The scope of the coordinator role can vary between different organizations based on the organization’s specific needs and processes. This article provides a general outline of a coordinator's responsibilities, and defines the tasks that are automatically assigned to a user who is a coordinator for a job in Greenhouse Recruiting.
Coordinator responsibilities
Coordinators typically manage the coordination and scheduling of candidates in your pipeline. More generally, coordinators focus on the execution and efficiency of your hiring strategy and oftentimes act as a frontline of communication between your organization and the candidate.
By default, users who are assigned to the coordinator role for a job automatically will be assigned scheduling interview tasks.
Assign a coordinator at the job level
The coordinator role can be set up at the job level so all new candidates for the job are assigned to one coordinator as they are added. While you can assign the coordinator when defining the Hiring Team for a new job, in this section we will cover how to assign this role for an existing job.
Note: Assigning a coordinator during the new job creation process requires that your organization has enabled Hiring Team as a step in the job setup flow.
Alternatively, you can assign a coordinator to a specific candidate and change that coordinator at any time.
To assign a user to the coordinator role at the job level, click Jobs from the navigation bar and select the job from the subsequent list.
From the job page, click Job Setup and navigate to Hiring Team on the left-hand panel.
From the Hiring Team page, click Edit beside Coordinators.
Select the appropriate users from the dropdown menu and click Save when finished.
Note: Only users with the appropriate permissions will populate in the dropdown menu. Please check the Who can see this job? panel on the job's Hiring Team page to ensure your user is assigned the appropriate permissions.
When a new coordinator is assigned on an existing job, they automatically will be made the responsible coordinator for all Future Candidates (those who apply to the job from that time forward). You also can select to make that user the responsible coordinator for Active Candidates (candidates currently in consideration on the job) or Rejected/Hired Candidates (candidates on the job previously marked as rejected or hired).
Note: Updating the coordinator for Active or Rejected / Hired Candidates is a permanent action that cannot be undone. It is not possible to restore the previously assigned coordinator if you select this option.
Change coordinator for individual candidate
To assign or change a recruiter for an individual candidate, navigate to that candidate's profile and open the job on the Applications tab on the right panel.
Click Edit icon next to the recruiter in the Source and responsibility section and update it to the correct user.
View all jobs for a coordinator
To quickly view which users have been assigned to coordinator roles, navigate to the Jobs tab on your navigation bar.
From the Jobs page, expand the Filter panel and navigate to the User field. Select a User from the dropdown menu. When finished, navigate to the Role field and select coordinator from the dropdown menu.
All jobs that meet your specified criteria will populate in the list.
Note: To search for jobs where you are the coordinator, select Me in the User dropdown.
View all candidates for a coordinator
To see all candidates assigned to a given coordinator, click the Candidates tab on your navigation bar and expand the Responsibility section on the left-hand panel.
Select a user from the Coordinator dropdown menu. Results will populate in the candidate list.