School of Medicine Hiring Process

Steps to Filling a Position

You will need to complete a personnel requisition.
- Determine what the individual will need to do, then develop a job description outlining areas of responsibility. List minimum educational and experiential requirements for position i.e. degrees, certification, experience substituted for education, etc. Keep these requirements bonafide and job related. Some tools that may assist you with this process follow.
- Generic job descriptions exist for selected university jobs in the administrative/clerical, financial, and technical laboratory job families. Across the university these are common positions held by many employees. These can be used as is if they represent a minimum of 90% of the activities the person will be doing. For other jobs they can and should be modified to more accurately describe the job duties of the position. Generic descriptions are useful to see the differences and differentiation between pay grade levels.
- Some tips for putting a job description together have been compiled for your use.
Determine how many hours per week the job will require. Section 6 of the policy manual has some information that you might find useful in determining whether the position should be full-time, part-time, limited-time, casual, or temporary.
The requisition must have all appropriate departmental approvals prior to submission to Human Resources.
- All new positions not supported through sponsored dollars must be approved by Rich Grossi, Chief Financial Officer for JHM, prior to posting. Direct and restructured replacement positions do not require this approval.
- All new positions that are funded through sponsored dollars must have budget numbers indicating funding source. These budgets are verified by the Business Office once the requisition is received in the Employment Office. Positions will not be posted until the budget number is verified.
Once the requisition is received in Human Resources, it is reviewed by the Compensation Group and assigned a pay grade and title. As needed, the compensation analysts will discuss the position with the supervisor to get a better understanding of the position before finalizing the appropriate pay grade and title.
The requisition is then sent to the Employment Group. Once budget numbers and/or all necessary approvals are confirmed, the position is posted on the web at jobs.jhu.edu for a minimum of five working days. During the initial posting period, your Employment Specialist will contact you to discuss the recruitment and selection process.
The Employment Specialists use JHUjobs an on-line applicant tracking system -- to identify both internal and external candidates for your review and consideration.
To assist you in preparing for the interviewing process, see
- Tips for preparing for the interview.
- Some sample interview questions.
- Questions to avoid during interview process.
- Behavioral interviewing techniques ? contact Ron Basener, Assistant Director, Staff and Labor Relations, to arrange for a workshop in your area rbasener@jhmi.edu.
Once you have reviewed candidates and are ready to make an offer, you should work closely with your Employment Specialist to check references, verify educational background, and professional licensures. This must all be done prior to making the job offer.
- Some individuals will need to be formally credentialed prior to starting work. Included in this group are Physician Assistants, Nurse Practitioners, Speech Pathologists, Audiologists, Dental Hygienists, Genetic Counselors, Optometrists, Psychologists, Clinical Chemists - Ph.D. level, and Professional Counselors.) This process can take up to 120 days.

Making the offer:

Contact your administrator or department designee, or employment specialist in Human Resources to discuss an appropriate salary for the individual based on his/her experience and internal equity considerations. If the discussion is with HR, the salary must still be discussed and approved by your administrator or department designee prior to the offer being made.

Please keep in mind that salaries of other comparable positions in your group, department, School, and University, as appropriate, are looked at to ensure equity is maintained within the Institution.

Once the offer is made and accepted:
- Employment Specialist will work with you to coordinate an appointment with Occupational Health for the pre-employment screening. The individual must be cleared by Occupational Health prior to starting work.
- Individual will have to provide evidence of employment eligibility to work in the United States. Check this site for sample I-9 form ( Employment Eligibility Verification) and list of acceptable documents.
- All non-US citizens are required to go to the Office of International Student, Faculty & Staff Services (OISFSS) to be processed. (See memo from the OISFSS for more details on this process.) There are some links within OISFSS? web site that require a password. Obtain those passwords by contacting that office at (410-955-3371)
- All new employees will be scheduled to attend a day-long orientation session, generally within the first month after employment has begun. (Orientation is held every other Wednesday from 8:30 a.m. to 4:00 p.m. at the Training Center located at 2024 E. Monument St., Baltimore, Maryland 21205. The session includes an introduction to working at Johns Hopkins, general safety issues, and an explanation of benefits and choices. It is extremely important for staff members to attend orientation to ensure their enrollment in a benefit program.

You can find some tips for welcoming/orienting new staff members.
To ensure that new staff member is paid, make sure that you inform your departmental payroll contact of the new hire. That person will need to put the new staff member on payroll.