Skip to content
Office of Human Resources

Job Posting Process

Navigation Sidebar
EXPLORE MORE

The job posting process can be broken into a few specific steps, which are described in detail below.

Defining the job

A key part of leading a team is preparing for and responding to changes that impact the team: its priorities and focus, workload, work processes, and team members. It’s important to regularly assess your overall operational needs, including future needs. You’ll want to review current processes and business practices to ensure high efficiency and high quality.

If it’s determined that you need a new position on your team or the job responsibilities of an existing position have changed, it’s important to clearly define the new or revised job description so that it accurately reflects the duties and responsibilities of the position. This will be the foundation for recruiting, developing and retaining talent. It will also set the stage for optimum work performance by clarifying responsibilities, expected results, and evaluation of performance. It is also an important component to maintaining an equitable compensation system and ensuring compliance with both University policies and legal statutes.

Your first step in defining the job will be to consider the objectives and responsibilities of the position. These, along with other key aspects of a job like qualifications, scope, physical requirements and hazard assessment, should be documented on the University’s job description form. Explore tips for populating and formatting the job description template in the drop-down below.

Tips for populating and formatting the job description template

In some instances, it may be appropriate to gather input from the incumbent(s), specifically if there are a small number of people in the position (3 or fewer) and if there is ambiguity regarding the position’s responsibilities. If an employee provides input, the supervisor retains responsibility to review the final job description and complete review and approval steps with their HR Business Partner. If you are unsure of the information necessary, please consult with your HR Business Partner. There are several new job codes and functional job classifications post-CPM (Career Path Modernization)

  • Section 1:
  • Section 2 ‘General Purpose’:
    • A high-level summary of the work this role completes, typically 3-4 sentences. Do not include statements regarding level of independent judgement or discretion
  • Section 3 ‘Job Duties and Responsibilities’
    • Responsibility:
      • No unnecessary acronyms, jargon or abbreviations
      • Each duty listed begins with a verb ending in “s” (Example – “Creates new content.”
      • Each duty listed should have a period at the end of the sentence.
      • “Other duties as assigned.” Should always be the last line item, and does not require an associated percentage of time
    • Percentage of Time:
      • Percent of time must be entered, and typically should not exceed 25%
      • Responsibilities should be listed in order of higher percentage of time to lowest.
      • Total percent of time must equal 100%
    • Essential Function:
      • Y or N populated for each line
    • Remote Work:
      • Y or N populated for each line
  • Section 4: Qualifications
      • Education: The lowest level of education required to successfully complete the role
        • ‘Required’ or ‘Preferred’ must be included for any education listed
      • Experience: The lowest amount of experience request to successfully complete the role
        • Only one year amount should be listed (example – if you feel 3-4 years are needed, we would use ”3 years required”.
        • ‘Required’ or ‘Preferred’ must be included for any experience listed
      • Knowledge Skills and Abilities
        • ‘Required’ or ‘Preferred’ must be included for any listed
      • Certification
        • Required’ or ‘Preferred’ must be included for any listed
        • If required, list within what timeframe (upon hire, within 1 year, etc.)
        • Write out full name of certification, no acronyms
  • Section 5: Scope
    • Only one level (box) should be selected for each job scope question, with the exception of Financial Responsibility, which can have more than one selected
  • Section 6: Hazard Assessment
    • Y or N populated for each line
  • Section 7: Sign Off
    • Required approvals populated, including department head’s signature

Once complete, the new or revised job description should be shared with your HR Business Partner to begin the review process. If a new job is created and current (incumbent) employees should be transitioned to the new job code, please discuss this with your HR Business Partner as you’re working through the job review process.

Ensure your manager and any other key stakeholders are appropriately involved throughout this process.

Obtaining approval to fill the position

Initiate the “Create Job Requisition” task in myURHR Workday. Each department has designated trained staff who have access to complete the Job Requisition task. If you are unsure of who in your department can complete this myURHR task, please contact your HR Business Partner.

Once the appropriate department and Finance approvals are obtained in myURHR, Employment Services will be notified through the system and will complete the posting process. If you have questions for Employment Services, they can be contacted at hrscreqs@rochester.edu.

Posting the opening

Once a position is approved, it will be posted to the University of Rochester careers website and distributed to a number of job boards, including Indeed.

Advertising your opening

Positions should be advertised after they are approved and posted on the University jobs website. MyPath offers self-guided training on posting positions externally in the “Hiring Process Bundle.” For all external advertisements, the below must be followed:

  • A copy of the advertisement and where it was placed must be kept for three years in the department to comply with legal requirements.
  • Advertising budgets are maintained at the department level and any external job advertising costs are paid for by the associated department.

To communicate our commitment to diversity, all advertisements should include the University’s Equal Opportunity statement:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better.

In support of our values and those of our society, the University is committed to non-discriminate on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

 

Diversify Your Advertising

Build a Diverse Candidate Pool

The University of Rochester Office of Diversity and Inclusion curated a list of professional organizations, academic associations, and publications and websites that focus on diversity.

To help you find strong candidates, consider whether there are professional associations where the position should be posted and reach out to them. Build a diverse candidate pool by posting with organizations or publications focused on diversity.

View associations

All Recruiting & Onboarding Resources