Hiring and Onboarding - "Getting the Right People in the Door"

Danielle Gonzalez · Hiring & OnboardingSupervisory Training Series · Office of Human Resources · hr.williams.edu

Getting the right people in the door

Danielle Gonzalez, PHR, SHRM-CPAssociate Director, Human Resources

April 2016


Objectives• To gain an understanding why a

robust recruitment process is important and necessary.

• Understand the steps to facilitating a robust search.

• Familiarize you with the tools and resources available through HR.


5 Steps• Define the role and the type of

person you need to do the work.• Attract a pool of qualified applicants

(both within and outside the institution).

• Assess the applicants' resume materials as they relate to the job requirements.

• Select the best person.• Set the new hire up for success.


What are you looking for?• Review the position description.• Identify critical tasks.• Forecast future needs, and assess

current gaps.• How will you measure success?• Consider how will the employee be

held accountable?


Advertising vs. Recruitment


Building a diverse pool• Williams is committed to recognizing and

appreciating the value of diversity and cross-cultural understanding.

• Strengthens our work force by providing experience and knowledge from different perspectives.

• Identify publications with a diverse readership to reach candidates that might not otherwise see the ad.

• Publish in trade journals and organizations with a diverse membership in a field relevant to your job opening.


When conducting a job interview, it is best:1. If the supervisor who has the

vacancy interviews the applicants one-on-one.

2. If the department head interviews the applicants one-on-one.

3. If a panel of three knowledgeable about the job interviews the applicants.

Interviewing


Search Committee vs. Interview Team


Committees• Establishing a strong and credible search

committee is essential for a successful search process.

• Search committees should be limited in size.• Members should be open-minded, committed

to diversity and fair process, able to negotiate conflict to achieve group results, and knowledgeable in the field.

• A diverse committee is more likely to withstand public scrutiny and to generate diverse candidate pools and finalist lists.


Screening & Selection• Resume review• Phone/skype interviews• On campus interviews• References checks• Offer extended


What are you looking for?

• Knowledge & Skills

• Actions & Attitude

• Fit vs. Shared Values


When conducting a job interview, it’s usually best to hire the candidate:

1. with the most job-related experience.

2. with the best educational background.

3. Who seems like someone I’ll like and get along with the best.

4. Who can give you specific examples of past behaviors that are important to doing the job well.


Types of Interviews• Structured(Patterned) Interview• Semi-Structured • Behavioral• Situational• Non-Directive Interview• Stress Interview


Interviewing• Plan!• Ask what have they done; not what

would you do.• Don’t be afraid to probe during

interview – ask follow-up questions.• If you feel you are being put off you

probably are. Delve in and ask, it is your job.

• Silence is your friend.


When conducting a job interview, it is important:1. To carefully read the prepared questions to

each applicant without offering any clarification or follow up in response to what the applicant shared.

2. To put the applicant at ease by asking a series of information questions geared at getting to know the applicant.

3. To ask each applicant the same set of basic questions, and follow up with questions to clarify and gain in-depth knowledge.


Interview Question ExerciseEmployment ManagerResponsibilities include but are not limited:• Plans, organizes, and coordinates recruitment activities; meets with individuals,

departments and committees to define position, selection criteria, timelines, etc. for all open positions.

• Gives group presentations regarding recruitment guidelines and committee responsibilities related to selection procedures, development of interview questions/skills tests and writing exercises, and equal employment opportunity and inclusiveness guidelines.

• Reviews recruitment paperwork for completeness and accuracy such as job announcements.

• Designs and researches costs and submission requirements for advertisements and confirms placement of advertisements in various sources to ensure that applicant pools are large and diverse.

• Researches new methods for outreach to candidates for recruitments; and maintains advertising budget.

• Responds to applicants' inquiries both orally and in writing.• Facilitates new hire background checks and weekly orientations.• Reviews interview questions and other assessment exercises; offers suggestions to

clarify ambiguous inquiries.• Participates in job fair events on behalf of the College.• Assists in developing and implementing new initiatives to streamline recruitment

processes; may maintain and update department website.• Analyzes recruitment and employment data to ensure that adverse impact is not

affecting applicants for recruitments.• Approves temporary hires, makes recommendations on Fair Labor Standards Act

determinations.


Draft Your Interview Questions

• Tell me about your typical day. How much time do you spend on the phone? In meetings?

• Tell me about the last change which occurred in your office. How did you handle it?

• Tell me about a work situation you had that required excellent communication skills.

• Describe a change you made in your job that you feel is innovative or that you are very proud of.

• What has been your approach for bringing individuals on board who may be resistant to change?

• What kinds of experiences have you had in relating with people whose backgrounds are different from your own?


Federal Laws & Regulations• Title VII of the Civil Rights Acts of 1964• The Equal Employment Opportunity Act of 1972• Civil Rights Act of 1991• The Equal pay Act of 1963• The Age Discrimination in Employment Acts of 1967• Title VI of the Civil Rights Act of 1964• Title IX, Education Amendments Act of 1972• 504 Regulations of the Rehabilitation Act of 1973• American with Disabilities Act of 1990• Pregnancy Discrimination Act of 1973


Decision Making• Best person for the job.• Poll all who have participated in

interview process. • Only consider information gathered

fairly and appropriately in the interview.

• Remember confidentiality.


Recruitment Final Steps

• Reference checking• Extending the offer (HR)• Background record check• Closing the loop with candidates


What is Onboarding?Our process to welcome and support employees during their transition to a new position at Williams.


Onboarding• A study by analyst firm Aberdeen

Group found that 86 percent of respondents felt that a new hire’s decision to stay with a company long-term is made within the first six months of employment.

• Make a good and lasting impression!

Hiring and Onboarding - "Getting the Right People in the Door"

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