How to Hire for a Staff Position

Talesa Kung handles staff hiring for 2 categories of Staff Positions:

  • Casual positions are those involving work that lasts less than 900 hours.
    For these positions we can request a waiver request to hire without a formal recruitment.
  • Career positions involve work lasting more that 900 hours (even if they are not indefinite appointments).
    Hiring for these positions must be done through a recruitment.

Casual Positions

Hiring on a casual basis through a recruitment waiver:

Before proceeding, it is recommended that the PI or supervisor consult with Talesa about the nature of the work and expectations regarding the pay rate. Talesa can provide samples of job descriptions for similar types of positions. For the Laboratory Assistant series, we have guidelines illustrating the types of duties typical for each classification level.

To move forward with the process, Talesa will need two items, which should be sent to him as email attachments:

  1. A formal job description covering the duties of the position and the qualifications required to perform it. This will be submitted for classification to determine the payroll title of the position, which in turn sets the parameters for the pay rate.
  2. A memo, addressed to Heidi Hoffman, requesting a waiver of normal recruitment process, containing the following information
    (Talesa can provide samples):
    • Percentage of time, start date, and duration of appointment
    • Justification for waiving recruitment (unique qualifications needed; difficulty of recruiting in time available; short period of appointment, etc.)
    • Funding source for the position

If the waiver is approved, the person to be hired should contact Talesa by phone (2-8475) or email (talesa@berkeley.edu) to make an appointment to sign hiring paperwork. He/she should bring the following materials to the appointment:

  1. Passport or 2 other forms of ID (Other forms can be a drivers license, UCB student ID card, or California State ID. With any of these you will also need your Social Security Card or Birth Certificate.)
  2. Visa and work authorization documents (for non-citizens)
  3. Social Security card/number
  4. Optional: Voided check (to set up direct deposit)

Career Positions

Recruiting and hiring for a career staff position:

Before proceeding, it is recommended that the PI or supervisor consult with Talesa about the nature of the work and expectations regarding the pay rate. Talesa can provide samples of job descriptions for similar types of positions. For the Laboratory Assistant series, we have guidelines illustrating the types of duties typical for each classification level.

Information needed:

  • A formal job description, including:
    • Description of duties (Talesa may be able to provide examples of previous jobs in similar fields.)
    • List of qualifications required
    • Estimated salary range and/or desired title (if known). For the Laboratory Assistant series, we have guidelines illustrating the types of duties typical for each classification level.
    • Percentage of time and duration of position
  • PEM form identifying physical, environmental and mental requirements of job.
  • Funding source for the position

(Note: Job Card and PEM templates can be obtained from Talesa via email)

The PI or supervisor should go over the recruitment process with Talesa so that they are familiar with what is needed to make it run smoothly and avoid delays. In summary the steps in the recruitment process are as follows:

  • Campus HR reviews the job description and establishes the job title.
  • The position is listed (usually for a minimum of 2 weeks) on the UC web job listing at http://jobs.berkeley.edu
  • Applications can be viewed on line by supervisor/interviewers once the job closes.
  • Interviewers will need to rank each applicant as to whether they meet minimum qualifications, etc. (Talesa will provide a list of the categories).
  • Names of those chosen for interview and the interview dates should be sent to Talesa before the interviewing starts.
  • After interviewing and selecting a candidate, supervisor should inform Talesa of the individual chosen and provide:
    • Proposed salary (note: if a salary above the minimum will be offered, it will need to be approved by the College before an offer can be made – check with Talesa for details.)
    • Start date
    • List of questions used in interview
    • Interview Data Form (IDF) detailing candidates interviewed and why they were deselected.

After the supervisor has forwarded the above information, the successful candidate should contact Talesa by phone (2-8475) to make an appointment to sign up. He/she should bring following materials to the appointment:

  1. Passport or 2 other forms of ID (Other forms can be a drivers license, UCB student ID card, or California State ID. With any of these you will also need your Social Security Card or Birth Certificate.)
  2. Visa and work authorization documents (for non-citizens)
  3. Social Security card/number
  4. Optional: Voided check (to set up direct deposit)

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