Talent Acquisition

The search coordinator has three primary responsibilities:

1. Documentation

• Add required documents to applications as necessary
• In collaboration with the search coordinator, the initiator of the job posting will update all application statuses

2. Organization

• Support scheduling processes
• Send or retain the recruitment file once a search is complete. The recruitment file must include:
  • Interview Evaluation Form
  • Selection Matrix
  • Charge & Confidentiality Form
  • Applicant Reference Check
  • Search Completion Form

3. Point of Contact

• Serve as a buffer between the committee and candidates
• Ensure consistent messaging and discretion
• Call candidates
• Provide instructions
• Answer general questions or redirect to the correct person
• Obtain answers related to the position

Best Practices

• Any general questions from the candidates about the search process (scheduling, materials, etc.) should be directed to the coordinator.
• Maintain confidentiality. The coordinator should not share candidates' personal information with the search committee.
• During the interview stage, the coordinator should follow up with each candidate to confirm their appointment details (date, time, virtual meeting info if applicable, etc.).
• The search coordinator is expected to provide a great candidate experience. One should maintain a positive and customer-friendly attitude and remain responsive throughout the search process.

Please note that all candidates must be afforded the same equitable opportunity to interview. Examples of equitable interviewing practices include:

• Having the same number of interviewers present for all interviews
• Providing the same scheduling flexibility to all candidates
• Asking the same questions of all candidates
• Having the same diverse makeup of search participants present for each interview.

Search coordinators are encouraged to offer flexibility when scheduling interviews.

Interview Invitations

Emails to candidates should include the following information:

• Meeting platform (site location if in-person; link if virtual)
• Length of interview
• At least two date / time options

In addition, it is a best practice to provide the position's salary range when first contacting candidates for an interview. This allows candidates to remain in consideration or withdraw due to salary.

We created an optional invitation email template to assist you in this stage.

Virtual Interviewing Tools

Interviews can be conducted in-person or via web conferencing alternatives for interviewing, such as Zoom or Microsoft Teams.

Please see below for the current guidance and requirements for virtual interviewing.

• Hosting Phone Interviews Using Web Conference Tools
• How to Conduct Web Conference Interviews: Policies and Procedures
• Best Practices and Troubleshooting for Web Conferencing

For questions about virtual interviewing options, please contact the Talent Acquisition team at jobs@gmu.edu.

Microsoft Teams

Search coordinators are encouraged to utilize Microsoft (MS) Teams to coordinate an organized and efficient search. MS Teams is an enterprise-wide collaboration suite that lives within Mason’s Office 365 environment. For more information on MS Teams at Mason, please visit the Microsoft Teams ITS page.

MS Teams provides team members access to the following features:

• Team collaboration
• Chat
• Audio / video calling
• Screen sharing
• Meeting recordings and transcripts
• Calendar
• Notebook with OneNote
• Shared file storage with SharePoint (integrated with your OneDrive)
• Mason-branded virtual backgrounds

For more information on utilizing MS Teams during the search process, please see this Quick Guide.

Recruitment Notes