Staff support will be needed to assist the hiring department and search committee. While not always completed by a single individual, below is a list of typical administrative tasks that must be completed during each phase of an unclassified search. All support staff must maintain strict confidentiality throughout the search process (including names of applicants, discussions regarding qualifications, etc.).

Initiating the Search

• Under the direction of the hiring authority and/or search chair, prepare the NAPO, position description, position announcement, advertisements, and/or search plan.

Recruitment

• Email approved position announcement to AAEO for posting on UO jobs page.
• Place ads/announcements in newspapers, on websites and listservs, and distribute the position announcement directly and by email.
• Respond to requests for information.
• Create and manage applicant files.
• A file should be created for each application as it is received.
• An acknowledgement letter must be sent to each applicant, including:
• an Applicant Data Request Card (sample in pdf format). Write the position title, posting number and department name on each card before it is mailed (or create and affix a label with this information).
• a notice of the university’s annual report on campus safety and security programs, as required by the Jeanne Clery Disclosure Act.
• Create a spreadsheet or database containing each applicant's name, geographic origin (city & state), gender, ethnicity, minimum qualifications (MQ) and paper screen results, reason for selection/non-selection, etc.
• Some items (such as MQ and paper screen results and reason for selection/non-selection) will be filled in during the selection process.
• Information regarding gender and ethnicity will be filled in after a selection decision has been made. This information will be supporting documentation for the Affirmative Action Compliance Statement.
• Communicate with applicants.
• Document communication with applicants.
• Refer applicants to the chair or hiring authority, as necessary
• Arrange search committee meetings.

Selection

• Monitor the whereabouts of original applicant files (in the event a “check-in and check-out” process is used to share application materials with the search chair or committee members).
• Ensure strict confidentiality about applicants, their status in the search, and their personal demographic information.
• Arrange search committee meetings.
• Documenting the search:
• Attend selection meetings in order to document the search committee's job-related reasons for selection/non-selection, allowing the chair to focus on facilitating discussions about the relative merits of candidates without worrying about remembering to write everything down.
• Arrange telephone interviews, as applicable.
• Arrange on-campus interviews.
• Make travel/lodging arrangements.
• Arrange for expense reimbursement, as necessary.
• Make catering arrangements, if applicable.
• Notify unsuccessful candidates, when appropriate.

Completing the Hire

• Collect all documentation (applications, rating sheets, interview notes, etc.) from search committee members and others who may have participated in the selection process.
• Request Affirmative Action Compliance Statement and Applicant Data Request Cards from AAEO.
• Work with the search chair to complete the Affirmative Action Compliance Statement, and assemble required attachments.
• Prepare a Request to Offer Academic/Administrative Appointment (RTO).
• Route RTO Packet for signatures, AAEO, and VP approval.
• Work with applicant to complete Payroll Packet.
• Close the search by assembling all documents into the official search file, in accordance with the UO Records Retention Schedule.