Posting a Job Opening

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When a vacancy arises in your department, take time to plan what your needs are and how you are going to identify the best candidate for your job.

Identify When a Vacancy Is Created

Vacancies can arise based on department operating needs or as a result of employment actions from your existing faculty and staff. 

The most common actions that result in a vacancy are:
  • Retirement
  • Transfer
  • Promotion
  • Resignation
  • Termination/Non renewal
  • New position created
Classify Your Position

Check to be sure you have followed the guidelines for classifying your position before starting the posting planning.

Prepare the Posting Of Your Vacancy

Working closely with your search committee before a vacancy is posted will help both with the preparation of your posting in UB Jobs as well as give you a more clear understanding of the search committee's expectations from you.

Determine If You Want to Ask Disqualifying Questions

Disqualifying questions give you the opportunity to allow the UB Jobs system to eliminate applicants from your consideration.

Reasons to consider using the disqualifying questions:

  • Applicant pool can be filtered by only accepting applications from applicants meeting the qualifications
  • Posting an internal UUP Professional position only
  • Posting a classified service position with very limited and defined requirements

Expectations when using the question:

  • Applicants may still appear in your pool that are not qualified as they may have misunderstood the question asked
  • Users of UB Jobs will not be able to see the applicant information of anyone the system has automatically disqualified
  • Basic minimum qualification questions can be asked, but it will be up to the interview team to discuss the actual qualifications of the applicants

Develop an Advertising Plan

Know How Long Your Position Will Be Posted

Each position type has a predetermined minimum posting period to give you opportunity to advertise for your job as well as applicants the opportunity to learn about your job.

Posting Periods
Position Minimum Posting Length
Competitive classified
10 calendar days
Noncompetitive/labor  classified 15 calendar days
UUP faculty Open until filled unless otherwise specified by the department
UUP professional Internal for 15 calendar days and external for 30 calendar days
M/C professional 30 calendar days
Research Foundation 14 calendar days
UB Foundations Activities 15 calendar days
Need a Longer Posting Period?

Request to post your position for a longer period of time by a note on the comments tab in UB Jobs.

Market the Position and UB

All advertisements should include:

Consider the Canvass Schedule for Classified Positions

As part of recruitment planning, consider the dates that a new canvass list will be available when deciding the best time to post a vacancy. A canvass list with eligible applicants is valid for 90 days from the date human resources requests the list and hires have to be made before the list expires.  The schedule will help you build your timeline with the list to review applications, interview potential candidates and identify the best person for the position. 

All part time postings must be up on the Web prior to the canvass date to be included in the list sent out to potential applicants. Part-time postings that arise during the middle of an active canvass period may have to wait until the next canvass date.

Canvass Schedule for Competitive Classified Positions
List Name Canvass Date Expiration
Office Assistant 1 Monday, May 20, 2019 Sunday, August 18, 2019
Office Assistant 1 Monday, September 16, 2019 Sunday, December 15, 2019
Office Assistant 1 Monday, January 13, 2020 Sunday, April 12, 2020
Office Assistant 1 Monday, May 11, 2020 Sunday, August 9, 2020
Office Assistant 1 Monday, September 7, 2020 Sunday, December 6, 2020
Office Assistant 2/Secretary 1 Monday, July 22, 2019 Sunday, October 20, 2019
Office Assistant 2 and Secretary 1 Monday, November 18, 2019 Sunday, February 16, 2020
Office Assistant 2 and Secretary 1 Monday, March 16, 2020 Sunday, June 14, 2020
Office Assistant 2 and Secretary 1 Monday, July 13, 2020 Sunday, October 11, 2020
Office Assistant 2 and Secretary 1 Monday, November 9, 2020 Sunday, February 7, 2021

Use Pre-Approved Language to Describe Your Position

Competitive Classified Qualifications

For all competitive classified positions, the following requirements must be added to the minimum qualifications in UB Jobs. In addition, the disqualification question: Are you eligible to bid or transfer into this position based on either previous Civil Service employment or previous examination? – must be added to each position to be posted.

  1. Transfer eligibility requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title. 
  2. Reassignment requirement: You must hold the same title at the University at Buffalo.
  3. Reinstatement requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title). 


A completed application is required to be considered for this position. If you have received a canvass letter, DO NOT APPLY to this position. You must apply to the Web address provided on your canvass letter. 

Instructions to Applicants When Requesting a Reference Letter

By providing the names and email addresses of my references, I hereby authorize either Human Resources or the applicable hiring department to contact my references via email to request a reference letter on my behalf.

Appropriate Physical Demand Requirement Language
Physical Demand

ADA-Compliant Words

Job Description Language Example

Stand or Sit

Stationary position

Must be able to remain in a stationary position 50 percent of the time.


Move, traverse

The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

Use hands or fingers to handle or feel

Operate, activate, use, prepare, inspect, place, detect, position

Constantly operates a computer and other office productivity machinery (i.e., a calculator, copy machine and computer printer).

Climb (stairs or ladders) or balance

Ascend or descend, work atop, traverse

Occasionally ascends or descends a ladder to service the lights and ceiling fans.

Stoop, kneel, crouch or Crawl

Position self (to), move

Constantly positions self to maintain computers in the lab, including under the desks and in the server closet.

Talk or hear

Communicate, detect, converse with, discern, convey, express oneself, exchange information

The person in this position frequently communicates with students who have inquiries about their tuition bill or financial aid package.  Must be able to exchange accurate information in these situations.



detect, determine, perceive, identify, recognize, judge, observe, inspect, estimate, assess

Must be able to detect funnel clouds from long distances.


Taste or smell

Detect, distinguish, determine

Occasionally must be able to distinguish sweet and bitter flavors when creating desserts for Applewood customers.

Carry weight, lift

move, transport, position, put, install, remove

Frequently moves audio/visual equipment weighing up to 50 pounds across campus for various classrooms and events.

Exposure to work

Exposed, work around

Constantly works in outdoor weather conditions.

Working With a Search Firm?

Contact Equity, Diversity and Inclusion at 716-645-2266 to discuss the data collection requirements when a search firm is contracted.

Post Your Vacancy

Approved users can post available jobs online.

Contact An Expert

Recruitment Support

Avatar of Tony.

Anthony Grieco

Recruitment and Position Specialist

State Workforce Planning and Recruitment

120 Crofts Hall

Phone: 716-645-4483; Fax: 716-645-2724


kevin johnson.

Kevin Johnson

Recruitment and Position Specialist

State Workforce Planning and Recruitment

120 Crofts Hall

Phone: 716-645-4436; Fax: 716-645-2724


Delorian Miller.

Delorian Miller

Recruitment and Position Specialist

State Workforce Planning and Recruitment

120 Crofts Hall

Phone: 716-645-4432; Fax: 716-645-2724


melanie phillips.

Melanie Phillips

Recruitment and Position Specialist

State Workforce Planning and Recruitment

120 Crofts Hall

Phone: 716-645-4438; Fax: 716-645-2724


Brendan Tom.

Brendan Tom

Recruitment and Position Specialist

State Workforce Planning and Recruitment

120 Crofts Hall

Phone: 716-645-4529; Fax: 716-645-2724