Administrative Professional Search Resources

Hiring exceptional colleagues is a critical responsibility at CSU. Active participation in ongoing recruitment efforts is vital for attracting top talent, enriching our diverse and inclusive environment, and ensuring the well-being of our institution. CSU employees and departments engaging in diverse strategic recruitment also uphold our commitment to inclusive excellence. Strong recruitment bolsters our institutional reputation, leaving positive impressions even on those not offered a position. For successful candidates, it marks the beginning of a robust and welcoming integration into our university community.

CSU Search Manual (PDF)

Getting Started
During your Search
After your Search
Onboarding

Getting Started

Starting a search to fill an open position but not sure where to begin? No worries! Let’s walk through these steps to kick off your hiring process the right way.

Steps in setting up your search for success:


Create or modify a position description in the TMS

It’s best to modify a vacant or soon to be vacant position description as opposed to creating a new one. Any questions regarding the position creation/modification process for Administrative Professional positions can be directed to HR Classification and Compensation.


Identify which search process type you’d like to use

The best type of search process will depend on the position you are seeking to fill. For entry level positions, an accelerated search or HR Professional lead search may be a better option. For more senior level positions, a search committee model would work best.


Identify the partners involved in your search process i.e. Search Chair, Search Committee, EO Coordinator, Search Support Staff Member etc.

Typically, the Hiring Authority selects the individuals for these roles but an EO Coordinator or Search Chair can also provide suggestions.


Hold a Charge Meeting to kick off the search

All partners in the search process should participate in the Charge Meeting as it and provides a great opportunity to set expectations and align objectives and goals. During this meeting various items should be discussed, screening forms can be created, and search timelines should be established. Please refer to the Charge Meeting checklist for additional details.


Create the Job Posting in TMS and submit for review and approval

The posting will be reviewed by the Talent Acquisition department then posted to the CSU jobs website.


Steps to take during your search:


Advertise and recruit for the position

While all CSU jobs are automatically posted to the CSU jobs website, Indeed, HigherEdJobs, and Connecting Colorado, search committees are responsible for broadly advertising the position either in additional recruitment venues or via their own professional networks.


Assess, review, and select semifinalists

After the full consideration date has passed, the search committee will begin to review of all on-time applications. The chair and one other committee member will use the minimum qualification (Yes/No) screening form to ensure applicants meet the required job qualifications of the position. Applicants that meet the minimum requirements will then be assessed by the entire search committee using the pre-approved applicant rating sheet. Applicants that scored highly on the rating sheet will then be discussed and considered by the entire committee where they will eventually determine who moves forward to the first round of interviews. While some committee members may be familiar with applicants who have applied, please refrain from sharing personal information related to an applicant until after the semifinalist interviews take place. During this committee meeting, the Search Support Staff member should take detailed notes of the decisions being made which will serve as the rationale for applicant dispositions in the TMS. Please remember to include your EO Coordinator in the committee’s deliberation meeting. Interview requests must be submitted and approved in the TMS before interview invites can be extended. 


Conduct Semifinalist Interviews via telephone or Teams/Zoom

To enhance transparency and accessibility, candidates may be provided the interview questions in advance or have the questions shared in the chat box during the interview. Prior to the interviews, it’s essential to ensure that all interview questions have been reviewed and approved by the EO Coordinator to ensure the questions are appropriate and job related. For the sake of consistency, it is recommended that all committee members ask the semifinalist interview questions in the same sequence. During the semifinalist interviews, it is important to stick to the prepared script and refrain from adding additional questions. However, it is acceptable to ask follow-up or clarifying questions when necessary. Semifinalists interviews can be recorded if done so for all candidates. If desired by the Hiring Authority (for Search Committee model searches), they may attend semifinalist interviews where they may listen but do not participate or ask questions. Please ensure the presence of the EO Coordinator during the semifinalist interviews.


Assess, review, and select finalists.

After the semifinalist interviews have taken place, the committee will reconvene to discuss and determine which candidates are moving forward to a final, or on-site, interview. At this point in the process, if a committee member has personal, first-hand, job-related knowledge regarding a candidate, they may share it with the rest of the committee which can be considered along with the candidate’s interview performance. During this committee meeting, the Search Support Staff member should take detailed notes of the decisions being made which will serve as the rationale for applicant dispositions in the TMS. Interview request must be submitted and approved in the TMS before they may take place. Please ensure your EO Coordinator is present at this meeting. 


Conduct Finalist Interviews

While the majority of finalist interviews are typically conducted in-person, the use of virtual final interviews can be considered depending on the nature of the position. In some cases, a hybrid approach, which combines both in-person and virtual finalist interviews, may be suitable, but it should only be implemented if explicitly requested by a candidate, as the committee should not unilaterally decide on this. Unlike semifinalist interviews, the portion of the finalist interview involving the committee may not be recorded. Open Forums, if they occur, can be recorded, provided that this practice is consistent for all candidates. For final interviews, it is recommended that the committee prepares a set of core questions that they intend to ask all candidates. However, the final interview format allows for a more open and fluid conversation, enabling the committee to delve into the unique skills, experiences, and qualifications that each individual candidate brings to the position. The Hiring Authority may not attend the committee’s interview time with the candidate during the final interview day (for Search Committee model searches) as they will typically have their own one-on-one time with candidates. Please ensure the presence of the EO Coordinator during the finalist interviews.


Check References (can occur at any point in the search process) 

The committee can decide to conduct reference checks at any point in the search process though it’s typically done before or after the finalist interviews. If the search committee plans on conducting reference checks, at least two committee members must be present and a set list of questions must be asked. If the hiring authority plans on conducting reference checks, no other individuals need to be present. While a committee can decide to go ‘off-list’ with their reference checks, they will need to first inform the candidates before doing so.  


Assess, review, and determine final hire recommendation

After the final interviews take place, the committee will gather once more to discuss and determine their final hire recommendation. If the search is a Search Committee model, the committee will craft their final recommendation and present it to the Hiring Authority. If the search is Accelerated or HR Professional, the committee select a candidate for hire. During this committee meeting, the Search Support Staff member should take detailed notes of the decisions being made which will serve as the rationale for applicant dispositions in the TMS.  Please ensure your EO Coordinator is present at this meeting. Hire request must be submitted and approved in the TMS before a verbal offer may be made to a candidate. 


Steps to take after your search:


Create a Hiring Proposal for the selected candidate and initiate a Background Check

As soon as the hire request is approved in TMS, a verbal offer may be extended to the candidate, offering them the position. 


Negotiate with selected candidate and send offer letter

Offer letters may now be sent out prior to the completion of a background check as long as the offer letter mentions the contingency. 


Notifying unsuccessful candidates of search outcome

It’s incredibly important to notify the rest of the candidate pool after the completion of  your search, letting them know that the position has been filled as the TMS does not send out automatic emails. Candidates who weren’t selected but were finalists may warrant a phone call or a more personalized email depending on the position.