If it is time to start hiring, here is an overview of the process with links to the resources you will need.
The first part of this article details the technical steps for listing the job application. The second part of this article explains the interview steps. For an overview of the entire process from start to end, see the hiring process flowchart listed at the bottom.
Part 1: Listing the Application
Step 1: Activate the job listing on UVU Jobs
To do this, the Hiring Specialist needs to send a message to HR. Please CC the director.
Example message:
Hi [Name]! Could you post the Digital Marketing Specialist role on UVU Jobs? We would like it to be open from [date] and end [date].
Inside the listing, could you add the following questions?
- What is your UVU ID? (I believe this is already there on default)
- What is your major?
- What month and year do you graduate?
- Why do you want to work at Green House?
Thank you!!!
Step 2: Request access to Neoed
Also in the message to be sent to HR, ask them to get you access to Neoed.
Note: It will take a bit of time to get you access, so request it now so that you access by Step 7.
Step 3: Determine the graduation requirement
Verify the graduation cut-off date with the director. We want to try to keep employees for a minimum of three semesters.
Step 4: Notify the hiring waitlist
Once the job is posted to UVU Jobs, you should review the waitlist form entries that we've collected through our website. Then, send a hiring announcement email to everyone on that list who meets our requirements. We do this so that the people on our waitlist are first to know we are hiring!
Step 5: Link job listing to our website
Next, you will remove the waitlist form on our website and replace it with the current job application.
Step 6: Get the word out
HR can blast out an email to the marketing department to get the word out quickly. Send them a message and CC the director.
Example message:
Hi [Name]! Could you blast out that we are hiring through your channels?
Short Blurb:
Green House Sales & Marketing, a student-run agency at Utah Valley University, is looking for a passionate Digital Marketing Specialist to help shape real-world campaigns for actual clients. This role offers a unique opportunity to gain hands-on experience in marketing all while working alongside industry professionals and your peers. This is a unique opportunity that you won’t find anywhere else!
If you’re a UVU student who is confident in your direction towards marketing, eager to grow your skills and collaborate in a vibrant environment, click the links below to learn more!
Who is Green House? (Hyperlink to GreenHouseUVU.com)
Apply Now! (Hyperlink the link to the active job application)
Step 7: Set up your signature in Outlook
View the instructions here.
Step 8: Set up your booking page
View the instructions here.
Step 9: Set up templates in Outlook
View the instructions here.
Step 10: Learn how to access Neoed
Neoed is our hiring software that serves as the backend for job listings and manages the hiring funnel. To get to Neoed, go here and click Employee Resources > Employee Services > UVU Jobs Employment Site. If you do not have access, contact HR.
Step 11: Edit the workflow
Inside Neoed, you will need to set up the workflow every time there is a new listing. View the instructions here.
Part 2: Interview Steps
You will be reviewing resume screenings and conducting interviews as candidates apply. You will also manage the hiring funnel. The following steps are part of this funnel. Please review the funnel stages before proceeding.
Step 1: Reviewing resumes
New applicants will start as "Referred." Review every resume and grade them according to the grading rubric. Candidates who score 3 or higher are moved into the "Interested" category, while those scoring below 3 are placed on "Hold."
Note: Be sure to take detailed notes on why a candidate was placed on hold so that, during meetings with the director, they can be confidently and efficiently rejected.
Step 2: Phone interviews
It's helpful to record resume "grades" (from Step 1) under the Rating column to quickly identify who to call first. Prioritize internal referrals, then work your way from 5-star to 3-star candidates. Once you've sent an email to schedule a call, move the candidate to "Phone Interview."
Step 3: In-person interviews
Notify the director that you're starting to send candidates for in-person interviews, and get the green light from him. If a candidate passes the phone interview (see grading rubric), provide the director with a brief summary of your notes and initial impressions. Then send the candidate an email to schedule a meeting with the director. One your email is sent to them, move the candidate to "In-Person Interview."
Step 4: Hired
You and the director will make the final hiring decision together. Once a candidate is selected, you will call them to extend the job offer, confirm their start date and hourly salary, and inform them to expect an email with the next steps.
Step 5: Reject those not hired
If they came for an in-person interview, send a personal email to them (see email templates). Otherwise, the director will reject the other applicants through Neoed.
Hiring Process Flowchart
