Administrator, Talent Sourcing System

March 2 2023
Expected expiry date: March 31 2023
Industries Education, Training
Categories HRIS, ATS,
Toronto, ON • Full time


As a member of the People Planning team, reporting to the Manager, People Planning, the Administrator, Talent Sourcing System, ensures the delivery of an exceptional talent acquisition experience for the York University community and candidates for the hiring of non-academic staff. The Administrator, Talent Sourcing System is responsible for the administration, maintenance, and security of the system and related workflows in support of an exceptional talent experience. This role provides oversight of the system and processes needed to meet the objectives of the non-academic talent sourcing and hiring lifecycles. Acts as the liaison between the People Planning team, functional and technical user groups and the vendor to support continuous functional business requirements definition, analysis, and validation of system functionality. When changes are identified, will perform full cycle user acceptance testing to ensure solution meets established business requirements. This position is also responsible for coordinating related audit maintenance procedures, upgrades, system enhancements, applying consistent methodology, issues management, system-wide and ad hoc reporting as well as user training, and general assistance. This position will liaise with technical groups in support of new or existing system interfaces. This role will generate and run reports to provide data and metrics to inform and support strategic sourcing actions and decisions and will partner with the team to help inform the development of talent pools across the institution in support individual Faculty/Department goals, plans, and objectives. This role will assist in conducting external market research on emerging trends and practices as they relate to sourcing as well as help to enable our sourcing and social media goals and objectives.


Relevant post-secondary education or comparable education and experience.


3 years related systems administration (applicant tracking/sourcing system or similar ERP preferred) experience including user permission/security, system workflows and systems testing, as well as customer facing support in a Human Resources environment, ideally in a similar unionized environment supporting a talent acquisition function. Experience with systems configuration, rules and methodologies. full cycle systems testing, query development, data collection and reporting. Experience supporting a talent sourcing system or function is preferred.



  • Excellent knowledge of applicant tracking systems back and front end (or similar ERP) including emerging trends
  • Solid understanding of standard system testing cycles is required as well as understanding of systems architecture and integration between systems.
  • Knowledge of reporting methodologies and experience with general and ad hoc report development, including query-based reporting techniques
  • Knowledge of talent acquisition-related theories and practices and trends including its application to social media, sourcing strategy and outreach initiatives
  • Knowledge of talent acquisition-related legislation and collective agreement exposure and application of their requirements


  • Demonstrated skills in administering and maintaining a large, complex ATS (or similar ERP) and experience recommending and implementing efficient and effective business system solutions.
  • Strong data analysis and reporting skills using query, MS Excel and MS Access
  • Exceptional technical proficiency in various platforms including MS Office, ERP or Talent Sourcing systems and reporting tools
  • Experience in end-to-end systems testing including detailed documentation of test results.
  • Proven ability to successfully complete tasks and projects of varying magnitude and complexity. Ability to participate in multiple projects with competing priorities and strict deadlines.
  • Ability to train super users and local users on the system and changes to the system.
  • Solid team player, capable of working independently and in a team atmosphere. .
  • Exceptional customer service skills and ability to communicate in a professional and courteous manner with all individuals in a diverse, multicultural environment.
  • Ability to communicate effectively to key stakeholders across the university including employees, prospective candidates, and Hiring Managers and HRBP's.
  • A pro-active mindset and a high level of initiative.
  • Strong interpersonal skills, with the ability to build rapport with a diverse group of individuals. Able to deal courteously and effectively with people at all levels.
  • Excellent verbal and written communication skills (e.g. to elicit accurate information and to respond to inquiries).
  • Ability to prioritize and organize in a fast-paced, high volume environment.
  • Strong independent decision making and problem-solving skills and exceptional attention to detail.
  • Able to maintain a high level of confidentiality.
  • Able to work independently and to perform effectively as a member of a team.
  • Able to exercise tact and diplomacy and deal with people in a calm and effective manner in sensitive situations.

Additional Notes:

Please note: This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.

Normal working conditions. Ability to work on multiple priorities and projects and to operate within deadlines. Prolonged visual and audio attention. Extensive computer-oriented work that may require long hours and /or weekend work to accommodate project/system deadlines.

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York's CPM Compensation Framework has a salary grid consisting of 6 or 8 steps (depending on job grade) which is reviewed annually with possible adjustments, and a lump sum Performance Based Recognition Award. Employees will receive the grid adjustment and depending on performance, eligible permanent employees may move to the next step of the grid and may receive a lump sum Performance Based Recognition Award.Visit the CPM Compensation page on the HR Website to find out more about York's CPM Compensation Program.

York is committed to ensuring the way we work serves our diverse community and advances our commitment to Living Well Together, one of the Six Priorities for Action in the University Academic Plan.  As part of this commitment the University has implemented a Hybrid Work Policy.

The selected incumbent for this role is eligible for a hybrid work arrangement which will be confirmed based on operational requirements.

**The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

York University employees must apply to jobs through the Employee Career Portal - YU Hire. If you are a current York University employee and/or are using your rights under a collective agreement to view and/or apply to jobs, you MUST log into YU Hire to access the York University Employee Career Portal.

PLEASE NOTE: Applications must be received by 11:55 pm EST on the posted deadline date, if applicable.**

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