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Procedures for Hiring Non-Academic Administrators

The purpose of establishing search guidelines/procedures for hiring administrators (for other than academic areas) is to create a process that will attract and recruit the most qualified candidates and provide applicants with a positive interview experience. In addition FIT wants to streamline the process to ensure:
  • compliance with equal opportunity and affirmative action regulations;
  • compliance with established policies for applicant travel costs; and
  • timely notification to applicants about the progress of the search.

Vacant Positions

Upon notification of a vacant position and approval to fill the position, Human Resources will draft a job description in consultation with the administrator/vice president to whom the position reports. Human Resources will advise the president that a search committee needs to be established to fill the vacant position.

Search Committee

In consultation with the administrator/vice president, the president will select search committee members and a chair. The president will formally invite the committee chair and other members to serve. Efforts will be made to create a diverse committee with representation from those areas/departments within the college that interact on a regular basis with the department where the vacant position reports.

The affirmative action officer and the administrator/vice president will schedule an initial meeting with the committee. The affirmative action officer will explain affirmative action guidelines for conducting search committees. The administrator/vice president will elaborate on the job description, discuss the search plan and describe the desired skill set and expertise.

The Search Plan

Human Resources will assist the administrator with the creation of a search plan. The plan will include an internal posting, a list of publications in which ads will be placed, web-sites on which the position will be posted, and if applicable a list of organizations, associations etc. from where nominations may be solicited. As a rule, advertisements will be placed in standard publications and on standard web-sites. Efforts will also be made to strategically advertise in additional locations that will attract applicants with the specific experience required.

Standard Publications:

  • New York Times
  • Chronicle of Higher Education
  • Hispanic Outlook
  • Black Issues of Higher Education
  • Affirmative Action Newsletter

Standard Web Sites:

In cases where nominations are being solicited, Human Resources will work with the administrator to identify appropriate mailing lists. Human Resources will prepare the letter requesting nominations. The letter will be signed by the vice president or president and mailed by Human Resources.

Resume and Nomination Receipt and Distribution

All resumes and nominations will be sent to Human Resources where they will be logged and reviewed. Resumes will be sorted into two groups: 1) applicants that meet minimum qualifications; and 2) applicants that do not meet minimum qualifications. Resumes for applicants that meet minimum qualifications and nominations will be copied and sent to the search committee, the administrator/vice president and the president. Human Resources will acknowledge the receipt of resumes using the EEO form on the FIT web site.

Interviews

The search committee will review resumes and nominations, select a pool of candidates for interviews, and select dates for interviews. In addition, the senior administrator/vice president or the president may submit resumes for individuals who meet qualifications and about whom they have become aware in the course of the committee’s work. The committee will be asked to review these additional resumes and may also be asked to schedule an interview with the potential candidate. The committee will attempt to select a diverse pool of candidates for interviews.

The chair of the search committee, in consultation with Human Resources will contact the candidates and schedule interviews.

Human Resources will handle all travel arrangements for applicants that need to travel long distances for interviews. They will follow FIT guidelines for applicant travel. Human Resources and the search committee will first explore alternative interview options for these candidates such as phone interviews.

At the conclusion of the first round of interviews, the search committee will narrow the pool to at least 3-5 candidates who will be contacted for a second interview.

The chair of the search committee in consultation with Human Resources will schedule the finalists for a second round of interviews with the administrator/vice president, and in some cases, other groups on campus. Human Resources will also arrange for a tour of the campus for each candidate on the same day of the interview(s).

At the conclusion of the second round of interviews, the administrator/ vice president and other groups with whom the candidates met will recommend candidates to the president.

Human Resources will check references of the finalists after obtaining permission from them to do so.

The president will interview finalists and make a final decision. She will make a verbal job offer to the candidate after the vice president of the area, in consultation with Human Resources makes a salary recommendation. If the candidate accepts, the president will send a formal appointment letter to be signed by the candidate and returned to Human Resources.

Human Resources will notify all other applicants that the search process has concluded.

The chair of the search committee will complete the Affirmative Action Log and return the completed form with the resumes to Human Resources. The president and administrator/vice president will also return the resumes to Human Resources. Original resumes will be maintained in Human Resources and copies will be discarded.

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