Recruiting and Hiring
In a supervisory role, you share responsibility for providing exceptional service to the university’s students, faculty, staff, alumni, and external customers. You need to hire talented people with the right qualifications to be personally successful and to help ensure the university meets its goals and objectives. Learn more about:
- Job Requisitions
- Hiring Procedures
- Pre-Employment/New Hire Processing
- Concurrent Employment Procedures for Staff
When you have a job to fill, JHUjobs Hiring Manager Administration is used to create personnel requisitions.
A guide has been developed to assist SoM managers in submitting job requisitions.
- The classified job requisition is assigned to an employment specialist by Compensation (see A-Z HR Staff for a listing of employment specialists within the Homewood Divisional Office)
- The employment specialist will post the position on JHUjobs within 48 hours of receiving the requisition. The position will be posted for at least five days, or until the position is filled.
- The employment specialist will work with the hiring supervisor to discuss and agree upon job specifications, possible applicants, and/or external advertisement(s). If additional print/external web advertising is agreed upon, the employment specialist may draft advertising proof for hiring manager to review and approve.
- The employment specialist will screen resumes and qualified applicants/resumes will be electronically forwarded to the hiring manager.
- The hiring manager should provide feedback to the employment specialist regarding the applications, and should eventually select (approximately three to five) qualified applicants for interviewing. (Note: Before the interview the applicant must complete the university's on-line application at JHUjobs.
- The employment specialist will set up the interviews and conduct the first interview at 3400 North Charles Street, W-600 Wyman Park Building, Baltimore, MD. During the interview, the applicant will be given the Consumer Background Check Release Authorization Form, a copy of “Summary of Your Rights Under the Fair Credit Reporting Act”, and then asked to sign the Background Check Release Authorization, Educational Verification, and Employment Verification forms. If the applicant successfully completes pre-employment testing (if applicable) and the initial interview, the applicant will be sent to be interviewed by the hiring manager. The hiring manager must complete the disposition for each interviewed applicant. The background check and two reference checks must be completed and returned to the employment specialist before a final offer, contingent on the background check, can be made.
- The hiring manager confers with the employment specialist regarding his/her assessment of the candidate(s) and collaborates to determine the appropriate new hire selection.
- The employment assistant will:
- Forward the applicant information to ADP Screening and Selection Services for completion of the background investigation.
- Complete educational verification and check references prior to offer.
- The employment specialist and hiring manager will confer regarding reference verifications. If the hiring manager conducts the references, the original reference check forms must be used and forwarded to the employment specialist.
- The employment specialist will then confer with the hiring manager/department administrator and human resources manager (if applicable) to determine appropriate starting salary and start date.
- The human resources representative will then extend the job offer with salary information, contingent on background check results, to the selected candidate. University policy requires that any offers of employment be extended by a representative of the divisional human resource office.
- If the applicant rejects the offer, the employment specialist will confer with the hiring manager/department administrator and human resources manager (if applicable) regarding other applicants or a new applicant search.
- The employment specialist will generate the hired candidate information report and forward it to the designated department administrator and/or payroll coordinator.
- On his/her start date, the new employee must first report to the Homewood Divisional Human Resource Office, 3400 N. Charles Street, Baltimore, MD 21218, W-600 Wyman Park, for new hire processing (unless otherwise instructed by human resources).
Hiring Procedures (SON/SPH)
Here you can link to a document explaining the work flow for hiring new staff at the School of Nursing and Bloomberg School of Public Health.
The hiring manager submits a requisition and job description, and the appropriate ISR(s) for a new hire or replacement hire. The requisition and job description are then reviewed by the compensation department to determine the proper classification, conferring with the hiring manager as needed.
The assigned senior employment specialist then contacts the hiring manager to discuss a sourcing strategy, the job requirements, and salary parameters. The requisition is then posted internally at JHUjobs, plus any agreed upon external sources.
The senior employment specialist will then review and screen applicants, referring qualified applicants to the hiring manager. The hiring manager then selects applicants for interviews, and conducts the interviews, in coordination with the senior employment specialist.
Once a final candidate is selected by the hiring manager, the human resources office performs required background checks and reviews employment references. The contingent salary offer is made by the senior employment specialist, after discussion with the hiring manager. An offer letter is prepared by the senior employment specialist.
Hiring Procedures (SOM)
- When you have a job to fill, you need to create a personnel requisition through JHUjobs Hiring Manager Administration
- Your requisition should include a job description outlining the areas of responsibility for the position. Some tips on Writing Effective Job Descriptions can be found in the Salary Administration section of this Managers/Supervisors area.
- You will also need to determine how many hours per week the job will require. Use the Personnel Policy Manual to determine whether the position should be full-time, part-time, limited-time, casual, or temporary.
- Keep in mind that all appropriate departmental approvals must be completed before you submit the requisition to human resources. New positions not funded through sponsors must be approved by Rich Grossi, chief financial officer for Johns Hopkins Medicine. Direct and restructured replacement positions do not require this approval. New positions funded through sponsors have budget numbers indicating their funding source, which 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 and a SAP position number is provided to human resources.
- Once human resources receives the position number, the position is reviewed by the compensation group and assigned a role, level, range and title. The compensation analysts will discuss the position with the supervisor as needed to get a better understanding of the position before finalizing.
- The requisition is then sent to the employment group, who will post the position online at JHUjobs 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. Your employment specialists will identify both internal and external candidates for you to consider. After you review the candidates, remember to document your applicant disposition at JHUjobs.
- After you have reviewed candidates in JHUjobs and are ready to make a conditional offer, you should work closely with your employment specialist to check references , verify educational background and professional licensures, and conduct approved testing. You should remind the applicant that no offer is final until approved by human resources, including acceptable return of references, verification of degrees/education, employment verifications, criminal background check and credentialing.
- Some new hires, including physician assistants, nurse practitioners CRNA, genetic counselors, and clinical associates, will need to be formally credentialed prior to starting work. This process can take up to 120 days.
- Prior to making the offer, you should discuss with your administrator, department designee, or employment specialist in human resources an appropriate salary for the individual based on his/her experience, as well as internal equity considerations. If the discussion is with human resources, the salary must still be discussed and approved by your administrator or department designee before the offer is made. Please keep in mind that salaries of other comparable positions in your group, department and school, as appropriate, are reviewed to ensure equity is maintained within the university.
- Once the offer accepted, the 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. The individual will also have to provide evidence of employment eligibility to work in the United States. All non-US citizens are required to go to the JHMI International Student, Faculty, and Staff Services to be processed.
Pre-Employment/New Hire Processing
Homewood: On the new hire's first day of employment, they should report to the Human Resources office located at 3400 N. Charles Street, W-600 Wyman Park, Baltimore, MD at 8:45 a.m.
New hires should then take their authorization to obtain their J-Card ID to the ID office at Garland Hall.
School of Medicine: Once an applicant has accepted an offer, the applicant will be contacted by human resources to schedule pre-employment processing. During this appointment, the applicant will complete an electronic I-9 form and all new hire paperwork (including criminal background check release forms, employment verification forms, and degree verification forms). The applicant will them receive a new hire packet which includes information such as job description, employment location, hours, and parking.
The applicant will then proceed to the Office of Occupational Health, where they will:
- Complete a medical history questionnaire
- Discuss past medical history as needed
- Have a TB test administered (a chest X-ray will be performed if TB test has been positive in the past)
The pre-employment physical for positions in clinical areas generally requires immunization against mumps, rubella, measles, chicken pox and hepatitis B. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam, except for those employees who provide results of blood tests from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office. Please be aware that should an applicant require vaccination for chicken pox, the vaccine is administered in two doses given six weeks apart. University policy is that individuals will be placed off work without pay between the two doses.
The applicant will return to Occupational Health by appointment, normally two to three days later for test results and a pre-employment physical. When cleared, Occupational Health sends the applicant back to human resources for completion of any remaining processing requirement.
SON/SPH: Once an applicant has accepted an offer, the final candidate is scheduled for a pre-employment medical screening. Upon clearance, a start date is determined.
The human resources office prepares the "Hired Candidate Information" report and sends it to the new hire's department, which will submit the appropriate ISR(s).
The new employee is expected to report to the human resources office on his/her start date for new hire processing.
Johns Hopkins University participates in the federal E-Verify program, an Internet-based employment verification system operated by the Department of Homeland Security (DHS) in conjunction with the Social Security Administration (SSA). The system allows employers to search and compare the information provided by an employee on the Form I-9 against records in DHS and SSA databases to confirm the employee is eligible to work in the United States. If the government cannot confirm that that the new hire is authorized to work, the university is required to provide him/her with written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against, including terminating employment.
Within the first three days of employment, all new university employees are required to complete Section I of the Form I-9 and e-verification processes. Learn about the I-9 and E-Verify process. In addition, all new hires must complete the necessary state and federal tax forms.
Concurrent Employment Procedures for Staff
Concurrent employment within the university is defined as working additional positions in a department that is not the primary department, or working additional positions in the same department on an on-going basis. The guidelines in Concurrent Employment Procedures for Staff address typical situations; other circumstances must be reviewed with the appropriate HR divisional office to ensure that the appropriate course of action is taken for a specific situation.