In WD (PM) = Position Management for Administrative Professional (AP), Hourly Staff 

Define The Position

Finalize job description. EO/AO/EA/C5s access theshared folder in WD to retrieve JD 

Finalize job description. EO/AO verifies market data and reviews/edits essential duties. 

Finalize position process. SC/IA (recruitment process, AA target, timeline) 

Establish a Timeline 

Posting. SC/IA determine the position open date 

Posting. SC/IA determine the position end date 

Position close date SC/IA works w/HR Business Partner to determine best options for close 

Date for Application Review-1 screened by HR Business Partner selects who meets qualifications 

Date for Application Review-2 screened by SCM select who to invite for interview 

Date for the Search Process up through on-campus interviews  

Select the Search Committee 

New Required: Search Committee Members Complete Building an Inclusive Workforce in DSA  

New Required: Select an Inclusion Advocate (IA from outside the hiring department) 

New Optional:  Select 3 – 5 committee members, including a PSS as SC Assistant 

New Required: AO sign-off on the selected Search Committee by email (this is not in WD) 

New Required: EO designee sign-off on the selected Search Committee by email (this is not in WD) 

Optional: Posting. SC/IA work with Dan Banks, Senior Talent Acquisition Specialist for Recruitment 

Optional: SCM develop the applicant review rubric  

Optional: SCM develops a process for a redacted search (hide identifiable information) 

If hiring a (PSS) Professional Support Staff,follow the PSS Recruitment Process  

New Required: Recommend hire to Appointing Officer  

Determine the Type of Search 

Regular Normal Search Process the position will post both internal/external 

Expedited Search Process (5 business days):  

Required: Preapproval from Executive Officer/Affirmative Action before the search process begins.  

Required: AO responsible for recruiting a diverse pool of qualified applicants 

Approval is captured via WD. 

Internal Only Search Process: 

Submit: An Internal Search Request form 

Required: Preapproval from the Executive Officer/Affirmative Action before the search process begins.  

Required: AO responsible for recruiting a diverse pool of qualified applicants 

Approval is captured via WD. 

Waived Search Process:  

Submit: A Search Waiver Request form link SW guidelines 

Required: Preapproval from Executive Officer/Affirmative Action before the search process begins. 

Only when it is in the university's best interest. Must fit the approved criteria used to justify the waiver. For example, a request to waive conducting a formal search for an adjunct that is now being converted to a regular. Approval is captured in WD. 

Recruiting a New or Replacement (PM) Position

If a new (PM) position → Create a New Position in WD 

Required New (PM): Inform by email EO/AO/DSA Director of Budget & Finance of the new position 

Create Position in Workday (link)  

Approval Process for New (PM)→ Create Position (approvals not in WD will require email for DSA) 

• Compensation Analyst, Danielle 

• Appointing Officer (Jenny/HRL; Aaron H/DSO; Alisha/OMA, Kate/RecWell/UCC, Shontaye/CEC/SAR) 

• Executive Officer – Jenny Hall-Jones 

• Budget Manager – who? 

• Budget Executive – who? 

If replacement (PM) position → Create Job Requisition in WD 

Create Job Requisition in Workday (link)  

If replacement with changes → EA/C5/Admin Support edits position and notify HR Partner  

Edits can ONLY be made when a position is vacant (submit updated JD) 

Approval Process→ Replacement with edits/changes (link) (if not in WD, approvals require email) 

• HR Business Partner, Kristian 

• Appointing Officer 

• Executive Officer 

• Budget Manager 

If replacement without changes → Inform by email EO/AO/Director, Budget & Finance of edits. 

Replacement → without changes → Create a Job Requisition (link) 

Create a Job Requisition

To make a hire, all positions must have a job requisition, even if they are not being posted. 

If this is a replacement (PM) position with no changes/edits, → Create a Job Requisition(link) 

Approvals → Create Job Requisition 

• HR Business Partner 

• Appointing Officer 

• Affirmative Action (if required) 

• Compensation Analyst 

• Executive Officer 

• Search Chair or EA/C5/Admin Support is responsible for monitoring the progress in WD 

• Once approved in WD, please allow up to 48 hours for Human Resources to post 

Elements of Job Postings - Post the (PM) Position

Post advertisements externally and out-reach to potential candidates. (link) 

• Job Description: An internal document maintained and used by compensation to correctly grade and make accurate compensation decisions  

• Job Position/Advertisement focuses on details to attract applicants to the job requisitions 

Advertisements (link) 

• GVSU Careers  

• Veterans’ Employment Services Contact  

• The Chronicle of Higher Education  

• Diverse Issues of Higher Education  

• Glassdoor  

• Hello West Michigan  

• Indeed  

• LinkedIn  

• Social media EA/C5/Admin Support post to social media where you see fit 

The Search Process

Interview Preparation 

• Determine the best format for the position 

• Determine the length of time for the interview i.e. full day or half-day 

• Determine if you want a preliminary/screening interview 

• Create a rubric link  

• Determine interview questions. 

• Distribute interview questions and rubric to the Interview Panel –make sure that each committee member ask the same questions (helpful if you assign them in advance). Determine if a presentation will be expected as a part of the interview process; if so, send the prompt to each candidate five days before their interview.  

• Invite our GV Campus Partners with their cover letter attached (removed any internal applicants) 

• Determine how the Interview Panel will introduce themselves to the candidate. Scripted so that it is consistent.  

• Set up and test audio/visual. 

• Have additional copies of interview questions available for the candidate.  

• Determine the key staff that the candidate will meet with, Director Reports, AO, AVP, EO, All staff 

Every aspect of the recruitment process must remain confidential within the search committee.