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Hiring

Overview

The hiring process at Tufts involves four major steps: posting the job, conducting interviews, making an offer, and onboarding. The individual steps vary depending on the position type, each of which is outlined below.

Current employees can use our applicant-tracking database, Taleo (accessible through the Careers at Tufts site) to apply for staff positions at Tufts. Human Resources recruiters use it to manage job postings, and hiring managers can use it to manage candidates. Taleo job aids are available to assist managers as they use the system.

Faculty Appointments

Please consult your Office of Faculty Affairs.

Hiring Staff (including limited-term direct hires)

Writing the Job Description
Job descriptions help managers and their staff in a number of ways:

  • To summarize the general responsibilities and competencies of a position
  • As a tool to use in the course of hiring new or additional staff
  • To work with the HR team to determine career ladders, review compensation data and manage internal equity
  • As a framework for reviewing performance

Your Human Resources Business Partner can help you summarize the primary functions and core duties for each position.

Standard Job Descriptions are available for most administrative, research, and program or project positions. You can get copies of these job descriptions and salary ranges from your Human Resources Business Partner.

Creating a New Job Description - You do not need to create a new job description each time you have an opening. If there have been substantial changes to an existing job or a new position has been added in your department, contact your Human Resources Business Partner and we will work through the process with you.

Job Posting and Interviews

  • HR posts job to Taleo and advertises the opening
  • HR works with hiring manager to determine the process for filtering applicants, reviews resumes, and handles initial screenings via phone
  • Hiring manager conducts interviews with pool of finalists

Making an Offer

  • Hiring manager chooses a candidate and communicates this to HR
  • HR conducts background/reference check, makes offer via phone
  • After candidate accepts offer, written offer is sent via email

Background Checks
Human Resources provides guidance and may conduct background checks on prospective and current faculty, staff, students, volunteers, and contractors, depending on the responsibilities of the position. For more information on this policy, please see Tufts University Background Check Procedure.

Some jobs may require additional certifications for specific work environments or incompliance with licensure, law or regulations. If you are a manager, please contact your Human Resources Business Partner to discuss the process, policies, and procedures around background checks for new or current jobs within your department.

Onboarding

  • Within 3 business days of the employee’s starting date, they must complete form I-9 and present documentation to verify identity and work eligibility. This can be done during orientation or at the TSS office.
  • Refer to the New Hire Orientation Manager's Checklist for additional onboarding tasks. Managers can access the checklist through the Tufts Learning Center (Skillport). 

Hiring Post-docs

Job Posting and Interviews
Post-docs are interviewed and chosen by faculty

Making an Offer

  • If the candidate is international, the International Center uses the International Scholar Database to start J-1 visa process
  • Offer letter is sent (if the candidate is international, offer letter must be sent with visa info)

Onboarding

  • Submit a New Hire PAF 2 weeks before the candidate’s start date.
  • Get necessary PAF approvals (budget, TSS, HR)
  • All post-docs must go to the TSS office for I-9 document verification within 3 business days after being hired

Hiring Temporary Employees

Hiring via an Agency
Hiring managers can contact preferred vendors directly to fill temporary staffing needs.

Hiring Directly
Hiring managers wishing to hire a temporary employee directly must complete an ePAF in PeopleSoft (or have their department admin do so) 2 weeks before the candidate's start date.

If hiring a temporary employee or contractor who will need access to Tufts email or other systems, please complete the TTS Affiliate Account Request Form.

Hiring Students (including teaching and research assistants)

Job Posting and Interviews

  • Hiring manager consults Student Employment Manual for info on policies, pay rates, and procedures
  • Hiring manager posts job on Student Employment site
  • Hiring manager handles interviews

Making an Offer
Once a candidate has been chosen, the hiring manager must complete the hire on the On-Campus Employer site and complete an ePAF in PeopleSoft (or have their department admin do so) 2 weeks before the candidate’s start date. This is the case for both Tufts and non-Tufts student employees.

Onboarding
The student receives an email from TSS explaining how to enter their payroll information, which they need to enter within 3 days of being hired & then go to the TSS office for I-9 document verification.