Embedded Files
See the Review & Interview page for hiring steps 4-7
See the Offer & Conclusion page for hiring steps 8-10.
Step 1: Position Description
Step 1: Position Description
A. Create or update the position description with inclusive language and qualifications.
Inclusive language: Review the job description to ensure you've used inclusive language when describing the roles and responsibilities by avoiding biased language and highlighting the work this role does with people from a variety of backgrounds and identities.
Inclusive qualifications: In addition to qualifications that address matters of DEI, be as inclusive as possible with the type and number of qualifications. Carefully consider (and try to limit) required qualifications, essentially what is needed on Day 1, versus what can be grown and developed on the job.
POSITION DESCRIPTION REVIEW GUIDE
1. Key Items to Review
A. Position Summary / About the Job
The position summary should:
Explain the overall purpose of the position.
Describe the work at a high level.
Identify the position's expectations and accountabilities.
Clearly demonstrate the type of work being performed.
B. Responsibilities
Use clear, action-oriented language to describe duties.
Specify the level of responsibility using verbs such as coordinate, assist, direct, manage, lead, analyze, and develop.
Describe the complexity of the work and how responsibilities are carried out.
Include percentages of time spent on each major responsibility, particularly for Civil Service and labor-represented positions.
C. Minimum Qualifications
Verify that the minimum qualifications align with the applicable job classification specification.
2. Other Assessment Factors
In addition to reviewing the position description, the Classification team may consider:
Factor What is evaluated
Department/Unit Structure How the position fits within the team and its reporting relationships.
University-Wide Structure Similar positions across the University to ensure equity and consistency.
Job Classification Specifications Requirements and expectations of the proposed classification.
Internal Leveling Tools Classification team's internal assessment tools.
Interviews Additional information from the HR partner and/or supervisor.
Second Opinion Input from Compensation or other Classification partners.
3. Helpful Tips for Writing Position Descriptions
DO
Include a position summary outlining the purpose of the role.
Focus on the duties and responsibilities assigned to the position.
Use clear, specific, action-oriented language.
Explain the level of responsibility and complexity, including how the work is carried out.
Include percentages of time spent on major responsibilities.
DON'T
Copy generic job classification specification language.
Write overly wordy descriptions in paragraph format; use bullet points instead.
Use vague language, such as "responsible for various related tasks."
Step 2: hiring request form
Step 2: hiring request form
A. Complete the Hiring Request Form
Required for all positions. Faculty, P&A, Civil Service, Labor Represented, Student, Graduate, Professionals in Training, and Temp/Casual positions (regardless of funding source).
B. Request form will automatically route to HR for approval of position description, classification, and estimated salary.
C. HR will route the request to Medical School Finance for approval.
Positions cannot be posted without HR and Finance Approval. If denied you will be contacted for rationale.
D. Once approved HR will Post the position to the UMN Careers site and will send email notification to the hiring manager with the Job Open ID and instructions on how to access the applications.
All University job postings are automatically posted to LinkedIn, Indeed, Higher Education Recruitment Consortium (HERC), and HigherEdJobs, and several diversity sites through Circa.
In the Dean's Office we have several external posting site accounts that can be utilized. Download and complete the form and email to medadminhr@umn.edu.
A sponsored job posting on LinkedIn is always the best and recommended site to post on.
Step 3: selection method
Step 3: selection method
A. Determine if a Search Committee should be utilized.
Not all searches warrant a search committee. Depending on the level of the position and its stakeholders, searches can be completed with just the hiring manager, the hiring manager with 1-2 stakeholders, or the hiring manager with a search committee. Consult with HR on the size of your committee based on the position.
B. Kick-off Meeting / Consultation with HR (Optional/ As Required)
Search kick-off meetings may be facilitated by HR (required for some positions or on request), or by the department, hiring manager, or search committee chair. Searches that do not have a formal consultation with HR are expected to know the EEO goals and to understand and carry out the inclusive search process.
C. Collect the Confidentiality and Implicit Bias Training Agreement
Search committee members must have completed an implicit bias training in the last year, understand confidentiality requirements, and sign the agreement (which becomes part of the search records managed by the Unit Recruiter).
Dean's Office HR Responsibilities
Dean's Office HR Responsibilities
Assisting units/hiring managers with position descriptions and job code selections
Submitting job codes and position descriptions to OHR for approval
Posting position opening on UMN Careers
Other Post & Prep Resources
Other Post & Prep Resources
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