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Professional Staff Hiring Workflow & How to Hire

Workflow

Professional Staff Workflow [PDF]

How to Hire

Full Time Exempt and Non-Exempt professional staff will work over 20 hours per week annually and are benefits eligible.  These positions go through DrexelMedJobs and require recruitment.  To gain access to DrexelMedJobs, please complete the DrexelMedJobs Authorization Request [PDF] and submit to your HR Talent Acquisition Consultant.  For assistance with DrexelMedJobs, please consult the DrexelMedJobs Training Resources.

DrexelMedJobs Status 

 

 

Actions and Tips 

 

 

N/A

Develop a position description consisting of a Job Overview, Qualifications, and Essential Functions.

Tip Consider consulting with the Human Resources Compensation Department for market research, salary ranges, organizational charts, and other compensatory factors.

Tip Use the Position Description Questionnaire [PDF] to create a thorough description using only job-relevant factors.  Find additional details on the Job Description Factor Explanation Form [PDF].

 

 

Department Originator Req Review

Department Originator creates and submits requisition for approval to Department Admin on DrexelMedJobs.

Tip Create a guest user account in DrexelMedJobs to allow the Search Committee to review applicants' information.

Tip Use disqualifying questions to ensure your applicant pool meets your desired qualifications.

 

 

Department Admin Req Review

Department Admin reviews requisition content, budgeted salary, labor distribution, and position number and sends to Compensation for approval. 

 

 

Compensation Req Review

Compensation reviews the job description and budgeted salary to consult on the appropriate range, title, grade, class, and EEO category and send to VP/Executive for approval.  Compensation will either approve or communicate any issues to the department within 1 business day.

 

 

VP/Executive Req Review

After the hiring committee has approved, the VP/Executive reviews requisition content, verifies budget and fund availability and approves. 

Tip The CFO's designee will typically approve at this level. 

Tip CFO's designee should add all appropriate notes indicating any approval delays that might occur and why.

 

 

Office of Research Req Review

If research funded, the Office of Research confirms that the grant funding is available and then approves.

Tip Research should add all appropriate notes indicating any approval delays that might occur and why.

 

 

HRIS Req Review

HRIS checks the funding information, confirming that the department has budgeted the requisite funds. HRIS will either approve or communicate any issues to the department within 2 business days.

Tip For assistance with Budget Administration, please consult the Budget Administration Resources.

 

 

Employment Req Review

Employment/Talent Acquisition (TA) reviews the requisition in its entirety and approves, or communicates any issues to the department within 1 business day.  Employment/TA will recommend advertising to ensure a diverse applicant pool.  All positions within Job Group 10, typically Executive level positions, require diversity advertising.

Tip Utilize your Talent Acquisition Consultant to develop a recruiting, screening/interviewing and hiring strategy. 

 

 

Posted

The position must be posted for a minimum of 5 calendar days before a finalist can be selected.

Professional Staff postings will be set to be posted for 30 days, which can be extended upon request to obtain an additional applicant pool.

Drexel University College of Medicine is an Equal Opportunity/Affirmative Action Employer and is proactively committed to diversity and inclusion in all of its policies, practices and services. We are especially interested in qualified candidates who can contribute to the varied diversity and excellence of the academic community, and all of its complements.

Tip HR will manage recruitment for any department where certain job groups are deemed underrepresented by the Office of Equality and Diversity.

 

Review and sort resumes/applications based on those who are not qualified, qualified and best qualified using the qualifications and essential functions listed in the requisition.  Update applicant's status accordingly.

Tip Use status updates in DrexelMedJobs, some of which include: Resume Reviewed, Phone Screen by Department, Phone Screen by HR, Interview Pending, Interviewed, Finalist, etc.

 

Conduct telephone screenings to determine which applicants are most qualified for a face-to-face interview.

Tip A Telephone Pre-Screen Form [PDF] with sample questions can be found on the HR website.  Ensure all questions are strictly job-related.  For a custom form or for assistance, please contact your TA Consultant.

 

Conduct face-to-face interviews for the most qualified candidates.  Please ensure that all qualified/scheduled candidates are given equal time and consideration.

Tip Should a candidate request accommodations, please contact the Office of Disability Services.

Tip Be sure to avoid inappropriate interview topics.  Refresh your memory by using Interview Do's and Don'ts.

Tip Please review the Equality and Non-Discrimination Policy [PDF].

Tip If you would like more in-depth interview training, please sign up through the HR SharePoint site.

 

Make a final selection.  Inform your finalist that you are close to extending an offer, but need to gain final approval.  Discuss a potential start date and negotiate salary (ensure that the salary is within the Compensation-approved salary range and also within your budget).  Be sure to allow enough time for approvals and allow the candidate time to provide notice to another employer.  Let them know that once approved, the official letter will be emailed directly from HR.  The mangaer will be cc'd on the offer.

 

 

Department Originator Review Finalist

Department Originator submits request to hire for Dept Admin approval once a start date and salary is agreed upon.  Once the request to hire has been submitted, the requisition is no longer visible to applicants in DrexelMedJobs and applicants will no longer be able to apply. 

Tip HR recommends that the hire date on the request to hire should be at least two weeks from the date of submission to allow for approvals, background checks, and the creation of accounts.  It is important for all new hires to begin on a Monday, so that they can attend New Hire Orientation.  The New Hire Orientation schedule can be used to plan additions to your staff.

 

 

Department Admin Review Finalist Department Admin reviews finalist, ensures budget is available in the indicated labor distribution for the indicated start date and approves.
Compensation Review Finalist Compensation reviews the salary being offered to the finalist to ensure that it is within range, the candidate meets the minimum qualifications and has the appropriate to their experience, and then either approves or communicates any issues to the department within 1 business day.
VP/Executive Review Finalist VP/Executive reviews finalist and approves.
Office of Research Review Finalist If research funded, the Office of Research confirms that the grant funding is available and then approves.
HRIS Review Finalist HRIS reviews the salary and funding information to confirm that the department has the funds available to pay the salary, then approves or communicates any issues to the department within 2 business days.
Employment Review Finalist

Employment/TA emails offer letter to finalist, copying the supervisor and any other appropriate parties.  Employment/TA also answers any candidate questions and collects the pre-entry paperwork.  The rest of the paperwork is collected at New Hire Orientation, including the I-9 document [PDF] with appropriate identification.

If the finalist is not a U.S. citizen or permanent resident, they are considered a foreign national and must be directed to the Office of International Students and Scholars Services (ISSS) to begin the foreign national professional staff hiring process.  ISSS can be reached by phone at 215.895.2502 and or via email at isss@drexel.edu.

Once an offer is made, the required documents must be submitted to ISSS.  Any foreign national that requires an H-1B or J-1 visa to work should fill out the required documents and submit them to ISSS.  ISSS requires 2-3 months processing time for documents.

All foreign nationals are required to complete the International Student/Employee Notification Sheet and return it to the Tax Office or the relevant Talent Acquisition Consultant in Human Resources.  Once the form has been received by the Tax Office, the professional staff member will receive an email with instructions on how to complete the Glacier Nonresident Alien Tax Compliance System requirements.  For more information, please contact Donna Vickers in the Tax Office at donna.v.vickers@drexel.edu. Once the professional staff member has been entered into the Glacier system, the Tax Office will provide HR with a GOAINTL form, which indicates that the professional staff member is authorized to work. 

To be entered into the Payroll system, all professional staff members must have a social security number.  Foreign nationals must provide HR with a receipt of their social security number application prior to their first day of employment.  Keep in mind that the Social Security Administration (SSA) suggests that foreign nationals be present in the U.S. for at least ten consecutive days before applying for a social security number.  The typical wait time for receiving a social security card is 4 weeks from the date the application is submitted to SSA.  Once the card is received the professional staff member must bring the original card to HR and the Tax Office.  Please contact your Talent Acquisition Consultant with any questions.

Completion of Form I-9

Drexel is required to complete a Form I-9 to document verification of the identity and employment authorization of all new employees.  U.S. Citizenship and Immigration Services requires each employee to complete Section 1 of Form I-9 by their first day of employment, but not before accepting a job offer.  Section 2 of Form I-9 must be completed by Drexel within three business days of the employee’s first day of employment.  To complete Section 2 specific documents that verify identity and employment authorization must be presented by the employee (Form I-9 and Instructions).  The documents must be the original and must be reviewed in-person in Human Resources.  Authorized representatives (e.g., Notary Public) may also complete Section 2 on behalf of Drexel for employees working in remote locations away from Drexel’s campuses.  For more information about completing Form I-9, please contact Monée Pressley in HR at mnp56@drexel.edu or the relevant Talent Acquisition Consultant.

Reverification of Employment Authorization Using Form I-9

A reverification of employment authorization is required prior to the expiration date of the current authorization.  The Tax Office will send an email to the employee, with specific instructions, prior to the expiration of their current employment authorization.  Human Resources will send an email notification to the employee with the subject “Employment Authorization/Updating Form I-9”.  The email includes specific instructions for the employee to follow within two weeks from the date of the email.  For more information regarding the reverification process, please contact Eva Wilson in HR at emw322@drexel.edu.

Tip Keep in contact with your finalist and make sure that they will be sending their paperwork to HR by 5:00pm on the Wednesday before Orientation in order for them to begin on the following Monday.  If paperwork is not received by the 5:00pm deadline, this could delay their start date. 

Tip Once Finalist is approved, contact your Talent Acquisition Consultant to review the most recent performance evaluation for an internal hire.  Hiring Managers will only be allowed to view the previous year's evaluation.

 

 

Finalist Offer Sent

Using DrexelMedJobs, notify remaining applicants who were not chosen by changing the applicant's status.  This will send notification emails to applicants. 

Tip Alerting all candidates is a good business practice that lets candidates know that Drexel College of Medicine appreciates those who take the time to apply to our institution.  It may be a good idea to personally inform second and third choice candidates that they have not been selected.  They may be first in line the next time your department has an opening, and you want them to retain their interest in Drexel College of Medicine.  If you chose not to personally notify candidates, change their status in DrexelMedJobs so they receive some notification.

Tip If your new hire will be relocating, please email your TA Consultant and department administrator for relocation information. 

 

 

Filled

Once you have updated all applicants' statuses to ensure that they have received notification, Employment/Talent Acquisition will mark the position as filled in DrexelJobs and the requisition will move to your historical tab.

Employment is classified as "at will" as described in the Introductory Period Human Resources Policy.  Policies and procedures are subject to change at any time. 

Within 2 business days of Banner entry by HRIS, the employee is active and can now see job information in the Employees tab in DrexelOne.

Begin preparing for your new employee by getting desk supplies, setting up computer, phone, etc.

Tip Use the DUCOM Manager's Checklist for New Employees to make sure that your new hire has a productive first few days on the job.

Tip It can be helpful to set up a training schedule for new employees.

Tip Review job functions and share expectations as soon as possible.  Participate in an Introductory Period Performance Evaluation.

Tip User ID and University ID are available 60 days prior to start date once all paperwork has been received and entered into Banner.

For payroll information, please visit the Payroll Schedule on the Comptroller's website.