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• Administrative Recruitment & Hiring Guide
  • Introduction
  • Managing Job Searches
  • Planning Staffing Needs
  • Salary Considerations
  • Hiring Steps
  • Overview
  • Officers
  • Support Staff
  • Job Postings
  • Interviewing Applicants
  • Finalist Selection & Applicant Pool Reporting
  • New Employee Orientation

• Recruitment Process for All Administrative Officers

Recruitment Process for All Administrative Officers

1. Notify HR of vacancy to discuss options.
2. Consult with and obtain clearances from  Human Resources  on the appropriate recruiting resources (Hiring departments must include this information in JAC, under Tab 3) Outreach Plan) when creating the posting.  This process is required for all positions unless a waiver from intensive recruitment has been granted. The Outreach Plan  indicates the outreach a department will conduct in order to encourage applications from members of underrepresented groups. The expectation is that the department will advertise in those venues likeliest to reach the widest and most diverse audience of qualified individuals.
   
   Administrative Officer postings must remain open for a minimum of:
   • 14 calendar days for Grades 14 or 106 and above
   • 5 business days for Grades 13 or 105 and below.
3. If using an executive search firm, make certain that the contract clearly communicates that all actual applicants must apply through the JAC System before the position is closed.  This is necessary to capture accurate applicant pool information for legally required reporting. 
   
   Note: All search firms must follow Columbia’s equal opportunity and affirmative action policies and outreach.  Where a search has produced no minimally qualified female or minority candidates, the search plan must document the steps taken to fulfill the University’s equal opportunity and affirmative action requirements.
4. Screen all applications to identify a top tier of individuals. Review their work experience, key accomplishments, background, experiences and knowledge to determine those who best match the job requirements.  Make sure every applicant on this list meets all stated minimum qualifications.
5. Conduct an initial in-person or telephone interview (phone interviews may be substituted if the applicant is unable to travel to Columbia for an interview). Use the same interview questions/topics for all applicants to ensure a fair/consistent process.
6. Invite the short list of finalists to follow-up interviews with appropriate colleagues or search committee members (if applicable). In addition to further assessing an applicant’s work experience, key accomplishments, background, experiences and knowledge, ask questions to determine the applicant’s willingness or desire to do the job.
7. Check three of the professional references of one or more of the finalists. See the Useful Links/Forms box above for a copy of the Reference Check Form.
8. Notify Human Resources of selection of finalist.
9. HR reviews Hiring Proposal, finalist minimum qualifications, approves and indicates clearance in JAC.  (HR will withhold clearance to hire in cases where the Finalist does not clearly meet the minimum qualifications as stated in the job posting). 
10. HR will clear the  Finalist electronically in JAC under the Hiring Proposal Tab and will notify the hiring manager and/or the local Human Resources office. Please refer to the Administrative Officer Hiring Process Quick Guide (PDF) for details.
11. Upon clearance from HR, extend a written offer of employment. All officers must receive a written offer letter (see the Useful Links/Forms box above).
12. Plan for the new employee’s arrival by preparing a welcome announcement for the appropriate parties, planning an on-site orientation and scheduling the employee to attend a New Faculty and Staff Orientation session, provided by Human Resources (see the Useful Links/Forms box above).