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Hiring Events

Hiring Events

Oct 11, 2017

Hiring Events are used as a method of recruiting and assisting prospective employees with the application process. Hiring events are scheduled twice a week, depending on the availability of the facility and department needs.

Components

  1. Signage - set up banner and other materials to help guide job seekers to your station

  2. Job Documents - prepare your documents ahead of time and set up near the entrance door

  3. Presentation/media - set up media for youtube video (ask for projector remote, headphones, etc)

  4. Computer Access - ask area staff to unlock computers for job seeker access

  5. Get/Find UT EID - determine if job seeker is a previous employee or has applied at UT

  6. Resume Review - assist the job seeker in completing a resume that determines if individual meets minimum requirements

  7. Interview Scheduling - upon completing application, schedule interview with job seeker (Currently: Wednesday evenings 6-9  PM in FC1 1.118C)

Before the Hiring Event

Ensure that you have arranged transportation by scheduling a UT vehicle to check out
Locate signage for event
Print 30 or so copies of the Job Posting (subject to change)
Print 30 or so copies of the Application Instructions (subject to change)
Print 30 or so copies of the Interview Confirmation (FC1 Parking Map for Hiring Events - located in File List)
Print 1 Interview Tracking Sheet
Print 1-2 double sided sign-in sheet (subject to change)
Organize "Other Docs" - ensure that they are all up to date
(If possible) Call prospective employees with information about Hiring Event and ask them to attend

Day of Hiring Event

Make sure that the event has been added to your calendar and communicated to the department
Set up an "out of office" email if you need to!
Check out vehicle keys a few minutes before leaving, and remember to take the signage with you
Place job documents in a bag or carrying case
After arriving, set up documents on table or available space near hiring event entrance or resource area: Business Cards, Job Posting, Application Instructions (WFS-North only: Workforce Application docs)
When settled, ask each individual to sign in (WFS-North Only: Ask them to complete the Workforce Solutions application)
Start the presentation by explaining job position and show recruitment video (tinyurl.com/csrecruiting). May be done a few times during event to walk-ins
Mention that the application requires an email and electronic resume to apply and proceed to assist with application
Ensure that the individual meets the minimum requirements and has an electronic resume that shows the qualification CLEARLY (HR requires month/year start and end dates to each job experience to qualify the individual)
Help the job seeker create a UT EID (ensure that they DO NOT make a duplicate) - use the FIND MY EID function and ask the job seeker to enter the email they provided when they last applied or worked at UT Austin
(if needed) Use proprietary software to make a resume that includes qualifications, ensure the basic contact information is added (including email)
Assist the job seeker apply by showing them the process, including uploading the resume in Document Management
When they have completed the application, and meet all requirements, invite them to the interview and give them an interview confirmation document. Add the date of interview and provide clear and concise interview instructions. Advise them to check their email when they get home to ensure they are confirmed
(if possible) Send email to Recruiting Team (currently: Elizabeth Saavedra, Rachel Phillips, Denise Schmidt, CC: cs-recruitment@austin.utexas.edu) with table of scheduled interviews - one of the members will send confirmation emails and enter each candidate into SharePoint Recruiting
When there are no more job seekers to assist or when the event has ended, pack up materials and drive back to FC1, ensure vehicle log is complete

After the Hiring Event

Scan and save the hiring event sign-in sheet and save to the Common>Recruitment - Job Postings>Advertising-Marketing>Workforce Solutions. (Save as Recruiting Event Sign-In Sheet 00.00.00)
WFS North Only: Send sign-in sheet by email to Business Representative (Currently: Robert Doherty)
Update recruitment table and/or send the scheduled interviews email to Recruiting Team
On interview days, ensure signage for candidates are placed in proper areas on first floor