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Appendix Resources

<Title of Position>

<Spring, Year> Search

Projected Timeline

January 19 – February 19     advertise position

February 19                           begin application review

February 24                           initial search committee meeting

March 9                                  committee discusses candidates for telephone interviews

March 12-13                          conduct telephone interviews

March 19-20                          schedule on campus interviews

March 30 – April 8                conduct on campus interviews

                        conduct reference checks

April 13                                  candidate evaluations due

April 20-24                            search committee makes recommendations & criminal background check sent

April 27                                  hiring recommendation paperwork completed and signed

April 27                                  informal offer made; request response by May 1

May 1 - 5                                formal offer sent

June 15                                   start date
 

Websitehttps://jobs.uncc.edu/hr

Guest User ID:  

Password:  

UNC Charlotte logo

The University of North Carolina at Charlotte

Charlotte, NC 28223-0001

<Committee member name>

<Date>

Dear <Position Name> Search Committee,

Thank you for your willingness to serve as members of the Search Committee for <position title> within the <Unit name> within the <Department>.  The search committee’s role is to identify and screen applicants for this position towards the successful hire of the next <position title>.

Timeline and Resources

The search formally began/begins on <date> and candidates who have submitted their completed materials by <date> will be considered for first review.

A guest user account has been set up for your online review of candidate materials.  You can access it at www.jobs.uncc.edu/hrwith the following login and password:

Guest User ID:  

Password:  

The committee will meet to discuss finalists for phone interviews.  Phone interviews will be held <dates>.  Upon completion of phone interviews, the committee will recommend no more than four candidates for on-campus interviews, which will be conducted as scheduling allows, preferably between <dates>.  At the completion of the on-campus interviews, the committee will recommend to the hiring authority all candidates who are appropriately qualified for the position with comments regarding each candidate’s areas of strength and growth, from which, and in combination with reference checks, the hiring official will finalize the decision in conjunction with the division designee towards making an offer to a candidate.  Should an appropriate candidate not be found in the initial pool, the position is open until filled and additional candidates will be considered. The start date for the position is proposed as <date>.

Equal Opportunity and Affirmative Action

As stated on the University’s website (https://legal.uncc.edu/policies/up-101.5):

The University of North Carolina at Charlotte recognizes a moral, economic, and legal responsibility to ensure equal employment opportunity for all persons, regardless of

●     race;

●     color;

●     religion, including belief and non-belief;

●     sex, including but not limited to

o  pregnancy, childbirth, or related medical condition, and

o  parenting;

●     sexual orientation;

●     actual or perceived gender identity, including but not limited to

o  gender expression,

o  transition status (including but not limited to physical transition),

o  transgender status, and

o  gender nonconformity;

●     age;

●     national origin;

●     physical or mental disability;

●     political affiliation;

●     veteran status; or

●     genetic information.

Upon request, the University will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship for the university. 

To facilitate UNC Charlotte's affirmative action efforts on behalf of disabled workers and protected veterans, individuals who qualify and wish to benefit from the Affirmative Action Plan are invited and encouraged to identify themselves.  This information is provided voluntarily, and refusal of employees to identify themselves as protected veterans or disabled persons will not subject them to discharge or disciplinary action.  Unless otherwise allowed by law, the information obtained will be kept confidential, except that supervisors and managers may be informed about restrictions on the work or duties of disabled persons and about necessary accommodations.

Administrative Guidelines and Confidentiality

The search committee is expected to follow the search guidelines as described in the UNC Charlotte Academic Personnel Procedures for EHRA Non-Faculty (https://hr.uncc.edu/ehra-non-faculty-administration/ehra-non-faculty-personnel-procedures).  All records will be kept by the search committee members while in use, then given to the search committee chair to forward to the Executive Director of Student Affairs to keep for three years after the conclusion of the search, after which they shall be destroyed.

The search committee is expected to keep all search information confidential due to the private and sensitive nature of searches and hiring.

Finally, I would like to extend my thanks for your thoughtful work in identifying excellent candidates for the <Position> at UNC Charlotte.

Sincerely,

<Hiring Manager Name>

<Hiring Manager Title>

Vacancy Open to

All Candidates

Employment Type

Permanent - Full-time

If time-limited, please indicate budget end date

 

Hours per week

40

Months per year

12

Position Number

011050

Other Initiator with Access

 

Career Band/Role

University Program Manager

Competency Level

Contributing

NC Salary Grade Equivalency

74

Classification Title

University Program Manager - Contributing

Working Title

Associate Director, Popp Martin Student Union

Salary Range

 

Does this position have a funding constraint?

Yes

If yes, maximum budgeted salary available

 

FLSA Status

Exempt

Division

Student Affairs

Department

Student Venues & Engagement

Work Unit

Student Union

Work Schedule

8:00 am – 5:00 pm; Monday – Friday with occasional evening and weekend hours required in conjunction with events schedule and staffing issues.

Primary Purpose of Position

The Associate Director is responsible for providing intermediate and long term direction for a multi-unit department comprised of operations, facilities, and programmatic initiatives for the Popp Martin Student Union. The Associate Director reports to the Director and oversees and administers the building management, professional and student employment, facilities maintenance, housekeeping, event management, technical services, , and programmatic spaces in the facility. They are responsible for guiding and leading efforts to identify services and programs that best meet the needs of the university community, and serves as an integral part of the departmental leadership team. They are also develops and manages a dynamic, highly functional, and effective team of professionals to carry out the goals and objectives of the department.

Minimum Education/Experience

Graduation from a four year college or university and at least three years of program administration experience; or an equivalent combination of training and experience, including supervisory.

Essential Duties Summary

●      Develop bi-annual operating budgets, in conjunction with the Director and staff, including fee-funded and revenue-producing initiatives (labor, equipment, supplies, utilities, contracts, insurance, etc.).

●      Oversee all human resource functions, directly or indirectly, for permanent staff and student employees, to include, but not limited to, position description development, selection, hiring, training, supervision, evaluation, counseling and grievance resolution.

●      Directly supervise four professional staff members, to include Assistant Director for Operations, Assistant Director for AV & Technical Services, Building Environmental Services Manager, and Maintenance Supervisor indirectly responsible for a staff of approximately 20 full-time staff and 100 student employees.

●      Develop, implement, promote, enforce, and evaluate policies and procedures for the Popp Martin Student Union.

●      Establish and maintain relationship with university Facilities Management, specifically related to zones, grounds, and all other departments within Facilities Management.

●      Ensure exceptional facility maintenance and housekeeping services that provide and maintain a clean, attractive, comfortable, and safe environment for all students, faculty, staff, and guests, while offering comprehensive and excellent customer service at all times.

●      Ensure compliance with University regulations governing fire safety, sanitation, employee and guest safety, building security, purchasing, and fixed asset and equipment inventory control.

●      Oversee the building management and hospitality services that ensure daily operations/events run smoothly and safely, providing a level of service and knowledge that defines the campus standard for excellence.

●      Oversee audio-visual operations, technology infrastructure, and reserved space for the Student Union, and other event-related campus space that support a wide variety of meetings, programs, and conference activities.

●      Provide logistical and other support to the Student Union Loading Dock operations and team.

Other Work Responsibilities

●      Serve as formal backup for the Director and department, officially representing the department as necessary and in the absence of the Director.

●      Develop long-range replacement and refurbishment schedules, advising Director on recommendations.

●      Collaborate with Director to devise short- and long-term strategic plans; translate vision and strategic goals into departmental initiatives.

●      Oversee inventory program and coordinate with fixed assets department.

●      Administer risk management initiatives for the department, ensuring all staff is properly trained and informed.

●      Develop and/or approve bid specifications, contracts, and schedules related to major equipment purchases and renovation projects.

●      As an “Mandatory Staff” position, report to the Student Union, as well as schedule appropriate staff, to assist during adverse weather for all operational needs, including additional responsibilities of clearing and cleaning of sidewalks, steps, building entrances and other areas of obstruction of snow, debris, ice, water, etc.

●      Keep Director informed of activities/issues through effective communication; provide data/reports as required.

●      Create a team environment of accountability and commitment for reaching goals; ensure team is developed to address departmental and University needs, as well as accomplish desired results.

●      Coordinate professional development opportunities for staff. Counsel staff for career development and recommend opportunities for growth and advancement.

●      Oversee and manage key access database system, building access system, building keys, and access audit process, as required by university policy.

●      Conduct appropriate assessment activities related to building maintenance, housekeeping, operations, services, staff development and other areas as needed.

●      Ensure collaboration and communication between Union/ and Reservations & Event Services in an effort to manage all details of events reserved in related facilities, including staffing, technology, setups, and requested equipment.

●      Ensure collaboration between Union Operations and Facilities teams, to manage all details of event and facility needs, focusing on efficient and excellent work processes.

●      Other duties as assigned.

Departmental Preferred Experience, Skills, Training/Education

  • Master’s Degree in Student Affairs, Business, Organizational Development, or related field.
  • 3-5 years’ experience in a student union environment or other related higher education student activities/facilities experience.
  • A comprehensive understanding of the role of a College Union on a University campus with progressive experience in union operations and/or supervisory responsibilities or personnel management.
  • Progressive supervisory experience with the ability to supervise staff ranging from student employees to technicians.
  • Experience working in organization with large number of student employees.
  • Staff development experience and human resource management skills.
  • Excellent customer service skills.
  • Outstanding verbal and written communication skills, and the ability to communicate effectively with students, faculty, staff, and visitors.
  • Excellent critical thinking and communication skills.
  • Experience with budget development/management.
  • Willingness and flexibility to work in unstructured situations at variable hours and on weekends.
  • Proven ability to manage and provide leadership for a diverse set of people, facilities, programs, and services.
  • Strong audio visual and technical knowledge.
  • Application of developmental concepts in the areas of advising, leadership development, and education programs.
  • Excellent computer skills (Apple computers, MS Office suite, Google, mainframe applications).
  • Ability to develop strong cross-departmental relationships and partnerships.
  • Web development skills a plus.

Necessary Licenses or Certifications

 

Job-Selection Criteria

  • Master’s Degree in Student Affairs, Business, Organizational Development, or related field.
  • 3-5 years’ experience in a student union environment or other related higher education student activities/facilities experience.
  • A comprehensive understanding of the role of a College Union on a University campus with progressive experience in union operations and/or supervisory responsibilities or personnel management.
  • Progressive supervisory experience with the ability to supervise staff ranging from student employees to technicians.
  • Experience working in organization with large number of student employees.
  • Staff development experience and human resource management skills.
  • Excellent customer service skills.
  • Outstanding verbal and written communication skills, and the ability to communicate effectively with students, faculty, staff, and visitors.
  • Excellent critical thinking and communication skills.
  • Experience with budget development/management.
  • Willingness and flexibility to work in unstructured situations at variable hours and on weekends.
  • Proven ability to manage and provide leadership for a diverse set of people, facilities, programs, and services.
  • Strong audio visual and technical knowledge.
  • Application of developmental concepts in the areas of advising, leadership development, and education programs.
  • Excellent computer skills (Apple computers, MS Office suite, Google, mainframe applications).
  • Ability to develop strong cross-departmental relationships and partnerships.
  • Web development skills.

Work Location

Student Union

Proposed Hire Date

12/03/2018

Departmental Contact Name

Morgan Meehan

Departmental Contact Email

morgan.meehan@uncc.edu

Departmental Contact extension

 

Contact Information

 

Special Instructions to Applicants

Please submit a resume and cover letter with your application.

●      These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

●      Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

●      Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Do you want to advertise externally?

No

Please list advertising sources

 

Account for billing purposes

 

HR Consultation Requested?

No

Quick Link

http://jobs.uncc.edu/postings/23992

Suggested Questions for Applicants

1. Describe your philosophy on the role of a Student Union on a college campus.
2. Please describe your experience developing budgets and managing finances. 
3. Describe your supervisory experience, please talk specifically about your experience in developing cohesive and motivated teams.

Is this a newly created position?

No

Name of Separating Employee

Morgan Meehan

UNC Charlotte ID #

801017116

Date of Separation

08/31/2018

Has an exit interview been scheduled?

No

 Applicant Documents

Required Documents

  1. Resume / Curriculum Vitae
  2. Cover Letter / Letter of Interest

Optional Documents

  1. Contact Information for References
  2. Other Document

<Position Title>

Interview Schedule

<Candidate Name>

<Date>

Day 1

3:15 p.m.         Airport Pickup 

                        (Driver name, and contact number)

6:00 p.m.         Dinner with (Search Committee member or Hiring Manager and contact number)

                        Driving Tour of Campus

                        Meet at hotel lobby

Day 2

8:00 a.m.         Pickup from Hotel

Coffee and Facility tour with (Search Committee member and contact number)

9:00 a.m.         Search Committee 

(List committee members names, and titles)

10:00 a.m.       Direct Supervisor/Hiring Manager

11:00 a.m.       Presentation

12:00 p.m.       Lunch with students

                        (List student names and Affiliations)

1:00 p.m.         Area AVC, Second level supervisor, or area Director and Title

2:00 p.m.         Break

2:30 p.m.         Unit Staff

(List committee members names, and titles)

3:30 p.m.         Campus Partners

List campus partners

4:30 p.m.         Depart for Airport

                        (Driver name, and contact number)

Phone Interview

Candidate Name:  ____________________________________                        Date:  _____________________________________

 

  1. Please tell us a little about yourself and why you are interested in the position?
  2. Tell us about your advising philosophy.  Explain an incident where your students challenged you.  How did you handle the situation? Would you do anything differently? 
  3. Tell us about an innovative/creative program you created for your campus community that you are most proud of?  What were the challenges?
  4. What are some of your unique skills and strengths that you bring to a team?
  5. What do you believe are the core components or philosophies about working with student leaders?
  6. What do you imagine will be the most difficult transition for you from your current role into this position if you were offered the job?
  7. Questions from them

Comments: (i.e. candidate’s strengths, limitations, etc…)

Overall Recommendation:

Recommend campus interview?          ____ Yes        ____ No

 

Search Committee – On Campus Interview

Candidate Name:  ____________________________________                        Date:  _____________________________________

 

  1. What skills and knowledge do you possess that make you uniquely qualified for the position?
  2. What part of the position do you find most interesting/exciting? What experience do you have that will help you to be successful in this position? What do you imagine will be the most difficult transition for you from your current role to this position?
  3. What would you do to create collaborative programs and relationships with various offices, organizations and the community at large.
  4.  What elements are important to your job satisfaction?
  5.  If you had to create a toolbox for student leaders, which can include tangible and intangible items, what would you include?
  6. Based on what you know about campus so far, what are some things we can improve upon for the programs that you will be working with? 
  7. Share an instance where you had to hold a student accountable.  What were the challenges?  What was the outcome?
  8.  How do you maintain balance and how do you assist the students you work with to do the same?
  9. What does your best day at work look like?

Do you have any questions for the committee?

Comments: (i.e. candidate’s strengths, limitations, etc…)

 

Interview Guidelines and Common Questions

Thank you for participating in this staff interview!  Your feedback is an important part of the selection process and your time with the candidate also helps the candidate better understand UNC Charlotte.

  1. Please select someone to start the interview.
  2. Introduce the interviewers and giving the candidate an opportunity to also do an introduction. 
  3. Ask questions that remain focused on professional skills and experiences.
  4. Leave at least 10-15 minutes at the end for the candidate to ask questions. 
  5. Responses should be authentic and represent the institution well.

Common Questions

  • Why are you interested in this position at UNC Charlotte?
  • What skills and knowledge do you possess that make you uniquely qualified for this position?
  • Share with us one or two programs you are proud of having developed and/or implemented?
  • How would the students at your current institution describe your style as an advisor, mentor or supervisor?
  • How would the staff you have supervised describe your leadership, management and supervision?
  • How do you motivate others?
  • Share the steps you took to assist a student in crisis.
  • Share a situation in which you managed a conflict.
  • What do you think are the core components of a programming board?
  • How do you releve stress?

Topics NOT to Ask about in an Interview

UNC Charlotte is an equal opportunity/affirmative action employer.  As such, and generally good Human Resources practice suggests, that we do not ask personal questions focuses on protected topics in hiring decisions.  

For example, it is not appropriate to ask about:

  • a person’s marital status
  • age
  • pregnancy or children
  • sexual identity (though it is certainly okay to ask how someone would prefer to be addressed). 

Do not ask additional personal questions of that candidate that may be intrusive or that the candidate may later believe were used inappropriately in the hiring decision. 

Candidate Evaluation Form 

Associate Director of Student Involvement

 

Candidate:___________________________________Interaction with Candidate:____________________________

Please rate the candidate on knowledge, skills and experience in each of the following areas, with a rating of 4 being the highest(this person is highly qualified) and a rating of 1 as the lowest(this person is minimally qualified).

 

Rating

Student Organization Administration (understanding of and ability to work with the unique needs of student organizations including recognition of risk and legal implications)

 

Student Organization Resource Development and Delivery (experience developing and delivering resources such as SORC, workshops, program planning support, consulting)

 

Advising student government recognition and funding processes

 

Student Advocacy (experience and understanding of appropriate role in advocating for student needs, resources and ideas)

 

Advisor education and support (experience delivering educational materials/workshops and consulting support for organization advisors)

 

Academic teaching experience (prefer leadership content)

 

Learning Outcomes development and assessment

 

Program evaluation

 

Leadership and strategic direction for the student organizations area

 

Budget development and oversight

 

Staff supervision (supervise, build successful teams)

 

Organizational skills

 

Communication skills (demonstrated ability to relate to and work with a wide variety of people, listening skills, articulates concepts clearly)

 

Collegiality (strong interpersonal skills, demonstrated teamwork, ability to engage with faculty, students, staff, alumni and guests)

 

 

1) Strengths of the candidate:

 

2) Potential challenges for the candidate:

 

Overall Rating:

_______       Highly Recommend

_______       Recommend

_______       Recommend with reservations

_______       Do not recommend

Any additional comments(include presentation feedback here also):

 

Please return this form to <Search Chair, Department, Room #>as soon as possible after your interview, and no more than one day following your interview: or scan/email <chair email address>.Thank you for your participation in this process.

Appendix 6

Telephone Reference Check

Under North Carolina General Statute 126, employment references solicited by the University are considered confidential and may not be released to the applicant, employee, or public.

Name of Applicant

Name of Reference

Reference’s Organization

 

 

 

Relationship of Reference to Applicant

Employment Dates of Applicant

Current or Last Salary of Applicant with Organization

 

From

 

To

 

year / month / hour

Title and Duties/Responsibilities of Applicant with Organization

 

 

Comments

Quality of Work

 

Quantity of Work

 

Attendance

 

Getting Along With Others

 

Ability to Supervise

 

Attitude Towards Supervision

 

Reason for Leaving 

(if applicable)

 

Would Reference Rehire Applicant?

 

Yes

 

No        If not, why?

 

Additional Comments

 

                     

 

 

Reference Obtained by

Date