Search and Hire Process

Welcome to Cooperative Extension’s Search and Hire Process Resources!

The search and hire process, whether for a brand new position or existing position’s vacancy, whether base funded or soft money, hourly or salaried, requires a handful of individuals and many steps along the way. You have a team of staff and resources available to ensure this is a clear and smooth process for the supervisor, search committee chair and members, as well as applicants.

As your first step, please complete the Position Fill Request Google Form. When the position has been approved to move forward, the Staff Coordinator, Amanda Hatley, will reach out to provide an overview of the process of searching for your next Extension employee.

The Search and Hire Process Guide for Supervisors and Search Committee Chairs has been developed as a helpful tool, providing guidance along the way. Please read through the Guide in its entirety. The quick links and information below are for your reference after reading through the Guide. Reach out to Amanda if you have any questions.

Search and Hire Process Resources:

• Search and Hire Process Guide for Supervisors and Search Committee Chairs
• Recruitment and Hiring Policies (Policies and Procedures Manual Section 3.1 Recruitment and Hiring)
• Extension Position Negotiation Process (Faculty)
• Extension Position Negotiation Process (Professional)
• Resources Offered in the Search and Hire Process Guide
  • Position Fill Request Google Form
  • Project Management Tool
  • Hiring Process Communication Guide
  • Job Description Templates
  • Position Description Questionnaire
  • Sample Interview Question
  • Interview Guide
  • Common Mistakes and Questions to Avoid
  • Search Committee Office of Equal Opportunity Training Video
  • Search Committee Communication Template
  • Advertising Menu for Job Listings
  • Oracle Cloud Recruiting Applicant Tracking System
  • Rating Sheet Spreadsheet 
  • Strengths and Weaknesses template
  • Blank / Example Itinerary for Candidate Campus Visit
  • Standard Reference Questions
  • New Extension Employee Onboarding Guide for Employees
  • New Extension Employee Onboarding Guide for Supervisors
  • Student Employment Site and Process

Contacts and General Responsibilities

Assistant Director of Employee Engagement / Human Resources, Beth Hawkyard – Assists in determining the appropriate position type; final review of all materials; acts as liaison between department and UMS HR; and troubleshoots issues that come up during search. *Also indicated as CE HR in the document.

Staff Coordinator, Amanda Hatley – Provides job description templates and review, hosts search chair meeting; example and/or drafted interview questions and review; completes the Request to Fill form for Oracle; creates and emails job opening announcements to all staff; provides rating sheet for Search Chair; reviews strengths and weaknesses summaries; and connects Search Chair and CE HR with UMS HR.

Human Resources Partner, UMaine HR, Brian Drisko – Reviews and scores Position Description Questionnaire (PDQ); supports determination of appropriate salary range; provides final review of all materials; emails selected candidate with UMS offer letter (requesting candidate accepts the position within recruiting software); and provides consultation to CE HR.

Talent Acquisition Specialist, UMaine HR, Melissa Gray – Supports Chairs with UMaine hiring software Oracle and monitors position’s approvals within Oracle. Enters Request to Fill form data into Oracle; gives approval for advertising once position has been posted in Oracle; reviews applicant rating sheets in order to approve interviewees; approves proceeding to second interviews and/or offering based on strengths and weakness summaries; initiates background checks and official UMS offer letters based on final details of negotiation process. *indicated in the document as UMS HR.

Administrative Specialist, Confidential, Ella Glatter – Arranges advertising and interview scheduling for positions that report to program administrators and ELT members; collects search documentation; provides travel, lodging and onsite arrangements.

Administrative Coordinator, Angela Hart – Supports immigration process for new employees; coordinates reimbursement process for traveling candidates; and informs New Hire email distribution group of new employees’ position, start date, location and supervisor.