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Smith College now uses PeopleAdmin, a Web-based job posting and recruiting software program that streamlines the entire recruitment and candidate management process.
This system allows for an automated approval process of the position authorization, collection of employment applications online, electronic screening of candidates, distribution of applications electronically to hiring managers and/or search committees, and communication with candidates via e-mail.
We expect that the PeopleAdmin implementation will result in shorter timeframes for filling jobs and will provide more cost-efficient recruitment that draws a more diverse pool of candidates. Hiring managers and those related to the posting will be provided with hands-on training when they have a position to post.
The following information is related to staff
hiring only. Prior to starting the online posting process:
- You must contact Serena Harris in Human Resources. Serena will work with you to: finalize your new, modified, or reviewed job description; go through a pre-recruitment plan; and discuss your posting options.
- You must contact David DeSwert in the Budget Office to discuss funding for the position.
- Hiring managers should have notified their department head and senior staff officer prior to starting the online posting process. This will allow for faster turnaround of the online approval process.
Using PeopleAdmin
- To start the online posting process, the department completes the Posting Details, Recruitment Plan, and Posting Specific Questions information and submits it electronically for approval.
- Once the online posting has gone through its approvals, it is sent to HR for final review and posted to the Web site and other advertising sources as requested.
- Once the position is posted, applicants may begin to apply online.
- Candidate information is easily accessible online and can be shared with search committee members.
- The system also facilitates communication with applicants to send position status notifications or final acknowledgement letters
Please note the following:
- The following position types must be authorized through PeopleAdmin: regular staff, grant funded, limited term, casual temporary*, and agency temps.
- Faculty positions may be posted using PeopleAdmin; please contact the Provost's office for further information.
- Agency temp positions will be approved through this system but will not be posted for hiring.
- Union bid positions will not use PeopleAdmin.
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*Casual Category
Definitions
Agency Temporary - Not paid by Smith. For those departments requesting that the Budget Office provide funding for an agency temp, the authorization must be completed through PeopleAdmin. If a department has pooled funding, they can contact an approved agency directly for a hire.
Note: HR continues to recommend that agency temps be used whenever possible.
Intermittent Casuals - Paid by Smith. Individuals who work less than 64 hours per month, generally pooled funds. Departments will continue with the current process of recruiting their own intermittent casual hires, with payment to be authorized with the paper Special Payroll Voucher form. Departments should continue to send new-hire or re-hired intermittent casuals (those individuals who have never worked at Smith or have not been paid by Smith within the last 12 months) to HR within the first three days of their first work date to complete their hire paperwork and Form I-9. An intermittent casual will not be paid until all of the necessary paperwork has been completed and submitted to HR.
Summer/Seasonal Casual - Paid by Smith. Individuals who work more than 64 hours per month, up to three months. Process and authorization to be determined, update to follow.
Casual Temporary - Paid by Smith. Individuals who work part time more than three months on-going (less than 17.5 hours per week) or full time up to five months. Authorization must be completed on PeopleAdmin and the casual temporary must complete an online application at Careers@Smith. |
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Applicant
Management System (PeopleAdmin)
Employee
Separation
Management
Development Skills
Managing
People
Orienting
the New Employee
Policies
Recruitment & Hiring |
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