Administrative Staff Hiring Authority Checklist / Responsibilities
_____Contact an immediate supervisor or Budget Officer to ensure a
budget is in place to support the vacant / new position.
_____If the position is NEW, fill out a Professional
Information Questionnaire. This should be submitted to Human Resources -
Compensation. Once this PiQ has been classified and approved proceed to
the next step.
_____Check with the appropriate Vice President to confirm the search
budget. This information will aid you in determining the APOE
(Advertising Plan & Outreach Efforts).
_____Identify your search committee and search committee chair.
_____Go the the Applicant Tracking System and submit all information
required. If you have never used the system, you will need to create a
user account.
_____Submit the Position Request via the Applicant Tracking System.
_____Meet with a representative of Human Resources to discuss position
requirements, advertising, etc.
_____Schedule the first meeting with the search committee and deliver
the charge to the committee.
_____Establish or ask for the committee to establish the Essential Job
Functions for the vacant position.
_____Ask periodically for an update on the search from the search
committee chair. You can also view all applications received via the
Applicant Tracking System
_____Once a finalist group has been identified for on-campus interview,
it is the responsibility of the hiring department to arrange travel for
the candidates. Please refer to the Travel Guide.
_____The search committee should forward the names and justifications
(via memo) of recommended candidates for hiring authority review. This
is done via the Recruitment Summary & Recommendation Form.
_____Once a candidate is selected by the hiring authority, authorization
must be given by the appropriate Vice President to begin negotiations.
_____Once an offer is made and accepted forward the Recruitment Summary
& Recommendation Form with your notes attached to Human Resources to
complete the search files.
Important Notes:
- Only change those candidates to “Interview Pending” that
you intend to give a campus interview to. When you change a
candidate’s status to “Interview Pending,” a system generated
message is emailed to each person linking them to specific
information about benefits and welcoming them to campus.
- Changing an applicant’s status is important because applicants
can login and review their status. Status changes are also
important for HR record keeping/reporting.
- Must interview at least three qualified people per position.
- Please change the status of all remaining applicants to "Not
Hired" and select a reason why after a
candidate has been selected and accepted the position.