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Hiring & Onboarding Toolkit

business_affairs_-_job_offer_form_10.2020.pdf

1. Job Posting

To request a new job posting, fill out this form business_affairs_posting_request_form.pdf, and send to your local Business Affairs HR partner here: business-affairs-hr@stanford.edu.

*Requisition must be posted for 10 calendar days minimum.

Writing enticing job postings

Draft your job description based on the job series matrix. The general rule of thumb is the Job Purpose can be modified 100%, Core Duties and Knowledge/Skills/Abilities each 50%, and the education must remain the same although you can add any preferences like: MBA strongly preferred.

  Job Posting guidelines
Introduction Can be added (let us know if you would like to see an example of this)  Job purpose can be modified 100%.
Core Duties The position summary can be edited but core duties and qualifications should stay relatively the same. For example, if a qualification was changed from a bachelor’s degree to a master’s degree, that might only be a 50% change but the level of change (from bachelors to masters) is significant and may warrant a compensation review.
Minimum Requirements The position summary can be edited but core duties and qualifications should stay relatively the same.
Education and Experience This cannot be changed and is specific to that job code.
“Why Stanford is for You” To attract quality candidates, we suggest to add this in your job posting to let potential employees see the benefits of working at Stanford.

 

Tips for writing your posting:

  • Candidates spend seconds reading a post; optimize word count, sentence length, and bullets
  • Describe the work environment
  • Use "You" statements
  • Tie in how the work impacts Stanford
  • Use inclusive language
  • Explain challenges and opportunities
  • Give instructions on how to apply
  • Partner with your HR team for more help

Find more tips here: job_posting_quick_tips1.pdf

Check out the free online Job Posting Best Practices course offered through STARS.

Job posting "quick tips" from UHR

Optimize your job posting for diversity and inclusion

Avoid gender coding (masculine vs. feminine, using "insider" language, and acronyms. Instead, try to promote different aspects of your organization and the flexible work environment to attract diverse candidates. A tool that can help with this is Textio.

Textio is a writing-enhancement service powered by a proprietary data set of more than 350 million job posts. It uses AI to analyze job descriptions in real-time, highlighting jargon, boring bits, and words that could come across as particularly masculine or feminine. It also predicts how different people will respond to the content and suggests alternatives. 

If you are interested in using Textio, please reach out to Tina Yanez, for access. You will then receive an email from Textio, prompting you on next steps.

 

2. Recruitment

Spread the word about your open requisition and encourage Stanford staff to refer applicants via the UIT Employee Referral Program

External Job Postings

For most exposure to your job posting, you may request to post the requisition to other external websites through Michael Ang at JobElephant. This requires approval and a PTA from your director. Email Michael the job title and job requisition number, and which external websites you'd like to post to. Here are some common ones: 

Standard 30-day posting prices:

• LinkedIn = $499
• Indeed = $400
• ITJobsinHigherEd.com = $125
• StackOverflow.com = $495
• Educause.edu = $325
• Dice.com = $395
• TechCareers.com = $350
• ACM.org = $695

Taleo

Taleo Recruitment resources such as job aids and icon guides are available on the Cardinal at Work site.

Agency Support

To post to Cardinal Temps, please reach out to Mari Kobara for assistance. If you'd like to reach out to a specific vendor, here are a few that Stanford has a partnership with:

Another Source 
Contact: Marcie Glenn
206.707.7419

Avid
Contact: Ina Garcia
415.851.8708

Insight Global
Contact: Ryan Hirsch
408.441.8300

Tek Systems
Contact: Kelly Boland
408.367.6843

Option 1 Staffing
Contact: Amy Clark
650.941.5115

Prodigy Resources
Contact: Thao Nguyen
303.297.7700

*If interested in setting up a new vendor in UIT, please reach out to the vendor management team here.

*If interested in setting up a new vendor outside of UIT, learn more from the FMS Procurement page.

 

3. Interviewing

Check out the interviewing guidelines provided by the Clayman Institute at Stanford:

hiring_toolkit_-_stanford.pdf

guidelines_for_blocking_bias.pdf

_research_insights_to_see_bias.pdf

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

 

Ask us about our new interviewing tool, Spark Hire. Spark Hire is a cloud-based video interviewing platform for HR departments and staffing professionals with options for one-way pre-recorded interviews or live interviews. Cut down interview time and eliminate phone screens with this new hiring aid.

 

Interview Debrief

 

 

4. Reference Checks

Reference checks are always required for your final candidate unless they are an internal department transfer. At a minimum, two reference checks must be conducted to move forward with an offer. You may use this form: reference-checking-form.pdf, or our third-party reference checking tool, Checkster. Checkster fully automates the entire reference checking process, gathering higher quality feedback in less time. Over time, analyzing this collective intelligence will help you to predict quality of hire.

If you are interested in utilizing Checkster for referencing checking, please reach out to your local HR team, or contact Stephanie Nhem in UHR, Business Affairs’s point-of-contact for Checkster.

Please review these reference checking guidelines for further guidance.

 

5. Offer

All final candidates must apply through the Stanford Careers Page.

The hiring manager is responsible for judging the relative qualifications of each applicant and for making the hiring decision, consistent with University policy and applicable governmental laws and regulations. Prior to extending an offer to a candidate, consult with HR to ensure compliance with applicable requirements.

Present a verbal offer to the final candidate, and inform them that a written, contingent offer letter of employment will be extended upon acceptance of the verbal offer. Clearly state that the offer is contingent upon passing a background check. Discuss salary and start date with the candidate.

Contact your local HR partner for help drafting an offer letter, fill out and include this form for them: Job Offer Form. Keep in mind that all new employees must start on a Monday in order to attend the Welcome Center orientation.

Once the offer letter has been signed and returned, the background check can be initiated. Please note that this can take anywhere from 3-5 days to 3-5 weeks to come back. 

Once the final candidate has accepted the offer, complete the mandated candidate disposition data in Taleo.

 

6. Onboarding

Check out the employee onboarding guide from UHR for ideal preparations before your employee starts, during their first week, month, and 90-days on the job.

Find information about the SRWC Business Center at Bambi and requesting access to iLabs here: part_i_ilab_access_steps_bambi.pdf