Building partnerships through collaboration.
Posting a Job Opening
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.
On this page:
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.
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
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.
| Position | Minimum Posting Length |
|---|---|
| Competitive classified | 10 calendar days |
| Noncompetitive/ labor classified | 15 calendar days |
| UUP faculty | 20 business days. HR will posting 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 during the posting meeting.
Market the Position and UB
All advertisements should include:
- The EEO approved tagline.
- The UB logo
- Statements about UB as a great place to work and learn such as at Careers at UB
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 website 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.
| List Name | PT/FT | Perm/ Temp | Canvass Date | Response Deadline | Cert Number | Serial Number | Expiration | Provisional/ NY HELPS |
|---|---|---|---|---|---|---|---|---|
| Administrative Assistant Trainee 1 | FT | Perm/ Contingent | June 5, 2026 | June 20, 2026 | 199578 | 38701010 | Thursday, September 3, 2026 | NY HELPS |
| University Police Communications & Security Specialist 1 | FT | Perm/ Contingent | June 8, 2026 | June 23, 2026 | 199582 | 31151010 | Sunday, September 6, 2026 | NY HELPS |
| Office Assistant 2 | FT | Perm/ Contingent | July 2, 2026 | July 17, 2026 | 200285 | 38687010 | Wednesday, September 30, 2026 | NY HELPS |
| Office Assistant 1 | FT | Perm/ Contingent | July 9, 2026 | July 24, 2026 | 200468 | 26711010 | Wednesday, October 7, 2026 | NY HELPS |
Questions?
Lauren Merletti
Workforce Recruitment Specialist
Workforce Planning and Recruitment
Competitive Classified Qualifications
Competitive Classified
When posting a competitive classified position, the following language and formatting can be used for your minimum qualifications. Please note, Administrative Assistant 1 positions have additional requirements.
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.
Reassignment Requirement: You must hold the same title at the University at Buffalo.
Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
ALL APPLICANTS MUST MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS. ANY APPLICATIONS RECEIVED THAT DO NOT MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS WILL BE CONSIDERED UNQUALIFIED AND WILL BE DISCARDED.
A completed application is required for this position. If you receive a canvass letter, DO NOT APPLY for this position. You must apply to the web address provided on your canvass letter.
Administrative Assistant 1
When posting an Administrative Assistant 1 position, the following language and formatting can be used for your minimum qualifications.
Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
Administrative Assistant Trainee 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 (SG-6 or above).
Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 and successfully completed the four core administrative support courses.
Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship and successfully completed the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.
ALL APPLICANTS MUST MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS. ANY APPLICATIONS RECEIVED THAT DO NOT MEET AT LEAST ONE OF THE ABOVE REQUIREMENTS WILL BE CONSIDERED UNQUALIFIED AND WILL BE DISCARDED.
A completed application is required for this position. If you receive a canvass letter, DO NOT APPLY for 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.
| 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. |
Walk | 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.
|
See | 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
UB Jobs Support Staff
Recruitment
Phone: 716-645-5627
Email: UB-Jobs@buffalo.edu
Nayema Chowdhury
Workforce Recruitment Specialist
Workforce Planning and Recruitment
Anthony Grieco
Workforce Recruitment Specialist
Workforce Planning and Recruitment
Shannon Hourigan
Recruitment Coordinator
Workforce Planning and Recruitment
Lauren Merletti
Workforce Recruitment Specialist
Workforce Planning and Recruitment