Recruitment and Employment Policy for Administrative and Staff Positions

Unless otherwise stated, any documents or forms about hiring referred to in italics are available on the Human Resources website located at

Wagner College provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religious belief, sex, marital status, gender identity, national or ethnic origin, sexual orientation, veteran status, age, disability or genetics. In addition to federal law requirements, Wagner College complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This policy is intended to assist supervisors who are responsible for filling vacant positions at the College. Questions about administrative and staff employment policies and procedures should be directed to the Office of Human Resources (HR). HR can provide insight and assistance to hiring supervisors and search committees in all areas of the search process, including screening applications, interviewing, and reference checking. Also questions about equal employment opportunity and affirmative action policies and procedures contained herein should be directed to HR.

Requests for new positions and temporary employees should be discussed with the Senior Administrator of the department who can advise the supervisor on the appropriate steps.

Initiating a Search

The hiring supervisor should complete two steps before contacting HR:

  1. The hiring supervisor consults with the senior administrator to whom he/she reports to review the need for the vacancy to be filled, in the context of the continuing work requirements of the department and opportunities for improvement or greater efficiency.
  2. If it is determined that the current vacancy does need to be filled, the hiring supervisor prepares a draft job description to be submitted to HR, which includes the following essential information:
    • Suggested position title.
    • Type of position (regular or temporary, full-time, part-time, academic year).
    • Specific job duties.
    • Skills, credentials, and experience required.
    • Anticipated salary range.

The details included in a job description assist in attracting a diverse and broad range of qualified candidates. Requirements that are too rigid or narrowly defined may unnecessarily exclude some qualified candidates from serious consideration.

Once HR reviews the draft job description, the hiring supervisor submits the Position Request & Authorization Form to Department Head, Vice President/Provost Signature and Vice President for Business & Finance Signature.

After the position is approved for posting by and Senior Administration, the hiring supervisor works with HR:

  1. The hiring supervisor sends the completed Position Request and Authorization Search Form and the draft job description to HR. (For administrator positions, a draft of a job advertisement should also be included.)
  2. The hiring supervisor must meet with HR to discuss the skills and requirements of the position as well as recruitment strategies. HR will review the job description and the job advertisement to ensure that all College and legal requirements are met and that the advertising costs are appropriate.
  3. Working with his/her Senior Officer, the hiring supervisor creates a search committee when appropriate, the size of which can vary, to assist in the hiring process. An HR representative will also serve on the departments search committee. The composition of the search committee provides an opportunity to renew and re-affirm the College’s commitment to diversity and inclusion. Students or employees outside the hiring department may also be invited to participate on a search committee.

Posting/Advertising the Position

  1. HR will post vacancies internally on the College’s web site and on the various bulletin boards. Positions covered by collective bargaining agreements must be posted internally for five working days before external recruiting can be initiated. Generally, Administrator positions are simultaneously advertised externally and internally.
  2. HR will advertise positions to assist in ensuring that the applicant pool is diverse and qualified. Search committees and hiring supervisors are also encouraged to suggest publications or websites which can be used for job advertisements.

Screening/Interviewing Candidates

  1. Consistency in the screening of all applications is essential. Selection of candidates to be interviewed must be based on the nature of the position and qualifications of applicants.
  2. Wagner employees with excellent work performance who meet the qualifications of the open positions and have applied will be reviewed for promotional opportunities.
  3. All those involved in the hiring process should be familiar with the Summary Guidelines on Interviewing which can help prevent allegations of discrimination as a result of an interview question.
  4. The hiring supervisor is responsible for scheduling.
    • The hiring supervisor may consider the use of telephone interviews to:
    • Clarify information provided on the application or résumé.
    • Discuss a candidate’s interest in the position and salary expectations. This is helpful when there is a large discrepancy between the candidate’s salary expectations and the anticipated salary of the position at the College.
    • Gather additional information about a candidate before travel expenses are incurred.
  5. The hiring supervisor should maintain records to indicate the number of applications received, the number of candidates interviewed (on the phone or in person) and the number of minorities and women at each stage of the search process.

Offering the Position

After the preferred candidate has been identified:

  1. The hiring supervisor performs reference checks before the Director of Human Resources offers the position.
  2. HR, the hiring supervisor, and the senior administrator collaborate to determine the starting salary. Consideration will be given to the competitive salary information available, the candidate’s job experience and the salary budget for the position. (Hourly rates for positions covered by a collective bargaining agreement are determined by union contracts.)
  3. HR will prepare the offer letter, in consultation with the hiring supervisor for administrator and non-unionized staff positions. The letter will confirm salary information, the tentative (or confirmed) start date, benefits information and, if appropriate, relocation reimbursement information. Contact HR for further information on job offers for union positions.
  4. The hiring supervisor contacts all interviewed candidates who were not selected, to notify them that the position was filled and to thank them for their interest in Wagner.

Concluding the Search

  1. If the candidate does not accept the job offer and a negotiation is possible, HR will reach out to the hiring supervisor.
  2. If no candidate meets the hiring expectations of the search committee or the hiring supervisor, the position must be either, reposted and/or re-advertised or deemed a failed search and frozen.
  3. If the candidate accepts the job offer, HR notifies the hiring supervisor and closes the search. HR also schedules a time for the new employee to complete on-boarding forms on or before the first day of his/her employment at Wagner and to schedule a time for new hire orientation. HR will request IT login information (e-mail address, All Access and Active Directory usernames as well as passwords), process payroll information as well as notify the hiring supervisor of when the employee will be on-boarded.