Arts and Science Recruitment and Hiring Instructions

I. Pre-Recruitment

Review the job description to ensure accuracy of responsibilities and requirements. If you have any requested changes to the job description, please reach out to Arts and Science Human Resources to discuss.

Complete the FAS Vacancy Backfill Request Form. Once the position is approved, administrator and staff jobs are posted on Careers at NYU as well as these websites.  FAS recommends reviewing this list of additional organizations and job posting sites, in order to expand and help ensure a diverse candidate pool. If you would like to post the position to additional external sites or networks, you may discuss this with the recruiter.  

The hiring manager will receive an e-mail confirming the position posting details. Included in this e-mail will be a request to schedule a meeting with the recruiter to discuss your department’s recruitment strategy in more detail. 

II. Recruitment Strategy

Please review NYU’s Recruiting and Hiring Policy and Procedure and the NYU STARS Guide prior to finalizing your recruitment strategy with FAS Human Resources. These materials will provide you with important information, best practices, and additional resources related to recruitment, interviewing, diversity and inclusion, and mitigating biases during the recruitment and hiring processes.

  • Clerical/Technical Positions: Per the Office & Clerical (Local 3882) Union Contract, internal employees who apply for your position within the first five working business days of posting must be interviewed prior to any external candidates being interviewed. Arts and Science Human Resources will notify you of qualifying internal candidates after the fifth day.

III. Interviewing

All candidates selected for interviews must apply for the position through Careers at NYU prior to being contacted for a phone screening or in-person (or virtual) interview.  

The recruiter will work with the hiring manager to screen resumes and cover letters with a focus on relevant qualifications. All candidates of interest must be phone screened by the recruiter prior to interviewing with the department.

The hiring manager conducts a one-on-one interview, video interview, or participates on a panel interview. As the hiring manager and an interviewer, you play a key role in ensuring the Arts and Science employee selection process is conducted accurately and equitably. Before interviewing a candidate or serving on an interview panel, please review the NYU Hiring Policy and NYU STARS: Quick Tips for conducting effective interviews and complete the online course LDR 650: Interviewing for Exceptional Hires available on NYUiLearn.

If you have questions about the legitimacy of an interview question, please check with Arts and Science Human Resources BEFORE using the question during an interview.

IV. Skills Assessments

Skills tests, presentations, writing samples, or custom assessments can be used as part of the recruitment process to gauge a candidate's technical skills and ability to perform job related tasks. If you would like to include assessments as part of your process, please review the Assessment & Skills section of the NYU STARS GUIDE and partner with the recruiter to confirm appropriate and consistent assignments.  

V. The Finalist

The following steps must be completed before extending a contingent offer:

  1. The recruiter must meet with your finalist(s).
  2. The recruiter will contact finalist references and provide the hiring manager with a summary of feedback.

VI. The Contingent Offer

  1. The recruiter will work with the manager to confirm the proposed salary and start date. Once details are confirmed, the recruiter will make the verbal contingent offer. Hiring managers should not make any offers without FAS HR’s approval.
    • All contingent offers will be subject to the successful completion and analysis of the Criminal History Questionnaire.
    • Start dates must be no less than 10 business days from the date of accepted offer.* 
      * Please note that the earliest start date for any position will be determined based on the former employee’s vacation payout, which the budget will need to recoup.
  2. Arts and Science Human Resources will send an e-mail, copying the department, containing the contingent offer letter, Criminal History Questionnaire and additional onboarding materials.

VII. Complete the Requisition Form

Once the new hire has returned the signed offer letter, please submit the Close a Job Requisition Form in order to complete recruitment and start the onboarding process. 

VIII. Onboarding

  1. The NYU Onboarding Center will reach out to the new employee to complete onboarding tasks prior to their start date. Arts and Science Human Resources will provide the manager with the new employee’s University ID Number and NetID.
  2. The new hire will attend orientation meetings with the NYU Onboarding Center and Arts and Science Human Resources. The Arts and Science HR orientation date and time will be included in the offer e-mail.

Please review NYU’s Onboarding Employees for important guidelines on setting your new employee up for success. Arts and Science Human Resources will also provide the manager with onboarding checklists. 

Updated: 6/30/2022