How to Post a Vacancy
At this time, the university is suspending hiring any new staff or administrative positions and placing a hold on filling any vacant positions. This includes any current open positions that have previously been approved but for which no formal offer has been made.
This focused recruitment program applies to all non-faculty positions with the exception of the following:
- federal work study students and temporary employees fully funded by grants and contracts or other non-university sources,
- student workers, and
- seasonal workers (a.k.a. “casual workers”)
While the focused recruitment program does not apply to student and seasonal workers, departments are encouraged to be prudent with their budgets. Also, clear start and ending dates with an employment period not exceeding four months should be established for all seasonal workers who are not student employees.
Limited exceptions to the focused recruitment program may be granted. To be considered for an exception, you must successfully demonstrate one of the following:
- The position is critical to the teaching and/or research mission of the university;
- The position is legally mandated and a decision not to fill the position would result in penalties to the university;
- Failure to fill the position would result in a loss of funding from non-university sources; or
- Failure to fill the position would result in reputational or financial damage to the university.
Justifications for filling a position must include an explanation of the unit’s efforts to reconfigure remaining staff to do the work without replacing or creating the position, including consideration of sharing staff with complementary units and/or change in business processes so fewer people are needed for this work.
Requests for exceptions and an accompanying Personnel Requisition Form should be submitted by Vice Presidents, Deans, Associate or Assistant Vice Presidents, or Associate Provosts to the Director of Employment and Training, Karen Kitchen (karenkitchen@sandiego.edu), in the Department of Human Resources. The Department of Human Resources will forward requests to the Executive Vice President and Provost for review and decision in consultation with the President.
Request Form for Exception to Recruit/Hire
General Directions for Posting a Vacancy for an Open Position:
When you have a vacant position that you want to post so that people can begin applying, there are a few initial steps:
- Submit a Department Action Form to the department of human resources indicating the current employee is leaving the position.
- Submit the following to the department of human resources:
- The Personnel Requisition form with the highlighted fields completed.
- A current job description.
- If you are posting an administrator position within the Provost division, you will also need an Authorization to Recruit Form.
Once we receive this paperwork, an Employment Services Coordinator will:
- Develop an appropriate recruitment strategy with you for the position.
- Prepare a draft copy of the job posting and post it on requested advertising sites.
It is the hiring manager’s responsibility to verify that a candidate meets the minimum qualifications before selecting a candidate.
There are a number of ways that the Employment Services Team can provide additional support in the hiring process. Please contact an Employment Services Coordinator to request any of the following services:
- Preliminary Screening of Applications
- Skills assessment on software applications that are relevant to the job
- Telephone Screening Interviews
- Interview Scheduling
If you have any questions, please contact one of our Employment Services Coordinators: Rose Trujillo (rosetrujillo@sandiego.edu) at ext. 2725 or Bree Moore (breemoore@sandiego.edu) at ext. 6806.
