Staff Search Guide: Planning

1. Get the position approved
2. Complete search and selection training
3. Draft (or edit) the position description
4. Request market pricing for the position
5. Conduct a recruitment strategy meeting
6. Identify a search committee

The very first step to hiring a new colleague on your team is to first discuss the vacancy or new position with your department’s Talent Liaison, your manager, and/or your unit leader. Make sure you have approval to fund the position, which is obtained within your department.

HR strongly recommends that all individuals, and especially those involved in staff hiring, review the Thoughts in 30: Running a Non-discriminatory Staff Search video before engaging in the recruitment and selection process and then every two years or sooner if updated guidance necessitates revisions to the content.

A position description is a detailed account of the purpose, duties, responsibilities, minimum qualifications, and working conditions for each position. Ultimately, it lays the foundation for the reason a position exists. Whether you are looking to fill an existing position or posting a new position, it is important to spend time with the position description to ensure it is accurate.

Be mindful of the minimum requirements (education, knowledge, skills, and abilities) outlined in your position description. These requirements should truly be the minimum required to move forward in the candidate pool. Having extraneous minimum requirements can limit the candidate pool by automatically over-screening based on the position description.

• Toolkit: Use the Position Description Toolkit to help you think through all the essential functions and additional considerations that should be included in the position description.
• Template: Once you’re ready to draft your position description, use the Position Description Template to ensure consistency among all position descriptions across the University.

Once your position description is complete, you may submit it to the WFU-HR Compensation team to have it priced. Typically, positions are benchmarked using comprehensive and proprietary external market data; a pay range is generally established between the 25th to 75th percentiles, with the 25th percentile being for staff with new and developing skills and experience and the 50th or above percentiles for experienced staff members. The comparative data is based on Wake Forest’s organizational size, industry, and geographical location. In most instances, southeastern regional data is used.

• Form: Once your position description is complete, you may submit a Market Pricing Request Form to have WFU-HR Compensation provide you with an appropriate salary range.

The strategy meeting should include the Hiring Manager, Talent Liaison, and your WFU-HR Recruiter and should be used to establish a shared understanding of goals and responsibilities among the group. The group should also identify any potential challenges for filling the role, develop a timeline, and outline advertising needs and budget.

• Agenda: This Recruitment Strategy Meeting Agenda can be used to help prepare Hiring Managers for the strategy meeting.

It is essential to form a search committee with a range of different perspectives and expertise, the proper training to lead a search, and well-established timelines and roles. The search committee’s role is not to hire a candidate, but to recommend who should continue in the process. Consider the following: