Overarching Role
Assist the Director of Faculty Recruitment, Chair, Executive Vice Chair and Division Heads in Faculty recruitment targeting excellent clinicians, researchers and educators.
Responsibilities
Organization: The Director and Assistant Director’s chief responsibility is to keep the recruitment process organized. This is organized in a Teams database that tracks all recruits (potential, past, present…)
Any comments & updates about recruits should be entered in the Teams database. The Teams database should always be updated in timely fashion with all relevant data we have for each recruit. Specifically, status/dates/summary comments should be up to date. It is not essential to upload CVs and feedback data to the Teams database, but it is also a wonderful thing to keep track of.
Statistics / Tracking: We use our recruiting database to track recruitment statistics to see how we are doing year by year and improve our strategies.
Finding Recruits: Will help explore ways to recruit NEW applicants. This will involve a variety of creative tactics to find new people:
- Improve recruitment page of the website.
- Create recruitment video for the department.
- Create gas works ad.
- Create Facebook / Instagram recruitment ads.
- Assist in writing language for recruitment emails, etc.
- Post adds on society websites (ASA, SPA, SCA…)
- Attend conferences to meet people and recruit.
Vetting Candidates: We (recruitment team) reach out to everyone interested in a job and have a vet call with them to find out their experience, interests, and assess if they would be a good candidate.
Tracking trainee interests: We try to track the career plans and interests of each of our trainees both in residency and fellowships in large parts so we can recruit them, but also to serve as career guide mentors to them even if they aren’t interested in staying here.
Navigating candidate progress: We feel like recruits can perceive a lack of interest (and become less interested in us) if we do not stay in regular communication and let them know where they are in the process. We try to stay connected regularly, so they know we are interested (when we are) and understand the reasoning if there are delays in certain steps. We also want to be a convenient resource for them for questions.
Dinners & Interviews: Would help identify faculty that would be good candidates to attend recruitment dinners. Would help encourage faculty to attend dinners.
- Ideally could summarize candidates (especially the strong candidates) and email all the faculty interviewing them so faculty are very prepared to help recruit the candidate ahead of their interview.
- Would attend some faculty recruitment dinners and would interview most faculty candidates.
Feedback: Would assist in reviewing and assessing the redcap interview feedback data.
Other Projects: The Director and Assistant Director will work very closely to work on projects together and there will be many “side projects” that will arise that the Assistant Director will take the lead on. Some examples of these side projects include:
- Improving the interview feedback system.
- Improving the pre-start date process (contract signing first day in OR)
- Improving website or audiovisual information that is utilized in the department for recruitment.
- The current process is that Dr. Sandberg sends an email to the candidates with their offer letter attached – it would be nice if we (recruitment directors) also sent a semi-individualized email congratulating them and offering to be there for questions.
- We could spend more effort coordinating recruitment with division chiefs and keeping them informed. We could think of a way to do this better.
The Director and Assistant Director should work constantly to think of creative ways to improve all facets of the recruitment process. This will involve innumerable interesting projects over the years.
Meetings: Approximately once a week the recruitment team will meet for approximately 30 minutes to discuss all recruitment. Every other week we meet with leadership to run through all the active recruits.
Administrative Support: Since the administrative duties would not fall under the clinical division’s AA, the AA for the executive assistant would be available for all activities related to faculty recruitment.
The Administrative Assistant will coordinate administrative tasks such as meetings, dinners, and calendar invites. The Recruitment Director & Assistant Director would provide recommendations to assist in planning.
Limitations: Would provide basic standard financial information about the contract to applicants. Any special circumstances (bonuses, stipends, etc.) would be deferred to Executive Vice Chair.
- Questions about titles (Associate or Full Professor) or leadership positions (Division Head, Vice Chairs), or % Academic Time would be deferred to the Chair, Executive Vice Chair, Vice Chair of Faculty Affairs, or Vice Chair of Research (or any other relevant leaders).
- Would defer information about where the recruit would spend their clinical time with the Executive Vice Chair, Vice Chair of Clinical Affairs, and Division Heads but assist in overseeing those discussions, setting expectations, and finding out people’s interests.
- At the present time Melanie and Steve are writing all offer letters, submitting them to Interfolio and sending offer letters to the applicants.
- At the present time Mark Rice is calling references for each candidate, however this could change in the future.