The recruiting/hiring process is intended to help managers fill new and/or vacant staff positions. Resources are available through Employment Services to assist managers in filling staff openings. If you would like to begin the recruiting process for a current opening, please review adhere to the following processes.
If the job needing to be filled is a replacement, please fill out the Employee Status Form for the departing employee and return the Employee Status Form and resignation to Annie McBurney, HR Coordinator in Employment Services. If the job you are hiring for is not a replacement please proceed to B.
If you do not have a copy of the latest job description, you can reach out to Annie McBurney, Randi Hartman or Jason Dempster (Associate Director, Compensation & Benefits).
If the position is a new position, then you should reach out to Jason Dempster to obtain a copy of the job description template and discuss next steps. You will need to provide detailed information on the funding source for the new position along with approvals up through your Senior Leader before a new job is finalized and able to be posted. A job description is required for all positions to determine appropriate salary grade assignment, FLSA status, etc.
Once you have drafted/reviewed/updated the job description, contact Jason Dempster. We will finalize the job description and make sure that it is set up in our HR/Payroll system which feeds into the recruitment system. We will also discuss and review the salary budget for the position along with salary grade for the position. If needed, a market evaluation will be performed to ensure appropriate salary grade assignment. Internal considerations for other similar roles across the community and within one’s department may also be discussed.
Once your salary range and budget is confirmed, the finalized job description will be emailed to you for your records. Once you have the finalized job description, salary budget and range, you can contact Jaclyn Howard, Talent Acquisition Manager to begin the talent acquisition process.
Arrange an intake meeting with Jaclyn Howard, Talent Acquisition Manager. During this meeting, we will:
- Determine who will be a part of your hiring committee;
- Talk about what compensation range to disclose in the public posting;
- Determine what Staff Affirmative Action member will be assigned to the search committee;
- Determine priority date for their position (the priority date serves as the marker for when interviews may being);
- Determine what channels to post your requisition on, i.e. industry or community specific distribution lists or channels. What connections exist in the current department?;
- Learn how to collaborate using the applicant tracking system iCIMS.
This meeting should take place close to the priority deadline that was determined during the intake process. In this meeting the hiring manager will:
- Ask for any needed help on interviewing: suggested questions, format of interview, number of rounds etc.;
- Determine out of the total pool of candidates who is qualified and merits a first round interview invitation;
- Review the Equal Employer Opportunity data reporting with the assigned SAAWG member and how it compares to the demographics data of the number of qualified applicants. Examine any possible necessary reconsiderations;
- Learn to use iCIMS to invite candidates to participate in interviews
At this time, the talent acquisition manager notifies all candidates not invited to interview.
Note on final-round interviewees: Finalists should be invited to a one-to-one call with the Talent Acquisition Manager to discuss total rewards and benefits. It is recommended that this happens around the same time as the final interview or at the offer stage.
- Once a hiring committee elects a candidate to offer the job to, the hiring manager is encouraged to make the verbal offer to the candidate one on one. The hiring manager needs to come away from the offer conversation with their candidate with a deadline for acceptance. Once the job is accepted, the hiring manager and candidate need to agree on the accepted wage and chosen start date.
- Hiring Manager is to notify the Talent Acquisition Manager of the agreed upon start date and wage. With this information the Talent Acquisition Manager will form a Wage Notification Statement.
- The hiring manager will need to review and approve the Wage Notification Statement via an email prompt from iCIMS.
- After the hiring manager approves, the candidate is then sent the Wage Notification to approve.
- Once the elected candidate approves the Wage Notification Statement, the Talent Acquisition Manager arranges for our Background Check Vendor (Orange Tree) to initiate a background check and send the candidate their offer letter via email. This email contains the new employee’s orientation and benefits enrollment meeting schedule and should be reviewed by the hiring manager.
- It is only once the background check is complete (on average this takes 2-5 days) that the offer is official and the hiring manager can begin to share news of the new hire as they wish.
- At this point, all finalists not selected should be notified by the hiring manager.
- Once the background check is complete, the HR Coordinator will send each new hire their assigned onboarding tasks via email.
- Once the new hire completes every single task their information is uploaded into Macalester’s HRIS system.
- Once the new hire’s information is uploaded to the HRIS it will then take 24 hours to create the employee’s Macalester Employee ID number and Macalester email address. Please note that this information will not be generated by the HRIS system until at least 10 days from the new hire’s first day of employment.
Once the hiring manager receives the new employee’s Macalester ID and email address they should proceed with the tasks listed in The Hiring Manager’s Onboarding Checklist
Contact the Talent Acquisition Manager Jaclyn Howard with any questions, or call Employment Services at 651-696-6280.