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Key Responsibilities and Required Skills for Job Board Coordinator Assistant

💰 $40,000 - $60,000

Human ResourcesRecruitingTalent Acquisition

🎯 Role Definition

The Job Board Coordinator Assistant supports talent acquisition teams by managing job board distribution, optimizing job postings for SEO and candidate conversion, maintaining requisition data in the ATS, tracking performance metrics, and providing hands-on administrative recruiting support. This role is a blend of technical execution (posting, reporting, integrations) and candidate-facing coordination (communications, scheduling, experience management) designed to accelerate time-to-fill and improve sourcing ROI across paid and organic job channels.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Recruiting Coordinator
  • HR Administrative Assistant
  • Sourcing Specialist

Advancement To:

  • Job Board Manager / Job Distribution Specialist
  • Talent Acquisition Specialist / Recruiter
  • Recruitment Marketing Coordinator

Lateral Moves:

  • Employer Brand Coordinator
  • Candidate Experience / Onboarding Specialist

Core Responsibilities

Primary Functions

  • Manage end-to-end job posting and distribution across major job boards (Indeed, LinkedIn, Glassdoor, ZipRecruiter) and niche industry boards, including drafting, formatting, and uploading job descriptions with optimized keywords to maximize visibility and applicant quality.
  • Maintain and update all open requisitions in the Applicant Tracking System (ATS) — ensuring accurate job codes, hiring manager assignment, job descriptions, salary ranges, location, remote/hybrid flags, and posting dates to maintain compliance and reporting integrity.
  • Optimize job postings using job title standardization, keyword research, and job-post SEO best practices to increase organic reach, click-through rates (CTR), and applicant volume while monitoring cost-per-applicant for paid postings.
  • Execute programmatic and paid job distribution strategies in partnership with vendors and the talent acquisition team; manage ad spend allocation, campaign targeting, and vendor relationships to improve sourcing ROI.
  • Monitor job posting lifecycle and perform timely reposting, refreshes, and targeted boosts for hard-to-fill roles to ensure continuous exposure and steady applicant flow.
  • Screen inbound applications for basic qualifications and route qualified candidates to recruiting teams; flag high-priority applicants and maintain candidate tagging and statuses in ATS for quick retrieval.
  • Coordinate scheduling for phone screens, interviews, and assessments using ATS scheduling tools, calendar platforms (Outlook/Google Calendar), and scheduling tools (Calendly) while liaising with hiring managers to confirm availability.
  • Serve as the primary contact for job board vendor support and troubleshooting — escalate technical issues (posting failures, integration errors, billing disputes) and coordinate resolution with vendors and internal IT/HRIS teams.
  • Create, distribute, and maintain consistent job templates and posting checklists to ensure brand tone, benefits language, EEO statements, and legal disclaimers are included and up-to-date.
  • Produce weekly and monthly recruiting metrics reports for talent acquisition leaders and hiring managers including source-of-hire, time-to-fill, applicants-per-post, cost-per-application, and conversion funnel metrics, and provide actionable insights to improve channels.
  • Conduct A/B testing of job titles, descriptions, and benefits language to measure performance differences across boards and iterate on high-performing copy and placement strategies.
  • Maintain candidate databases and talent pools by tagging, exporting, and importing candidate records in ATS/CRM; ensure GDPR/CCPA and internal data retention compliance for candidate records and opt-out requests.
  • Liaise with hiring managers to understand role requirements and provide guidance on job descriptions, salary benchmarking, and posting strategies to attract qualified passive and active candidates.
  • Assist in building and executing campus and event recruiting logistics (job fair postings, onsite interview schedules, tabling sign-ups) and follow-up job board promotion to maximize event-related applications.
  • Review and validate job posting analytics daily to detect anomalies, ensure postings are live and accurately represented, and take corrective actions when a listing underperforms or is removed.
  • Manage requisition intake and approval workflows in the ATS, ensuring postings are launched only after necessary approvals and budget authorization has been recorded.
  • Implement and maintain integrations between ATS, job boards, HRIS, and programmatic distribution platforms; validate incoming candidate data flows and resolve duplicate or sync errors.
  • Support the recruitment marketing calendar by collaborating with employer brand, marketing, and DE&I leads to promote key hiring campaigns, open-house events, and targeted hiring initiatives on job boards and social channels.
  • Maintain accurate billing and budget records for job board spend, reconcile invoices with finance, and provide vendor performance reviews to inform annual spend decisions.
  • Train and support recruiting coordinators and hiring managers on job board best practices, ATS posting workflows, and guidelines for writing inclusive job descriptions to increase diverse candidate pipelines.
  • Monitor and enforce compliance with EEO/AA, OFCCP, and local labor posting requirements; update postings to reflect legal changes and maintain audit-ready records.
  • Respond to candidate inquiries related to job postings, application status, and job board technical issues, providing timely, professional communication to maintain a positive candidate experience.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist with employer branding content edits for job posts — updating benefits, culture copy, and images that align with current campaigns to improve conversion.
  • Help maintain a curated library of job descriptions, interview guides, and candidate resources to standardize hiring practices across departments.
  • Assist with passive candidate outreach templates and campaign execution when prompted by recruiters for volume hires or urgent roles.
  • Participate in quarterly reviews of job board contracts and negotiate terms or pilot new distribution partners based on performance data and hiring needs.
  • Support internal audits of job postings to ensure language remains inclusive and non-discriminatory and maintain documentation for compliance and reporting.
  • Provide back-up support for recruitment coordinators during high-volume periods by performing offer letter distribution, background check coordination, and new hire onboarding handoffs.

Required Skills & Competencies

Hard Skills (Technical)

  • Applicant Tracking Systems (ATS) administration and advanced use (e.g., Greenhouse, Workday, Lever, iCIMS, Taleo) — posting, workflow configuration, candidate pipeline management.
  • Job board/platform proficiency: Indeed, LinkedIn Recruiter/Postings, Glassdoor, ZipRecruiter, Dice, CareerBuilder and niche/industry boards; experience with programmatic job distribution platforms (e.g., Appcast, PandoLogic).
  • Job-post SEO and keyword optimization experience: optimizing job titles, descriptions, and benefits to improve CTR and organic search ranking.
  • Data reporting and analytics: familiarity with recruiting dashboards, Excel/Google Sheets (pivot tables, vlookups), and basic data visualization to produce source-of-hire, time-to-fill, and funnel reports.
  • Boolean search basics and sourcing fundamentals to identify and tag qualified applicants in ATS and CRM systems.
  • Experience with recruiting marketing tools and integrations (LinkedIn Campaign Manager, Indeed Sponsored Jobs, employer branding CMS).
  • HRIS / CRM familiarity for candidate data integrity and integrations (e.g., ADP, BambooHR, Salesforce for recruitment).
  • Experience managing posting budgets and vendor invoices; ability to track ad spend and calculate cost-per-applicant metrics.
  • Knowledge of data privacy and compliance regulations (GDPR, CCPA) and employment advertising requirements (EEO/AA, OFCCP).
  • Scheduling and calendaring tools (Google Calendar, Outlook) and interview coordination platforms (e.g., Calendly, GoodTime).
  • Basic HTML/plain-text formatting and ATS-friendly posting formats to ensure compatibility across job boards.
  • Experience with applicant screening tools, assessments, and background check vendors is a plus.

Soft Skills

  • Exceptional written communication for clear, inclusive, and SEO-friendly job posting copy and candidate correspondence.
  • Strong attention to detail to ensure accurate requisition data, posting compliance, and error-free job listings.
  • Time management and prioritization skills to manage multiple requisitions, vendors, and reporting deadlines.
  • Proactive problem solving and vendor management — ability to troubleshoot posting issues and coordinate fixes quickly.
  • Relationship-building and stakeholder management to work effectively with hiring managers, recruiters, vendors, and finance.
  • Analytical mindset to interpret posting performance and recommend optimizations based on data.
  • Customer service orientation and empathy to deliver positive candidate experiences and timely communications.
  • Adaptability and willingness to learn new ATS features, job board tools, and recruiting technologies.
  • Confidentiality and discretion when handling candidate data and sensitive hiring information.
  • Team player who can document processes and train colleagues on posting best practices.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent with 1–2 years experience in recruiting operations, HR support, or administrative coordination.

Preferred Education:

  • Associate's or Bachelor's degree in Human Resources, Business Administration, Communications, Marketing, or related field.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Communications / Marketing
  • Information Systems (for ATS/HRIS integrations)
  • Data Analytics (for reporting-focused roles)

Experience Requirements

Typical Experience Range:

  • 1–4 years of experience in recruiting operations, talent acquisition coordination, or job board/ad operations.

Preferred:

  • 2+ years working directly with ATS and major job boards, experience managing paid job campaigns, and experience producing recruiting analytics and vendor management. Certifications such as LinkedIn Recruiter certification, HR recruiting certificates, or SHRM/HR certification are a plus.
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