Administrative Recruitment Guide - Human Resources

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Administrative Recruitment GuideColumbia University Human Resources

TABLE OF CONTENTSColumbia University Human Resources . 4Recruiting at Columbia. 5Notice of Nondiscrimination . 5Recruitment Guide: Getting Started . 6Planning Staffing Needs. 6Salary Considerations—UniversitySalary Ranges . 6Types of Administrative Hires . 7Officers of Administration (Full-time or Part-time) . 7Support Staff . 8Temporary University Employees . 8Other Types of Hires. 9Staffing Resources . 10Columbia Employment Information Center (CEIC) . 10Search Firms. 11Central HR Recruitment .11Drafting a Job Description.11Planning Job Searches. 12The Hiring Department’s Role in the Recruitment Process . 13The Role of CUHR/CUIMC HR in the Recruitment Process . 13Active Recruiting .13Posting Requirements . 14Officers Grade 10–13 (Morningside) / 103–105 (CUIMC). 14Officer Grade 14 (Morningside)/106 (CUIMC) and Above. 14Union and Non-Union Support Staff. 16Temporary University Positions . 16Advertising Guidelines . 16Ad Placement . 16Ad Content . 161

Conducting the Search . 18Application Process .18Communicating with Applicants.18Interviewing Applicants .19Guidelines for Conducting Interviews .20Types of Interviews .22Behavioral-Based Interview Questions .22Team-Oriented.22Client-Focused .22Ability to Adapt .23Time Management .23Communications.23Leadership.23Using Search Committees . 24Closing the Search. 25Candidate Selection Guidelines .25Meeting the Minimum Requirements .25Meeting Educational and/or Experience Requirements . 25Reasons for Selection .25Reasons for Non-selection .25Type of Experience .25Casual Experience . 26Summer Employment. 26Part-Time Employment . 26Volunteer Experience . 26Internships . 26Candidate Clearance . 26For All Grades. 26Checking References . 26Best Practice . 27Developing a Salary Offer . 272

Making the Offer. 28The Offer Letter . 28Notifying Applicants. 28Background Checks . 29Key Actions . 29Hiring at Columbia . 30Eligibility to Work (Form I-9). 30Hiring Steps for Administrative University Employees . 31Officers of Administration, Union, Non-Union, and Short-Term Casuals. 31Work-Study Students.31Onboarding . 32Purpose of Onboarding Programs . 32Onboarding Best Practices. 32Appendix. 34Action Verbs for Writing Job Description. 34Job Description Language for Special Considerations . 34Guidelines for Minimum Qualifications Requirements. 35Columbia University Medical Center. 36Guidelines for Interview Questions . 37Advertisement Placement Sites . 38Sample Job Interview Assessment Form. 39Reference Check Form . 40Applicant RegretLetter/E-Mail Template .41Hiring Process and Documentation Guide . 42Staff Onboarding Checklist. 433

COLUMBIA UNIVERSITY HUMAN RESOURCESColumbia Universityiscommittedto attracting, encouraging, andretaininga highly qualifiedworkforce to support our mission of excellence in education, research, and patient care. As aworld-renowned research university in New YorkCity,Columbia's success is the result of a diverse workforce coming together to help shape the future.Columbia University Human Resources is proud to support these efforts by providing ourschools and departments with the tools and support necessary for such an important endeavor.This enhanced and up-to-date Administrative Recruitment Guide is meant as a supplement toour other resources and to provide guidance and best practices in hiring of our most to guide departmentalHR andhiringmanagersthrough the recruitmentprocess.In addition to this guide, CUHR is committed to assisting schools and departments with theirrecruitment needs. Tothat end, CUHR has enhanced dedicated resources to assist ivesearches,andsupportingdiversityrelated recruitment initiatives.As our community grows with the expansion of the Manhattanville campus, so has the ColumbiaEmployment Information Center’s(CEIC) support oftheUniversity’scommitment tohiringlocalqualified candidates. CEIC will continue to provide access to a prescreened local pool ofcandidates, as well as temporary staffing support.This will continue to be an evolving document, and we encourage your feedback as we work toenhance our support of the University’s recruiting and hiring efforts.4

RECRUITING AT COLUMBIAColumbia University is an equal opportunity and affirmative action employer.It provides equalemployment opportunities to all employees and applicants for employment and prohibits discrimination based on race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability,military status, or any other legally protected status.As an equal opportunity and affirmative action (EOAA) employer, the University is committed to: Identifying and recruiting a talented pool of diverse applicants Applying policies and practices consistently Eliminating bias based on any legally protected characteristics or status Being regarded as an employer of choiceNOTICE OF NONDISCRIMINATIONColumbia University is committed to providing a learning, living, and working environmentfree from unlawful discrimination and to fostering a nurturing and vibrant communityfounded on the fundamental dignity and worth of all of its members. Consistent with thiscommitment, and with all applicable laws, it is the policy of the University not to tolerateunlawful discrimination in any form and to provide persons who feel that they are victimsof discrimination with mechanisms for seeking redress.Also consistent with this commitment, Columbia University prohibits any form ofdiscrimination against any person on the basis of race, color, religion, sex, gender,gender identity, pregnancy, age, national origin, disability, sexual orientation, maritalstatus, status as a victim of domestic violence, citizenship or immigration status,creed, genetic predisposition or carrier status, unemployment status, partnershipstatus, military status, or any other applicable legally protected status in theadministration of its educational policies, admissions policies, employment,scholarship and loan programs, and athletic and other University-administeredprograms and functions.Nothing in this policy shall abridge academic freedom or the University’s educationalmission. Prohibitions against discrimination and discriminatory harassment do notextend to statements or written materials that are relevant and appropriately related tothe subject matter of courses. For more information regarding the University’sNondiscrimination Policy, please refer to Columbia University’s EOAA Website.5

RECRUITMENT GUIDE: GETTING STARTEDPLANNING STAFFING NEEDSOVERVIEWStrategic planning on the front end is essential to successful recruitment efforts. When positionsbecome open, managers should consider and address the following prior to filling or posting ajob: Have the needs changed? Does the job description need revising? ityrecruitmentneedsthat should be considered?Organizational design is an important process that helps align people resources with thestrategic goals of the school or department. Managers and departmental HR can work withtheir HR Client Managers to define the needs of the unit and make sure that the right talent isidentified and in place.SALARY CONSIDERATIONS–UNIVERSITY SALARY RANGESHiring managers areresponsiblefor offeringandagreeingto salariesfor new employees thatarealigned with the hiring range for the grade (for Officers and Non-Union Support Staff).Salaries for new Officers and Non-Union Support Staff must fall within the hiring range for thegrade. Consult with your HR Client Manager if you have questions regarding the CUHR orCUIMC HR salary-range grids for the Morningside and Medical Center campuses. Any proposedexceptions must be approved by your HR Client Manager before a final offer may beextended.Note: Please refer to the Salary Information section in the HR Manager’s Toolkit.Salaries for certain Support Staff positions are covered by collective bargaining agreementsandnegotiatedbetween the Universityandtherespective union. Pleaserefer to the appropriatecollective bargaining agreement for rates and other terms and conditions of employment, whichcan be found in the Forms and Document section of the HR website (search “collectivebargaining agreement”).INTERNAL EQUITYItisimportant erienceof current Columbia staff in similar positions or in the same grade. Questions about internalequity should be discussed with your HR Client Manager.6

INTERNAL MOBILITYColumbia University’s policy is to ensure opportunity for internal mobility consistent with unity.Promotionsmayresultfromanupward reclassification of an existing position or from an employee applying for, and becoming thesuccessful applicant for, a new/vacant position posted on TalentLink, the University’sapplicant tracking system. Reference the Managing Staff Promotions and Lateral TransfersPolicy located on the CUHR website for additional information.TYPES OF ADMINISTRATIVE HIRESOFFICERS OF ADMINISTRATION (FULL-TIME OR PART-TIME)Officers of Administration are University employees who perform exempt level work.Officers of Administration—Part-TimePart-time Officers of Administration earning more than the New York State minimum salarythreshold for individuals classified as exempt executives and administrative employees are classified at Columbia University as Part-Time Officers of Administration.Hourly Officers of AdministrationPart-time Officers of Administration earning less than the New York State minimum salarythreshold for individuals classified as exempt executives and administrative employees are classified at Columbia University as Hourly Officers. Hourly Officers are paid on the biweekly payrolland are required to submit biweekly timesheets in accordance with their local department practice for timesheets. They are eligible for overtime if they work in excess of 40 hours in a week.Nine-, Ten-, and Eleven-Month EmploymentThe University’s Nine-, Ten-, and Eleven-Month Employment Program is designed to promoteflexibility within the work environment.AnOfficer of Administration ortheLibraries,orNon-UnionSupport Staffmember,in aregularfull-time position, may apply for the Nine-, Ten-, or Eleven-Month Employment Program.Staff in an eleven-month employment program maintain full-time employment status andreceive regular full-time benefits such as health insurance and vacation. They receive 11/12 oftheir annual salary over a twelve-month period.Staff in a nine- or ten-month employment program maintain full-time employment status butcertain benefits may be modified as per the benefits schedule detailed below. Please refer to theFlexible Work Arrangements Policy in the Administrative Policy Library and the Benefits websitefor additional benefits information.7

SUPPORT STAFFNon-Union Support StaffNon-Union Support Staff (NUSS) are University employees who work in nonexempt (covered byfederal and state minimum wage and overtime provisions) and non-union positions.Union Support StaffUnion Support Staff are University employees who performnonexempt work and whoseemployment is governed by a collective bargaining agreement between the University andthe designated Union for the position.TEMPORARY UNIVERSITY EMPLOYEESDepartments may need to hire a temporary employee for more time than a short-term casualoranagencytemporaryemployeeisallowed.The mainadvantageofthetemporaryUniversityemployee category is that it can be used to hire employees for extended periods with certainbenefits.Because of this,it makes senseto fill certain positions with temporary University employees, such as: A position where an employee is on an extended leave of absence for more than fourmonths A position for which an extended search is being conducted for a regular replacement,and the search period is expected to exceed four months A special project/initiative expected to last more than four monthsTemporary Officers of Administration and Non-Union Support StaffAll Officers of Administration and Non-Union Support Staff positions should be postedin TalentLink; however, for positions of a duration of twelve months or less or if there issomeone internally who has been identified for the position, a waiver may be requested andapproved by the HR Client Manager. However,posting requirements and administrativemonitoring procedures will apply to positions with duration of more than twelve months orwhen a temporary University employee is hired as a regular employee.For Benefits information: Please refer to the Benefits at Columbia webpage on the HR website for benefits eligibility.Variable-Hours OfficersVariable-Hours Officers (VHO) are employees on the University payroll who are performingOfficer-level work on an irregular and unpredictable schedule. The work hours are undefinedand vary from workweek to workweek, depending on the nature of the work or project.Variable-hours Officers are limited to a maximum of 999 hours in a rolling twelve-month periodand should average less than 20 hours in a week. If in any given week the VHO exceeds 40hours, he/she must be paid one-and-a-half times his/her regular rate of pay for all hoursworked in excess of 40 hours per week. Please review the entire Employment of VariableHours Officers Policy in the Administrative Policy Library.8

Short-Term CasualsA Short-TermCasual employee is

Recruitment support for executive searches Search committee coordination and facilitation Liaising with search firms Partnering support with hard-to-fill searches and diversity initiatives Internal mobility and career counseling Spouse/partner career support for faculty recruitment Recruiting best practices

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