Provider Recruitment Experience Coordinator

Job Code ED1330

FLSA Status Non Exempt

About Us
We are ushering in a new era of healthcare where achieving good health is just the beginning. At UVA Community Health, part of the world-class UVA Health academic health system, we are committed to caring for the whole person by building meaningful connections with our patients in the local setting of UVA Health's community hospitals, outpatient locations, and provider offices. By combining our team's talent and expertise, the breadth of capabilities across the entire UVA Health system, and our dedication to community wellness, we are bringing expert care close to home.

As a member of the UVA Community Health team, individuals contribute to patient care decisions, support advanced medical technologies, and experience the satisfaction of making a difference in people's lives every day.

Job Summary
The Provider Recruitment Experience Coordinator will serve as the central coordinator and experience owner for provider recruitment activities, ensuring a highly organized, standardized, and white-glove experience for all candidates and stakeholders. This role is critical to executing recruitment plans efficiently while strengthening alignment across Growth & Development (G&D), Operations, Provider Onboarding, Medical Group leadership, and executive stakeholders.
This position will enhance outcomes by improving candidate experience, operational consistency, and cross-departmental coordination from initial recruitment request through post-visit follow-up and onboarding handoff.

*Welcome & Values & Culture
*White-glove, consistent candidate experience
*Standardized site visit processes
*Strong cross-departmental coordination
*Reliable execution of recruitment plans aligned to growth priorities

Primary Responsibilities

Candidate Interview & Site Visit Management

*Coordinate and schedule all virtual candidate interviews. Schedules recruitment meetings, confirms, and ensures attendance.
*Customize day of experience to provider
*Lead end-to-end planning for on-site candidate visits, including agenda development, stakeholder alignment, standardized experiences, meals, appropriate space and scheduling coordination.
*Facilitate on-site visit days and serve as the central point of contact and guide for candidates and participants, hosting the candidate and escorting to each location and meeting.
*Real time problem solving, issue resolution and escalation, while maintaining provider experience and supporting the teams.
Travel, Logistics & Reimbursements
*Book and manage all candidate travel arrangements, lodging, transportation and related logistics.
*Coordinate and process reimbursements in accordance with organizational policies and compliance.
*Ensure seamless management of logistics reflecting a white-glove experience.
Follow-Up & Feedback Coordination
*Initiate and collect post-visit follow-up communication, including thank-you correspondence.
*Develop and maintain standardized processes for collecting and sharing candidate feedback.
*Coordination of follow up activities needed; tracking to loop closure.
Cross-Team Partnership & Integration
*Serve as a liaison across Growth & Development, Operations, Provider Onboarding, Medical Group leadership, and executive stakeholders.
*Ensure seamless handoff from recruitment into onboarding and operational readiness.
*Coordinates events related to recruitment and networking
New Services & Recruitment Requests
*Initiates preparatory meetings for new services.
*Draft and support documentation for new recruitment requests with stakeholders.
Locums / Temporary Staffing Support
*Track, coordinate, and support locums and temporary staffing needs.
*As requested, supports orientations, welcomes, and other duties to be further defined.

Competencies
*Candidate Experience & Relationship Management
*Proven ability to deliver a high touch, concierge level candidate experience
*Warm, professional communication style with the ability to build rapport quickly with physicians, APPs, and senior leaders
*Highly responsive, service oriented mindset with strong attention to detail and abilities to facilitate connections and connect dots.
*Detail oriented with a strong appreciation for process consistency, compliance, and documentation
*Organization & Execution
*Exceptionally organized with the ability to manage multiple searches, schedules, and timelines simultaneously
*Skilled in coordinating:
*Interview logistics (virtual and onsite)
*Travel arrangements and reimbursements
*Interview agendas, calendars, and materials
*Comfortable working in fast paced environments with frequent priorities and changing logistics
*Communication & Professionalism
*Excellent written and verbal communication skills
*Ability to draft polished, professional emails and materials for candidates and senior stakeholders
*Confident interacting with executives, physicians, clinic leaders, and external partners
*Calm, composed, and solutions oriented in high visibility or time sensitive situations
*Takes pride and ownership of the candidate experience from first contact through site visit and follow up
*Demonstrates discretion and professionalism when handling confidential information

The incumbent may be asked to perform additional duties as assigned.

Qualifications
Education:
Bachelor's degree in healthcare administration, human resources, business, or a related field preferred

Experience:
Experience in healthcare, provider recruitment, or physician/APP onboarding, executive coordination, hotel industry or similar high-touch roles
Demonstrated experience coordinating complex scheduling, travel, and onsite or virtual interviews

Licensure:
N/A

Additional Skills/Requirements Required:
N/A

Additional Skills/Requirements Preferred:
N/A

Physical Demands
Light to Medium Physical Demand: The job requires frequent sitting and standing, occasional walking, and bending/stooping. Proficient communicative, auditory, and visual skills. Ability to lift/push/pull up to 50 lbs. occasionally. For any weight over 35 lbs., use Safe Handling Equipment. This job description may not include all assigned duties, responsibilities, or aspects of the job described. It may be amended at any time at the sole discretion of UVA Community Health.

Other
*May require the use of safety equipment, such as HEPA mask, for infection prevention: No
*On call responsibilities as directed: No
*Ability to travel between campus buildings, remote facilities, and out of town as needed: Yes