Staff Recruitment Procedure

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Requisition to Post:

Replacement for full time staff:

  1. An updated position description needs to be approved by Compensation. This is managed through the online applicant tracking system: careers.pace.edu/hr.  
  2. The online posting/requisition must be approved by the Dean or VP of the area. This is managed through the online applicant tracking system and can be accessed via MyPace portal Careers @ Pace for Hiring  Managers, or via careers.pace.edu/hr.
    • Note that final authorization to post and recruit may be required by an Executive Officer.  Hiring Managers should confirm the area's specific procedure with their Budget Rep.
  3. Click here for instructions on updating a position description or posting a position.

New full time staff:

  • A new position description needs to be reviewed and level assigned by Compensation. This is managed through the online applicant tracking system: careers.pace.edu/hr.  Click here for instructions  
  • Compensation creates a new Position Number in Banner using the funding information provided by the department. 
  • Compensation requests activation of the new Position Number:
    • For positions funded through the university’s operating budget, activation is requested through the Office of Planning & Budget
    • For grant-funded positions, activation is requested through the Grants Accounting department
  • Office of Planning & Budget, or Grants Accounting when applicable, confirms activation of the position number and Compensation approves the position description via the online applicant tracking system
  • The Posting/Requisition must be approved by the Dean or VP of the area. This is managed through the online applicant tracking system at careers.pace.edu/hr and can also be accessed via MyPace portal Careers @ Pace for Hiring  Managers.
    • Note that final authorization to post and recruit may be required by an Executive Officer.  Hiring Managers should confirm the area's specific procedure with their Budget Rep.

Part time Staff:

  • Same procedures followed as above.

Dean, Vice President or above:

  • Same procedures followed as above. In addition:
  • Hiring Manager and Search Committee must refer to the University’s Employment Search Policy  as set forth by the Affirmative Action Office

 

Recruitment Sources:

Internal Job Postings

  • Positions are posted internally for 5 calendar days before any external candidates are considered.
  • Job postings are available to all faculty and staff via MyPace portal Careers @ Pace: Internal Job Posting for Employees
  • All employees are eligible to apply to postings, provided they meet the university’s requirements.  To access newly posted Full-time and Part-time positions on all campuses, go to: http://appsrv.pace.edu/HR/PeopleAdmin/CareersAtPace.htm
  • University Staffing & Recruitment may waive the internal posting requirement when it is determined that an exception can be made. This will be in consultation and agreement with the Vice President Human Resources and Affirmative Action Officer.
  • When position vacancies occur, every effort to fill the vacancy with a qualified internal candidate will be made before commencing external recruitment. Supervisors are encouraged to discuss career and growth opportunities with their employees.

External Advertising 

  • University Staffing & Recruitment is charged with approving placement of all external position advertisements for both staff and faculty vacancies and will work closely with the department to identify appropriate media placements for advertising the position. This process ensures that appropriate language is used as well as achieves consistency in how the university is presented to the external community.
  • When a request to advertise is received by University Staffing & Recruitment, the advertising agency will be contacted to draft an ad based on the posting or position description and recommendations will be requested along with cost estimates. 
  • Funding source will be provided by the hiring department prior to ad placement.
  • Managers may post to professional organization list serves.  If so, contact University Staffing & Recruitment prior to doing so to ensure that approved text is included in the announcement including the university’s Affirmative Action statement.
  • When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office

 

Reviewing Resumes:

  • Hiring Managers have direct access to all application materials via the online system. Use this link for a quick tutorial on managing applications.
  • Departments may manage the resume review and selection process with guidance from University Staffing and Recruitment. 
  • In keeping with our motto of Opportunitas every effort should be made to give internal applicants full consideration; however, if an internal applicant does not meet the minimum qualifications for the position then a department is not required to interview them.
  • Hiring Managers should communicate with University Staffing & Recruitment about those resumes that have been removed from consideration to ensure that the appropriate notification is sent to each candidate.
  • When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office


Interviewing:

  • Hiring Managers identify and reach out directly to schedule appointments for those candidates they would like to interview.  
  • Hiring managers should consult with University Staffing & Recruitment regarding appropriate interview questions or click here to view document containing appropriate questions.
  • In some cases, a group/committee interview may be suggested or preferred or a manager may seek to gain inter-departmental input  (ex. School IMO to meet with School + DoIT Rep); presentation or writing sample may be required for some positions (ex. Instructional Services Librarians)
  • University Staffing & Recruitment highly recommends that final candidates meet with either the Director or the Staffing Specialist in order to assess the individual’s fit within the organization as well as to discuss benefits and total reward package.
  • When applicable, Hiring Manager and Search Committee must refer to the University’s Employment Search Policy as set forth by the Affirmative Action Office


Pre-Employment Screening:

  • In accordance with University policy, University Staffing & Recruitment will conduct Professional Reference Checks on all final candidates.
    • Full time: 3 professional references are required prior to extending an offer.
    • Part time: 2 professional references are required prior to extending an offer.
    • Directors and above: hiring executive may wish to secure additional references or speak directly to a reference
    • Letters of reference will be accepted, but a telephone call will be made to confirm the details where applicable
  • Criminal Background Check must be completed prior to extending any offer of employment. This verifies Social Security Number and name(s) and address(es) associated with it as well as County and Federal Criminal records and search of the National Sex Offender Registry.
    • Once the manager notifies University Staffing & Recruitment of final 1-2 candidates, a Consent form will be sent via email to the candidates to secure authorization to conduct the screening
    • If any issues are returned with the background check, University Staffing & Recruitment will investigate and determine if information is applicable to the position and may notify the manager where appropriate to allow for a final determination
    • Funding is provided by the department.


Employment Offer:

  • Managers should notify University Staffing & Recruitment as soon as they have selected a final candidate to discuss the proposed starting salary and start date.
  • University Staffing & Recruitment will consult with Compensation to gain approval for the proposed starting salary
    • If the salary is within the department’s budget and the hiring range for the level University Staffing & Recruitment will extend the offer provided the Criminal Background Check is complete
    • If the proposed starting salary is higher than the budgeted amount, then the area Budget Representative must identify funding and communicate this information to the Office of Planning & Budget who will confirm to Compensation and University Staffing & Recruitment that the funding is approved.
    • If the salary is higher than the hiring range for the level and funding has been approved, then Compensation will discuss further with the hiring manager
  • Once all references and pre-employment screening are complete and the salary is approved, then University Staffing & Recruitment will extend an offer of employment and set a mutually agreeable  employment date
    • For Director-level and above positions, the hiring manager will extend the offer in collaboration with University Staffing & Recruitment
    • For Dean and VP-level and above positions, the hiring executive will extend the offer in collaboration with the Vice President Human Resources
  • If the candidate accepts the offer, University Staffing & Recruitment will send a formal letter to the new employee confirming all details of the position with copies to the hiring manager and area Budget Rep
    • If the candidate declines the position, then the process will be repeated with the 2nd finalist.  If needed, a new recruitment plan will be discussed and position re-posted.
  • Once there is an accepted offer for the position, University Staffing & Recruitment sends email notification to all applicants that were either interviewed and not hired or were not selected for interview that the position has been filled and thanking them for their interest. 

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