Non-union Support Staff

In general, searches for non-union support staff follow the steps outlined for officer searches, grades 10-13/103-105. Requests for waivers and internal postings will be considered in line with the criteria stated in the Overview.

Union Support Staff

All positions are posted for a minimum of five full business days. When multiple vacancies exist for positions within the same department that have the same location, shift, grade, title and job description, departments may indicate on the posting the exact number of positions available. In these instances, the department may use the applicant pool to fill the posted number of vacancies. This is more efficient for both hiring managers and applicants.

All recruitment for support staff positions represented by collective bargaining agreements must be in accordance with the terms of the respective agreements. Bargaining unit members sign up for positions on the JAC (Jobs At Columbia) System. They will receive a confirmation number at the time of application.

Hiring Steps

Post position on JAC.
Screen all applications to identify a top tier of individuals who meet all of the minimum requirements. Review their work experience, key accomplishments, education, background, experiences and knowledge to determine those who best match the job requirements.
Be sure to identify those members of the respective bargaining units who sign up for the position in order to give these applicants priority consideration. Hiring managers are urged to speak with all union sign-up applicants. As a courtesy, hiring managers should acknowledge all internal applicants. Note: Special consideration must be given to those with layoff status.
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.
Invite the short list of finalists to follow-up interviews with appropriate colleagues or search committee members (if applicable).
Check two or 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.
Notify Human Resources of selection of finalist.
HR reviews the 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).
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.
Obtain clearance from Human Resources to verify that the finalists meet the minimum posted job requirements. HR will withhold clearance to hire in cases where the finalist does not clearly meet the minimum qualifications as stated in the job posting.
Upon clearance from HR, extend an offer of employment.
For all union support staff positions, run the completed JAC-generated Applicant Pool Report and submit it to Human Resources along with a copy of the job posting, the finalist's application and résumé (if appropriate), and the new hire paperwork (PAF, tax forms and I-9).
Make sure that the federally mandated I-9 form (Verification of Authorization to work in the United States) is completed within three days of hire. Columbia University cannot hire anyone who is not eligible to work in the United States. For information about processing I-9 forms, consult the I-9 Policy and Procedure Manual (see the Useful Links/Forms above).
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 Employee Orientation session, provided by Human Resources (see the Useful Links/Forms box above).