employee check-ins, and other TA initiatives.
• Provide Talent Acquisition leadership with visibility into operational activities, outstanding action items, and program results.
• Ensure data is accurate, current, and actionable.

Process Improvement

• Continuously evaluate Talent Acquisition processes to identify opportunities for greater efficiency and consistency.
• Recommend and implement process improvements that reduce administrative burden and improve the candidate and employee experience.
• Develop scalable processes that support the organization's continued growth.
• Partner with recruiters, HR, HRIS, Security, hiring managers, and other stakeholders to implement improvements.

Key Stakeholder Partnerships
This position will work closely with:

• Talent Acquisition Leadership
• Recruiters and Recruiting Coordinators
• HR Business Partners
• HRIS
• Security
• Hiring Managers
• Corporate Communications/Marketing
• Business Unit Leadership
• Candidates and Employees
• External Recruiting Vendors and Event Partners

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Communications, or a related field preferred.
• 3-5+ years of experience in Talent Acquisition, HR, recruiting operations, HR operations, employee experience, or a related field.
• Experience working in an Applicant Tracking System (ATS), preferably iCIMS or a similar enterprise recruiting platform.
• Strong organizational and project-management skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Demonstrated ability to work collaboratively with recruiters, HR professionals, hiring managers, and business leaders.
• Strong attention to detail and follow-through.
• Ability to maintain confidential employee and candidate information appropriately.
• Strong customer-service orientation and ability to work effectively with employees and candidates at all levels.
• Proficiency with Microsoft Office and other business productivity tools.

Preferred Qualifications

• Experience supporting a government contracting, aerospace, defense, technology, or similarly regulated organization.
• Experience with background investigation processes or cleared recruiting.
• Experience managing recruiting events, job fairs, or career programs.
• Experience with internal mobility, redeployment, or employee retention programs.
• Experience supporting HRIS/ATS implementations, enhancements, or system testing.
• Experience developing reports, tracking metrics, and identifying operational trends.
• Experience developing or improving HR/Talent Acquisition processes.

Core Competencies
Operational Excellence - Creates organized, consistent, and scalable processes and ensures commitments are followed through to completion.
Customer Service - Provides responsive, professional, and solutions-oriented support to candidates, employees, recruiters, hiring managers, and HR partners.
Project Management - Effectively manages multiple projects, deadlines, stakeholders, and competing priorities.
Communication - Clearly communicates information, expectations, changes, and action items to diverse stakeholders.
Problem Solving - Identifies issues proactively and develops practical solutions that improve efficiency and the employee experience.
Collaboration - Builds effective partnerships across Talent Acquisition, HR, HRIS, Security, business leadership, and other functions.
Attention to Detail - Maintains accurate records, tracking, reporting, and documentation while managing confidential information appropriately.
Continuous Improvement - Looks for opportunities to simplify processes, eliminate unnecessary administrative work, and improve the candidate and employee experience.

Success in This Role
Success in this position will be demonstrated by:

• Reducing administrative workload across the recruiting team and Talent Acquisition leadership.
• Allowing recruiters to remain focused on sourcing, candidate engagement, hiring managers, and filling positions.
• Providing consistent and accountable ownership of TA operational activities.
• Improving the efficiency and follow-through of iCIMS/HRIS processes.
• Creating stronger internal mobility and redeployment capabilities.
• Establishing a sustainable employee check-in process that provides actionable retention insights.
• Providing reliable backup coverage for NEO and reducing single points of dependency.
• Improving the planning and execution of recruiting events and career programs.
• Providing Talent Acquisition leadership with accurate operational reporting and visibility.
• Continuously improving processes to create a more efficient, scalable Talent Acquisition organization.

Position Purpose
This role is a key component of the Talent Acquisition operating model, providing the dedicated operational capacity necessary to support a high-performing recruiting organization. By centralizing administrative and program responsibilities, the position enables recruiters and Talent Acquisition leadership to spend more time on strategic recruiting, workforce needs, candidate experience, and business partnership while strengthening the overall employee experience.

Salary Range: $100,000 - $115,000

The above salary range represents a general guideline. Stillwater considers a number of factors when determining base salary offers, such as the scope and responsibilities of the position and the candidate's experience, education, skills, and current market conditions.

Depending on the position, employees may be eligible for overtime and/or discretionary bonuses in addition to base pay.

Stillwater is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected class. If you need assistance with the application process due to a disability, please contact us at
571-525 2482