Creating and Filling a New AAP Position

Each department is responsible for submitting paperwork to create and then to fill a new AAP position. Please find below instructions on how to follow the process. Please Note: The Department may not offer to, or negotiate with, any candidate prior to position approval by University Human Resources and the Office of the Provost/Main Campus Finance Office.

  1. Position description. The Department Administrator and/or Senior Business Manager will prepare a completed Position Description, to include signatures of the AAP position supervisor, the Department Head (or Chair, Program Director, etc.), and the Dean. As indicated on the Position Description Form, an organizational chart must be included.
  2. HR evaluation. The department will send the completed Position Description to its designated HR Generalist, who will manage the evaluation process for the position description to determine grade and salary range, classification code, and Fair Labor Standards Act (FLSA) designation. When the job evaluation is completed, the HR Generalist will provide the grade (and salary range), classification code, and FLSA designation to the Provost/MCFO for position and budget approval.
  3. Budget review. If the Provost/MCFO has no questions about the new position, and provides position and budget approval, they will notify the HR Generalist, who in turn will establish the position in the HR Information System (Genesys), to include the Position Identification Number (PIN), and send the Department Administrator and/or Senior Business Manager a classification memo. At that time, the department may initiate the recruitment and selection process.
  4. Recruitment. Using a Recruitment Request Form, the Department Administrator or designee will complete all details pertaining to the position, including department name, department number, job title, class code, level, PIN, and hiring salary range for the level (not to exceed the hiring maximum). Note that the form requires a position summary, as well as the minimum requirements of qualification; this information may be found on the position classification memo provided by HR or within the Position Description itself. Further, the form requires indication as to who will receive the resumes, as well as whether the position is to be advertised only on the GU website or advertising should include external sources, with specific citations, such as washingtonpost.com, higheredjobs.com, hotjobs.com, or other external publications or websites. Once the form has been signed by the department head/chair, as well as by the Senior Business Manager, the Department Administrator will send for request to the Main Campus Finance Office for budget clearance for recruitment.

    In turn, the Main Campus Finance Office will send an approved Recruitment Request to the assigned Human Resources Generalist for posting. In most cases, a job notice for a vacant position will be posted to at least the GU website - for a minimum of at least five working days before a department may make an employment offer to any candidate. Please see Policy # 202, Job Posting, for full details.

    Please note that job posting to the GU website incurs no cost to the hiring department; however, the hiring department will incur the cost of job posting to external resources.

    Upon receipt, the Human Resources Generalist will post the position on the GU website, as well as to other sources, as specified on the form.

    As required by the University's Affirmative Action Office, once the position is posted, the Human Resources Generalist will send a recruitment letter to the person designated to receive the resumes, formally notifying that the position has been announced.
  5. Selection. The hiring department is responsible for conducting review of resumes, screening of applicants, interviewing of candidates, and selecting the best qualified. The department will make a written offer of employment to its selected candidate, requesting that the candidate, if accepting, so indicate by a reply letter.

    The department will notify candidates who were interviewed but not selected of the results of the recruitment process, thanking them for their interest and time spent in their candidacy.
  6. In-processing. No later than a new AAP's third day of employment, the Department Administrator will arrange for the employee's provision or completion of the following hiring documents: Academic Administrative Professional Request (be sure to indicate whether the employee will be full-time or part-time), to include the required signatures of Department Chair, Senior Business Manager, and the Dean); Georgetown University Employee Application, a curriculum vitae or resume, I-9 form, Employee Supplemental Data sheet, and tax forms (federal and state, and a Direct Deposit form (optional).
  7. The Department Administrator/Senior Business Manager will submit the hiring documents, along with a copy of the related Recruitment Request, to the Office of Faculty Records and Appointments, 650 ICC. Because the Office of Faculty Records is responsible for AAP inprocessing, do not send the hiring documents for AAPs to University Human Resources or the Provost's Main Campus Finance Office.
  8. In turn, the Office of Faculty Records & Appointments will key in salary information, distribution data, and will forward paperwork to MCFO. In doing so, a University NetID (e-mail) and GoCardwill be generated.

Notes:

The Office of Faculty Records and Appointments does not provide official appointment letters to AAPs.

All AAP employment records are maintained in the Office of Faculty Records and Appointments, 650 ICC.

For additional information regarding AAPs, please contact the Office of Faculty Records & Appointments at 687-6400.