One of our goals in setting up the internal System Office HR team was to review and refine our procedures to ensure that we provide the best possible service to our customers – namely you, our System Office colleagues. In that regard, I am pleased to announce that we are launching a new hiring process for permanent employees that we expect to be faster, more transparent, and more straightforward while still following the requirements of state law and policy.
To learn more, please join us for one of our virtual informational sessions for hiring managers and staff who want to understand the process better, on Tuesday, April 4, at 1 p.m. and Thursday, April 6, at 10 a.m.
Tuesday, April 4, 1 – 2 p.m.
Click here to join the meeting
Meeting ID: 261 655 138 821
Passcode: xLWMQj
Thursday, April 6, 10 – 11 a.m.
Click here to join the meeting
Meeting ID: 280 186 636 362
Passcode: Uzm2QQ
Similar to the previous procedure, the revised process has four distinct steps:
- Review/Establish the vacant position – The hiring manager consults with System Office HR on any changes to the job description and their Business Point of Contact to ensure appropriate funding. System Office HR will confirm the position classification and initiate the Permanent Employment Change Authorization (PEA) form.
- Post and Recruit for Position – While the PEA form is routing for approvals, System Office HR will launch the recruitment process. The job posting will be drafted and reviewed, the advertising strategy will be determined, and the search committee will be formed. While the position is posted, System Office HR will monitor the posting and refer qualified candidates to the hiring manager, who identifies top candidates for the interview process. System Office HR will perform phone screens and schedule first-round interviews.
- Interviews and Selection – First-round interviews are conducted, and final candidates are chosen. All finalists will go through the background check process at this point. The hiring manager identifies the top candidate, checks at least two professional references, and consults with System Office HR on the final salary and offer terms.
- Extending an Offer – System Office HR will review salary for equity and EEO compliance and provide final approval, and then contact the selected candidate, working with the hiring manager if needed to finalize the offer.
Several embedded process improvements are expected to help the hiring process flow more smoothly. Specifically, each division has identified a Business Point of Contact, who will be responsible for ensuring appropriate position funding and entering that information into the PEA form. Second, the PEA form has been automated through DocuSign, which will provide defined routing and allow for electronic signatures. And last, target timeframes have been identified for each step of the process, which will provide a framework to ensure the procedures stay on track.
To learn more about the process, please see the overview, Standard Operating Procedure document, and sample PEA forms on the Recruitment and Hiring page of the HR website.
I appreciate the hard work our System Office HR team has put into revising and improving this process, and we also appreciate the substantial assistance from members of our Finance and Project Management offices.
We believe that this revised procedure will provide benefits for hiring managers and divisions throughout the System Office, but we want to hear your feedback as well. If you have questions or concerns about this process, please contact Christina Hawkins, System Office HR director via email or at (919) 843-7377.
Make it a great day!
Professional regards,
Darryl Bass
Vice President for Human Resources/Chief Human Resources Officer