Recruiting and HR Administrator

About Bodwé Group Companies

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations. By integrating expertise across architecture, engineering, construction, and facility management, we deliver holistic, end-to-end solutions that drive efficiency and deliver distinctive outcomes.

Position Summary

We are seeking a Recruiting & HR Administrator to be the operational backbone of both recruiting and human resources. You will keep hiring moving — job postings live, resumes pre-screened, interviews scheduled, candidates informed — and you will keep the HR function organized behind it: employee and candidate records, Rippling system administration, onboarding logistics, and the reports leadership relies on.

You are also the first line for questions. When a hiring manager, a candidate, or an employee reaches out, you answer what you can from policy and process, and you route what you cannot to the right person with the context already gathered. Roughly 60% of this role is recruiting operations and 40% is HR administration and cross-functional support, and those proportions will shift with hiring volume — comfort with that shift is part of the job.

This is a coordination-and-ownership role, not a queue-watching role. You own the process steps assigned to you end to end: if an interview panel has not confirmed, a background check has stalled, or a requisition has gone quiet, you are expected to notice it and act, not wait to be asked.

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact careers@bodwegroup.com.

Essential Duties and Responsibilities

The following inexhaustive list of duties represents a sample of work routinely performed by this role: 

Recruiting Operations

• Job Postings: Draft, format, and post requisitions to the applicant tracking system, the careers site, job boards, LinkedIn, ClearanceJobs, and diversity, tribal, and professional-association channels. Keep postings current, refresh aging postings, and remove filled roles promptly. Confirm every posting carries required EEO, pay-transparency, and tribal-preference language before it goes live.
• Resume Pre-Screening: Review incoming applications against the documented, job-related criteria set in the intake meeting; conduct initial phone screens on qualifications, availability, work authorization, clearance status, and compensation expectations; and pass forward a clean summary with a recommendation. Apply the same criteria to every applicant in a requisition and document the reason for each disposition.
• Interview Scheduling: Coordinate phone, video, and in-person interviews across hiring managers, technical panels, and candidates in multiple time zones. Send confirmations and agendas, prepare panel materials, collect interview feedback, and chase the feedback that does not come back.
• Candidate Experience: Be the reliable point of contact from application through start date. Every candidate gets a response; no one goes dark. Handle travel and reimbursement logistics for on-site interviews when needed.
• Offer and Pre-Boarding Logistics: Prepare offer letters and new hire paperwork for review and approval, initiate and track background checks, drug screens, references, and clearance paperwork, and hand off cleanly to onboarding with nothing outstanding.
• Pipeline and Compliance Records: Maintain complete, accurate, real-time requisition and applicant records, including applicant flow and disposition data required of a federal contractor. Produce the weekly requisition and pipeline report without being asked.

HR Administration and Systems

• Rippling System Administration: Serve as day-to-day administrator: user and permission setup, employee and job data entry and audits, workflow and template maintenance, requisition and offer configuration, document storage, reporting, and coordination with the vendor on issues and releases. Own data integrity — you are the reason the system can be trusted as a source of truth.
• Employee Lifecycle Transactions: Process new hires, status and job changes, transfers, and separations in the HRIS; maintain personnel, I-9, and confidential files in compliance with retention rules and with medical and I-9 records kept separate from personnel files.
• Onboarding and Orientation Logistics: Schedule orientation, assemble new hire packets, coordinate equipment, accounts, and access requests with IT, and confirm day-one readiness for every start.
• Reporting and Audit Support: Prepare recurring and ad hoc HR and recruiting reports (headcount, turnover, open requisitions, time-to-fill, EEO and VEVRAA/Section 503 data) and pull documentation for audits, annual reviews, insurance and benefits renewals, and client or agency requests.
• Process Documentation: Maintain the written procedures, checklists, templates, and trackers the HR and recruiting teams run on, and keep them current as the process changes.
• Compliance Calendar and Coordination: Track required postings, notices, training completions, and recurring HR deadlines, and prompt the owners ahead of the due date.

First-Line Support and Cross-Functional Glue

• Tier 1 Questions: Serve as the first response to employee, manager, and candidate questions on policy, process, PTO, payroll timing, benefits enrollment mechanics, HRIS navigation, verifications of employment, and recruiting status. Answer what is documented, escalate what involves judgment, and never guess at a policy answer.
• Escalation With Context: When a question belongs to HR leadership, benefits, payroll, or legal, hand it over with the facts, dates, and documents already assembled.
• Confidentiality: Handle compensation, medical, investigation, and personnel information with strict discretion. Discussion of employee matters is limited to those with a business need to know.
• Keeping The Teams Organized: Maintain shared calendars, meeting agendas and notes, action-item tracking, and status visibility across HR and recruiting so nothing falls between the two functions.

How You Will Work

These are the behaviors that define success in this role and how performance will be discussed:

• Organized by default. You run on checklists, trackers, and calendars, and you can hold twenty open threads without dropping one.
• Detail oriented. Names spelled right, dates correct, records complete, systems accurate. In recruiting and HR, details are compliance.
• Sense of urgency. Candidates, managers, and employees hear from you same-day or next-day. Nothing sits in your queue waiting for a nudge.
• Forward-minded. You see the bottleneck before it becomes a delay, and you propose the fix.
• Trusted and discreet. People bring you sensitive information because you handle it correctly, every time.

Performance Expectations

Within the first 90 days you will be expected to independently manage posting, pre-screening, and scheduling for an assigned requisition load; administer Rippling day to day without escalation for routine transactions; complete new hire and status-change processing accurately and on time; and produce the weekly requisition and pipeline report. Ongoing measures include scheduling turnaround and rework rate, candidate and manager responsiveness, HRIS and applicant-record accuracy, completeness of compliance documentation, on-time day-one readiness for new hires, and the share of first-line questions resolved without escalation.

Qualifications and Experience

Required Education, Experience, + Skills

• Associate's degree in Human Resources, Business, or a related field. Equivalent recruiting or HR administrative experience demonstrating the capabilities below will be considered in lieu of a degree.
• Two (2)+ years of recruiting coordination, HR administration, or comparable administrative experience in a professional environment.
• Demonstrated ownership of scheduling and coordination across multiple stakeholders and calendars, with accuracy under volume.
• Hands-on experience administering or working daily in an HRIS or applicant tracking system, including data entry, reporting, and record maintenance.
• Strong written and verbal communication; able to write a clear, professional message to a candidate, a hiring manager, or an executive without it needing to be rewritten.
• Proven discretion with confidential employee and candidate information.
• Proficiency with Microsoft Office and Teams, including working comfort with Excel (filtering, sorting, basic formulas, pivot tables).
• Ability to work independently in a remote or hybrid setting: set priorities, follow through, and ask when something is unclear.
• Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel.
• Must have or be able to obtain and maintain a valid driver's license.

Preferred Experience + Certification

• Experience with Rippling as an administrator.
• Recruiting coordination experience in a federal contracting environment, including clearance and background-investigation processing, and familiarity with EEO, OFCCP, VEVRAA, and Section 503 applicant recordkeeping.
• Experience in architecture, engineering, or professional services hiring (licensed and technical roles).
• Working knowledge of I-9, E-Verify, and personnel records retention requirements.
• PHR, aPHR, or SHRM-CP certification, or progress toward one.

Working Environment

Remote or Kalamazoo-based, with a private space suitable for confidential candidate and employee conversations and reliable high-speed internet. Core availability across U.S. business hours is required for interview scheduling. Travel is minimal (less than 5%) and may include occasional office visits, career fairs, or recruiting events.

Physical Demands

This is a sedentary, computer-based role. It requires the ability to work at a computer for extended periods, to communicate by phone and video conference for substantial portions of the day, and to read and review detailed written material on screen. Reasonable accommodations will be made for qualified individuals with disabilities to perform the essential functions of this position.

Compensation and Benefits

Target hourly range of $20 – $23 per hour, commensurate with experience, qualifications, geographic location, and internal equity. Bodwé offers a comprehensive benefits package including medical, dental, vision, 401(k) with company contribution, paid time off and holidays, life and disability insurance, and professional development support.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Bodwé Group Companies engage in federal contracting. Therefore, we would be thrilled to accept applications or referrals to hire veterans.

Native American Hiring Preference

Our parent company, Mno-Bmadsen, prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section, “qualified” means that the applicant meets the technical and experiential needs for employment; and “suitable” means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order:

• First, to qualified Pokagon Band citizens; and
• Second, to qualified spouses and qualified custodial parents; and
• Third, to other qualified Native Americans; and
• Fourth, to all other qualified applicants

Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President.

Home Office Connectivity Requirements for Hybrid & Remote Positions

To ensure reliable collaboration, client service, and secure access to company systems, the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing, VPN connectivity, and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes: 

• Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload
• Some positions may require minimum 200-300 Mbps download / 25-35 Mbps upload speed

 Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local, state, and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy.

Branch:

Support Services

Entity:

Bodwé Professional Services Group

FLSA Status:

Non-Exempt

Hours Per Week:

40

Work Arrangement:

Kalamazoo, MI or Remote

Reports To:

Chief of Staff

Salary Range:

$20-$23/hourly

Manages Others:

No

Overnight Travel:

Less than 5%

Tags: 

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