How to Post a Vacancy

IDENTIFY YOUR STAFFING NEEDS:

Carefully assess your department/area to accurately determine the scope of the vacant position.  Factors you will want to consider in this assessment include:

  • Why has this vacancy arisen? (e.g., leave of absence, new project, increased demand, re-organization of work)
  • How long will this position be required? (e.g., to the end of the project, for the duration of a leave, ongoing)
  • Does this position exist elsewhere in the University? (e.g., Administrative Assistant positions)
  • How will this position be funded?
  • What skill set will be required of the incumbent?
  • What duties will be required of the incumbent?
  • How will this position fit into my organizational structure?

 

DEVELOP A JOB DESCRIPTION (TMG) OR JOB CONTENT QUESTIONNAIRE (CAW):

If the position for which you wish to recruit is newly created, consult with your appropriate Human Resources Office for advice in developing a complete and thorough job description.  You can also obtain information and a complete Job Description Questionnaire or Job Content Questionnaire (JCQ) at: http://www.workingatmcmaster.ca/comp

A newly developed job will require evaluation.  Please contact Compensation for more information on this process.

 

DETERMINE APPOINTMENT STATUS:

Temporary: Positions that are less than one year in duration are “Temporary”.  If an external candidate is hired into a Temporary position, the candidate is not eligible for benefits.  If an external candidate is hired into a Limited Term position, payroll will be processed with benefits, and the employee will be a member of the appropriate association (if applicable).  Contractually limited CAW positions shall not be longer than 36 months in duration.

Limited Term: Positions that are one year or greater are “Limited Term”.  If an external candidate is hired into a Limited Term position, the candidate is eligible for benefits and will be a member of the appropriate association.  Limited Term CAW positions shall not be longer than 36 months in duration.

Career Growth Opportunities: All posted Limited Term positions between 3 and 24 months in duration will be Career Growth Opportunities for CAW employees, unless specifically stated otherwise.  Should a CAW employee be selected as the best candidate for such a competition, his/her home job will be held for his/her return upon completion of the temporary assignment (provided he/she is eligible in accordance with the criteria described in Article 19 of the CAW Collective Agreement).  Career Growth Opportunities for CAW employees into temporary TMG jobs will be limited to 15 months in duration.

Continuing/Continuing Subject to Funding: Positions that are required year-round on an ongoing basis are continuing in nature.  If funded on soft money, but required on an ongoing basis, a position is continuing subject to the availability of funding.  Employees hired into either of these appointment statuses are continuing employees with full benefits.

COMPLETE THE NECESSARY RECRUITMENT INFORMATION:

The Recruit & Position form is designed for you to complete electronically and print off for signatures.  Important information on this form includes:

  • Position Title
  • Department
  • Date Staff Required
  • Position Type (is this a newly created position or a replacement position)
  • Appointment Status and Length (i.e., Continuing, Contractually Limited, etc...)
  • Regular Hours per week, and normal work schedule information including days per week and hours per day (it is important to note any expected variations in this schedule, e.g., occasional evening and/or weekend work)
  • Immediate Supervisor
  • Work Address
  • Salary Account and Appropriate Signatures

The Budget form, available in three formats below, is required to post a vacant position.  This form must be completed and printed for authorized signatures.

 

COMPOSE A BRIEF JOB ADVERTISEMENT:

There are two (2) parts to the job advertisement – the Job Description and the Job Requirements.  These two items will be posted on the Working at McMaster website as the advertisement for the open position.

Job Description: Refer to the responsibilities listed in the “Job Summary” section of the Job Description Questionnaire for TMG Positions or Job Content Questionnaire (JCQ) for CAW Positions. The job description should briefly outline the primary purpose and major objectives of the position (i.e. what the incumbent will be doing), in am enthusiastic and inviting tone. Please also ensure that you use gender-neutral terms.

Job Requirements: Ensure you list the qualifications, skills and experienced that will be required of the incumbent. Be sure to distinguish between required and desired skills/experience in your description. You should also take caution to ensure language is inclusive and skills/qualifications/abilities identified are bona fide requirements of the job.  Requirements should be consistent with those provided in the Job Description Questionnaire or Job Content Questionnaire (JCQ).

Please forward this advertisement to your HR Representative along with the Recruit & Position and Budget forms.

 

SUBMIT THE APPROPRIATE DOCUMENTATION TO HUMAN RESOURCES SERVICES:

Send all documentation, including Recruit & Position form, Budget form, Job Description Questionnaire or Job Summary of the JCQ, JCQ signature pages and rating notes for CAW positions, with all applicable signatures to your HR Area Office.  Include the date on which you would like the posting to open on the Working at McMaster website.  Please allow at least two (2) business days for processing this information.

     

CANDIDATE MANAGEMENT:

Using the online system, Hiring Managers can easily and electronically view all applications to the posted position.

Hiring Managers are responsible for managing their own candidate pool via the Careers @ McMaster online system.  If you do not currently have an account on the system, please contact for more information and to have an account created.