Recruitment provides departments the opportunity to align staff skill sets to initiatives and goals. Proper planning and evaluation of the departmental needs will lead to hiring the right person for the role and team.
Below are the steps to (a) replace an open position or (b) restructure and replace an open position. New positions will be reviewed as part of the annual budget review process in most circumstances.
When a position becomes vacant it should be reviewed to determine whether it needs to be filled or if there are opportunities for redistribution and/or reorganization of the work. The hiring manager should carefully evaluate the following:
- Tasks carried out by the previous employee
- Needs not being met within the department
- Tasks to be removed or added, if any of the work will be transferred within the department
- Supervisory or lead responsibility
- Budget responsibility (if any)
- Work period and hours
- Is there still a requirement for this role at all?
In addition, the hiring manager should review the current job description and work with your HR Business Partner if any changes need to occur. Your HR Partner will conduct a job analysis to examine and interpret data about the job’s tasks and responsibilities to ensure proper classification. Job analysis includes a review of:
- Knowledge, skills, and responsibilities
- Essential functions
- Required level of education
- Work environment (e.g., hazards; attention; physical effort)
- Evaluation of how any proposed changes would impact internal equity
- Salary range
Authorization to recruit:
The hiring manager initiates the request to recruit by creating a job requisition in Workday. The requisition should include details of the request, the business justification, and a link to an updated job description highlighting any proposed changes.
The request will then be routed in Workday for all appropriate approvals, depending on the position.
Certain front-line service positions do not require approval from the Vacancy Committee if there is no change to the position, and this has been built into the workflow in Workday. These include:
- Assistant Coaches
- CSS Officers and Dispatchers
- Children’s Center Teachers
- Custodians
- Float & Lead Custodians
- Campus Recyclers
- Prep & Services Attendants
- Snack Bar Attendants
- Cook’s Assistants
- Utility Workers (Dining)
Once the job analysis is finalized, the Hiring Manager creates the job requisition in Workday to begin the approval process. Depending on the position, the following approvals may be needed.
- Department Head
- Senior Staff
- Vacancy Committee (Chief Human Resources Officer, Provost, and Vice President for Finance & Operations)
The initiator of the request will receive notifications through Workday as to the status of the request.