Once the unit is ready to fill the vacant position:
- Reach out to Sr. Financial Analyst to confirm funds are available & KFS account. Provide the following information:
- Title of position
- Position number
- Pay range for position and posting
Once the unit is ready to fill the vacant position, the Hiring Manager will email the HR Generalist and Sr. Financial Analyst with the following information:
- Position number
- Salary range for posting
- Whether it will be a career or contract position
- Job description
- Name of the previous incumbent
The HR Generalist will verify whether the JD is already approved in JDX. If not, the HR Generalist will submit the JD in JDX. Any edits made to the JD will also require approval. The JD review and approval process involves the SA Director of HR & Staff Development and the Compensation Analyst. This process typically takes 2-3 weeks. Once the JD is approved, the HR Generalist will notify the hiring manager and the Sr. Financial Analyst.
Next step is for the hiring manager to submit the recruitment packet.
Recruitment packet includes (Compile the forms into one packet):
- Position Request Memo: The body of the memo is editable for the hiring manager to include an explanation for the position request.
- Position Request Form: For the salary grade range, include the minimum and mid-range salary (the proposed pay range the Sr. Financial Analyst approved). For non-exempt positions, put the hourly rate.
- Approved JD
- Unit’s Organizational Chart
- SA Personnel Funding Routing Sheet
Forms must be signed in the following order via DocuSign:
- Hiring manager: sign position request memo, position request form, and initial routing sheet
- Sr. Financial Analyst: initial on routing sheet
- Associate DOS (if applicable): initial on routing sheet
- Director (if applicable): initial on routing sheet
- Rameen Talesh, Ed.D., Associate Vice Chancellor SLL: sign position request memo, position request form, and initial routing sheet
- Yumi Saito, Business Manager: initial routing sheet
- Brice Kikuchi, Chief Financial Officer: initial routing sheet
- Willie L. Banks, Jr., Ph.D., Vice Chancellor, Student Affairs: sign position request form and initial routing sheet
- Once the Recruitment Packet has been signed/initialed in DocuSign, Hiring Manager to download a complete copy and send it to the following:
- HR Generalist
- Associate Vice Chancellor/ Dean of Students
- Associate Dean of Students (if applicable)
- Director (if applicable)
- Project & Policy Analyst
- Student Affairs, Director of Human Resources & Staff Development
- Student Affairs Sr. Human Resources Business Partner.
- Include the following in the email,
- Desired posting duration (minimum is 10 days)
- Hiring committee names
The HR Generalist will post the job in iCIMS after receiving the signed packet. This step typically takes about 1 week.
Once approved, the Hiring Manager will receive an email from iCIMS and the HR Generalist confirming the job is posted.
INTERVIEW PROCESS
Committee will review applicants through iCIMS, conduct interviews, and perform reference checks. Please remember to provide comments and reasons for selecting or not selecting each candidate.
*Salary Negotiations: If the hiring manager wishes to discuss a salary negotiation and intends to offer a salary higher than the pay range posted, please contact the HR Generalist & Sr. Financial Analyst. In some cases, extraordinary approvals from the Student Affairs, Director of Human Resources & Staff Development might be required.
After selecting a candidate, inform the HR Generalist, Sr. Financial Analyst, AVC SLL/DOS, and appropriate ADOS by providing the following details for the Offer Letter:
- Candidate’s Name
- New hire, Rehire, or UC Transfer
- Position number
- Start Date (account for I9, live scan, and HireRight processes, which typically takes 3-4 weeks)
- Hourly Rate (nonexempt) or Annual Salary (exempt)
The Offer Letter will be generated in iCIMS and sent to the candidate upon approval by the hiring manager. Once finalized, the hiring manager must send the completed SLL New Hire Data Information Form and the signed JD to the HR Generalist.