Recruiting Administrator

Job summary

Provide administrative and operational support to recruiters, including candidate pre-screening, processing offers and submissions, managing job orders, and tracking security clearances. Prepare reports and market analysis, support recruitment marketing and events, maintain recruitment materials, and contribute to process improvement.

Job details

About Calian At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we’ve grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government. We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you’re driven by purpose and energized by solving real-world challenges, we want you on our team. Job Type: Full Time Position Overview We are looking for a proactive and organized Recruiting Administrator to provide operational and administrative support to one of our recruiting teams. In this role, you will support candidate pre-screening, recruiting administration, reporting, security clearance tracking, market analysis, recruitment marketing, and event coordination. This opportunity is well suited to someone who brings practical recruitment exposure, takes accountability for their work, embraces technology, and wants to continue developing within talent acquisition. Responsibilities Complete administrative candidate processing activities, including offer documentation, approvals, job orders, candidate submission packages, and security clearance coordination Pre-screen candidates received through general applications and referrals, document relevant information, and maintain qualified talent within the candidate database Support Recruiters with higher-volume candidate screening initiatives Create and manage job orders within applicant tracking and candidate management systems Assist with audits related to credentials, job postings, and new hires Prepare recurring recruiting reports and format information from automated reporting tools Support market analysis related to candidate availability and compensation Track security clearance expiries and assist with clearance requests Coordinate job fairs and recruitment events, including registrations, event calendars, promotional materials, shipping, and logistics Support social media recruitment campaigns, marketing content, branded templates, print advertising, and recruitment collateral Maintain a central repository of marketing materials and support alignment with branding guidelines Gather market data and format resumes for bid submissions Contribute to recruitment process improvement projects Qualifications Completion of a degree or diploma in Human Resource Management, Business Administration, Marketing, Communications, SEO, or another related field A minimum of 1+ years of relevant recruiting related administrative experience Practical exposure to facets of the recruitment process, ideally including candidate pre-screening Experience using an applicant tracking system, candidate management system, or comparable HR database Strong administrative, organizational, and time management skills Strong attention to detail and the ability to manage competing priorities and deadlines Excellent written and verbal communication and interpersonal skills Ability to work independently while contributing effectively within a team Confidence using technology and a demonstrated willingness to learn new systems and tools Advanced skills with Microsoft Outlook, Word, Excel, and PowerPoint Additional Requirements Must be eligible to obtain and maintain a Canadian Government Security Clearance at the Reliability Level, Secret preferred English & French bilingualism will be considered an strong asset for this role The preferred location for this role the Ottawa/Kanata region, with some flexibility for candidates located slightly outside the National Capital Region This position operates within a regular office and hybrid work environment Experience with social media recruitment, content creation, recruitment marketing, or audience engagement is considered an asset The successful candidate will be proactive, accountable, coachable, collaborative, and comfortable speaking up and contributing ideas Compensation $53,000 to $63,000CAD annually. Position Type We have 1 full-time, permanent position available. # #SF# AI Usage Disclosure At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team. How we hire Our hiring process is designed to help us get to know you and discover if you are the best fit for our team. It's also an opportunity for you to gauge if a role at Calian is the right fit for you. Throughout the process, we’ll share details of the kind of work you’ll be doing, the projects you’ll be working on, the team you’ll be joining, and what it’s like working at Calian. Our biggest tip throughout the process is to just be your authentic self! Our commitment to diverse, yet highly specialized solutions require many different skills and abilities. We look for the best talent that can contribute to Calian’s success as well as enhance our culture. We encourage you to apply to a role or join our talent community and sign up for job alerts that match your area of expertise and what you are looking for in your next opportunity. During the recruiting process, you’re encouraged to notify us of any accommodations you may require. We’ll be happy to help. We give the same time and consideration to everyone who applies. Here are a few things you can do to ensure your application shines: Do your research on Calian, the department, and team you are looking to join Add a cover letter that explains why you are a good fit for this position Share a portfolio, personal websites, or links to your professional social media In your CV, highlight your key achievements - this is your time to brag Include dates! Share the timeline of your experience Stand out by tailoring your resume to each position you apply to Only apply to roles you’re genuinely interested in and that align to your experience Be prepared! Do your research on Calian, the department, and team you are looking to join View the responsibilities for the role and find examples that demonstrate how you’ve completed these in your previous work experience Prepare a list of questions to ask us Dress business casual for your interview (virtual and in person) We assess your skills and fit, you assess our fit for you We keep you updated and share expectations as we make progress in the recruiting cycle Feel free to reach out to your Talent Acquisition Specialist at any time during the hiring process Perks and benefits Competitive, company-paid benefits Generous time off package Stock purchase plan RRSP program Flexible work hours for eligible roles Programs to support employee health and well-being Related Careers Senior Analyst, Nuclear Safety Analysis Ottawa, ON Saskatoon, SK Toronto, ON Full Time Advanced Technologies Nuclear 2026-10-08 Primary Care Physician / Médecin de Soins Primaires Ottawa, ON Full Time; Part Time Health Physicians 2026-10-06 Physiotherapist Ottawa, ON Full Time Health Health Services 2026-09-25

What you’ll do

Provide administrative and operational support to recruiters, including candidate pre-screening, processing offers and submissions, managing job orders, and tracking security clearances. Prepare reports and market analysis, support recruitment marketing and events, maintain recruitment materials, and contribute to process improvement.

Requirements

A degree or diploma in human resources, business administration, marketing, communications, SEO, or a related field and at least one year of relevant recruiting administrative experience are required. Candidates should have recruitment process exposure, experience with an applicant tracking or candidate management system, strong organizational and communication skills, advanced Microsoft Office skills, and eligibility for Canadian government security clearance.

Benefits

• Company-Paid Benefits
• Generous Time Off
• Stock Purchase Plan
• RRSP Program
• Flexible Work Hours
• Employee Health and Well-Being Programs

Listed skills

• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Candidate Pre-Screening
• Recruiting Administration
• Applicant Tracking Systems
• Candidate Management Systems
• Security Clearance Coordination
• Recruitment Reporting
• Market Analysis
• Recruitment Marketing
• Event Coordination
• Social Media Recruitment
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Communication
• Time Management

Job areas

• Human Resources
• Administrative
• Marketing

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