Recruitment and Outreach Specialist

Job Description: Axle Informatics is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations around the globe. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH). Overview Axle is seeking a highly ambitious, adaptable, structured, and detail-oriented Recruitment and Outreach Specialist join our vibrant team at the National Institutes of Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID), Office of the Director (OD), Office of Administrative Services (OAS). ResponsibilitiesAssist with the NIAID Careers Recruitment Marketing (NC RM) Program: Provide consultative services to hiring managers and administrative officers, providing guidance on the recruitment marketing process, timelines, status updates, and recruitment marketing resource selections.Work on several positions' marketing requests simultaneously, prioritizing requests based on knowledge of position importance, timeline of requested posting dates, time of request, etc.Research, strategize, and meet with hiring managers, administrative officers, and Division Directors to advise on the most effective strategies for attracting top talent for hard-to-fill positions.Develop media plans to announce open and/or upcoming positions in strategically chosen resources, which reach many diverse, qualified candidates, in specialized fields.Remain abreast of and provide advice and guidance on recruitment marketing and social media best practices, guidelines, and regulations, as deemed by the U.S. Department of Health and Human Services (HHS) and the NIH Office of Personnel Management (OPM).Research, interpret and advise on recruitment, advertising, and marketing laws, policies, procedures, and regulations.Research and identify new concepts and techniques to broaden targeted recruitment marketing to several different audiences, maintaining a focus on underserved communities.Recommend solutions and suggestions to hiring managers to improve their recruitment efforts, strategies, and hiring issues.Independently identify marketing needs across the Institute, including projecting/planning and consolidating advertisement efforts for upcoming global recruitment announcements throughout NIAID and planning and developing recruitment marketing strategies designed to assist in identifying and targeting specific audiences, especially underrepresented populations.Responds, within 2 business days, to leadership and customer inquiries.Assist with NIAID Careers Recruitment Marketing Budget & AMBIS Orders: Analyze the current advertising budget and determines projected spending for the upcoming year.Work with GSA media vendors to obtain estimates for paid ad postings at the best cost to the government – if over $10K, obtain at least 2 estimates – if over $15K, obtain 3 vendor estimates.Combine positions' paid advertising requests on one estimate, when applicable,dependent upon timeframes and total costsEnter AMBIS orders using estimates from the GSA media vendors and final ads texts.System requirement - must take AMBIS training before receiving access to AMBIS.Develop AMBIS order approval email to the HCB Branch Chief to include the vendor estimate and final ad text, following the advertising budget formula.Tracks AMBIS order status and follows up with the purchasing agent for quick processing, as required.Obtain federal employee approval and completes AMBIS order receiving, following up with purchasing to confirm receipt.Assist with Developing/Finalizing Recruitment Marketing Ads Texts/Messages, Obtaining Approvals & Posting Ads/Messages to Requested Resources: Ensure consistency in branding across all NIAID Careers advertising and social media platforms, using templates for NIAID Careers ads texts, flyers, emails, and/or online banner ads.Provide guidance on and ensures all NIAID Careers communications adhere to NIAID employment brand design requirements and NIAID editorial standards.Work closely with NIAID, selecting officials, administrative officers, and OCGR to assist with ad text development.Obtain all ad text approvals. Obtain OCGR reviews of all ad textObtain requestor approval of OCGR's revisions.Obtain Branch D approval of ad text per division/office where the position is located (N/A for Postdoc ads)Apply HR revisions, if applicable, accepts revisions, finalizes text, and saves to EDRMS.Post ads texts/position announcements to free marketing resources Correspond with a variety of contacts to ensure ads are posted and confirmations are received.Social Media Requests: Submit Web Edits Request Form and works with OCGR to post ad text to the NIAID Careers website.Obtain NIAID Careers Opportunities link and submits Web Edits Request form to develop/post messages on the NIAID Careers social media networksSubmit request to the NIH Corporate Recruitment Unit, using the NIAID Careers Opps link, to post announcements on the NIH Jobs social media networks.Update Final List of Links with links to free marketing resources postings, where applicable, and adding links to the paid resources from the vendor, to develop the final list of links.Develop/update final lists of links for all marketing resources (paid and free) per request.Review the list of links from the media vendor for paid ad postings, if applicable, to ensure a link to the ad works, the spacing is correct, and all links within the ad text work.Resolve issues with the vendors, if applicable.Link ad/messages postings from the free marketing resources on a document that lists the requested free resources (described above)As ads/messages posts, finalize the "Final List of Links" document, including the websites/resource names, linked to the postings where applicable, and including the position name, division/office, and full posting dates in the title of the final list of links document.Categorize the list of links into Scientific Websites, Diverse Resources, General Resources, social media, and List servs, listing the appropriate resources under the correct headings.Send final list of links to RM Manager for review; upon approval, upload the final list of links to the appropriate EDRMS folder and into the portal to close out the request.Assist with the Management of NIAID Careers website and social media networks: Post ads to the NIAID Careers website for those needing expedited posting.Submit OCGR web edits request form, follows up with OCGR, and ensures ad is posted to NIAID Careers website in the requested timeframe and to obtain the link to post for social media messages.Develop and implement innovative strategies and tools targeting populations of interest, including enhancing the Careers website with testimonials and other videos and information about the benefits of working in NIAID's dynamic atmosphere.Assist with the Coordination of Recruitment Marketing Products & Outreach Efforts/Events: Work closely with organizations, universities, and NIH entities to attract, develop, and retain diverse and scientific talent.Identify areas for collaboration, including matching upcoming/open position announcements with outreach events.Workwith the HCB NIAID outreach coordinator to develop/update flyers for distribution at events.Assist with the NIAID HR Requests and Case Intake Portal-Recruitment Marketing Requests Management: Accept HR portal email requests; reviews requests to determine the type of request, position type, free vs paid, duration, if all required information is included, etc.Correspond with the requestor to confirm that we have received the request and to clarify any questions about the request and/or submitted documents.Move throughout the ad process, noting updates in the portal as appropriate.Once all ads have been posted, tracked, and linked on the final list of links - close out RM portal requests, upload the final list of links and final, approved, posted ad text to the portal to close out the portal request.Assist with the NIAID Careers Recruitment Marketing SharePoint Site: Work with HCB SP SME, OCICB, and OAS representatives to make updates and launch the site.Provide status updates for all current RM portal requests per division, updated on the SP site weekly.Add policy/guidance/procedure information, as required.Oversee permissions for the site.Assist with the NIAID Careers Recruitment Marketing Tracking/Filing/Reporting: Update the FY Ads/Social Media Tracker and the NC RM EDRMS folder maintenance completed for each ad request per fiscal year (FY).Ensure tracking of information for each position's marketing requests is added to the tracker.Detail are added by the time of the AMBIS order placement or, if free resources only, added at the time of the portal request.Oversee EDRMS folders for each RM request by division/Office/Lab and position title, including: Create division and position folders, per FY, in EDRMSTrack/file all important correspondences, including a request from the RM manager; website/listserv/social media posting confirmations; correspondences with vendor (if applicable), including the order estimate; OCGR review/approval draft; POC approval of OCGR revised text; HR correspondence/approval; final ad text; final list of links, etc.Develop, track, and report on campaign IDs (URLs) to obtain metrics on visits to the NIAID Careers website from ads, social media messages, and outreach materials.Monthly – track NC RM social media networks and NIAID Careers website metrics in the Ad/social media Tracker; reviews SM and NC website dashboards and reports to log designated information into the appropriate tabs in the ad tracker.Analyze and report on monthly metrics for the NIAID Careers website and social media networks to determine the success rates of marketing campaigns.Analyze monthly NIAID Careers metrics and develops/implements strategies to improve the effectiveness of social media messages and visits to the NIAID Careers site.Provide support for the NC RM Program: Obtain OCRG, POC, and HR approvals of ads textsPerform timely maintenance of the FY Ads/SM tracker –updated with position, AMBIS order info, resources, posting dates, and all required info at the time of AMBIS order submission (with paid resources included) or if free ads only, at the time of Portal request.Maintain EDRMS folder for each RM request - should be developed upon portal request acceptance and updated with required documentation.Prepare reports, as requested, on data from the Ad/social media Tracker.Report on the RM Status Update Tracker to update on all current requests as we move through the ad process.Provide overall support to HCB: Take notes and provides meeting summaries, as requested.Provide written and verbal explanation of meeting agenda, comments, recommendations, proposed outcomes, and list of next steps with assigned priorities.Update/maintain the NC RM Free Resources documents (2) for where to post and how to post to available free resources in EDRMS.Update documents as new resources are discovered and/or as free resources no longer offer free postings.Research additional free marketing resources, public websites/career boards, and NIH list servs to add to and update the Free Marketing Resources and How to Post to FreeResources documents with additional resources to announce NIAID opportunities without increasing the cost of marketing.Develop ad-hoc reports, as requested, providing in-depth information from the currentFY Ad/social media Tracker.Develop internal and external standard operating procedures (SOPs) for recruitment marketing and social media procedures, updating Inside NIAID pages/guidance for recruitment marketing and social media requests Experience Required / RequirementsBachelor's degree in a related field.Minimum of Four (4) years of experience in related field.Computer skills to include Microsoft Office Suite. Benefits100% Medical, Dental & Vision premium coverage for Employees Paid Time Off (Including Holidays) Employee Referral Bonus 401K Match Tuition reimbursement and professional development opportunities Flexible Spending Accounts: Healthcare (FSA) Parking Reimbursement Account (PRK) Dependent Care Assistant Program (DCAP) Transportation Reimbursement Account (TRN) The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment-based age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate. Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individual's assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.