Recruitment and Hiring

Preparing to Hire

Conducting an effective and efficient competitive recruitment process for open staff positions helps the university attract a highly qualified workforce to support its mission of excellence in education and research.

As an Equal Opportunity employer, UMB hires the best-qualified available candidates based on an assessment of their education and work experience against position and organizational requirements. UMB prohibits the use of discriminatory practices in employment, and does not discriminate on the basis of race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran’s status, or other legally protected classification.

The Central HR Talent Recruitment department manages the recruitment process for all Regular and C II staff positions. The hiring manager/chair should work with their school/administrative unit HR representative to ensure that the appropriate procedures are followed and the necessary documentation is completed. 

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Connect with Your School/Unit Rep

Reach Out to UMB’s Talent Recruitment Team

Steps in the Hiring Process

Initiating the Hiring Process

To initiate the hiring process for an open position, the school/unit hiring manager/chair or designated HR representative must complete and submit an online position requisition through UMB’s Applicant Tracking System (ATS). A proposed org chart and job description must be included. The requisition will be routed through the department’s designated online workflow for approval. After this approval, the position is routed to the Central HR Compensation Specialist to determine a hiring salary range, then to the Central HR Talent Recruitment Specialist to post.

• Filling or Creating a Position
• Creating/Updating a Job Description
• UMB Policy on the Recruitment and Selection of Staff Employees

Posting Vacancies and Filling Jobs

It is the UMB Policy on the Recruitment and Selection of Staff Employees that positions are filled through an open competitive recruitment process. All approved, vacant positions must be posted for an amount of time appropriate to the nature of the position, but no less than five (5) calendar days. It is recommended that positions that are deemed as senior level be posted for a minimum of thirty (30) calendar days, but under no circumstances should they be posted for less than twenty (20) calendar days. Open-ended (Open Until Filled) postings may be warranted for hard-to-fill positions.

Recruitment Advertisements

All jobs are posted via UMB’s jobs portal. Additional outreach methods, including job boards, professional networks, journal publications, and social media sites, are used to attract candidates. Work with the Talent Recruitment team to identify and place the ads.

Search Firms may be contracted to assist in identifying, attracting, and placing highly qualified candidates into senior-level or specialized roles within UMB. The School/Admin Unit Executive Leader (Dean, VP) will determine whether a search firm will be utilized and may designate the Central HR Talent Recruitment unit to lead initial recruitment efforts and engage a search firm only if the department's hiring needs are not met.

Alternatively, they may opt to have the search firm manage the entire search process from the start. Once a decision is made, the Central HR Talent Recruitment Specialist should be informed to provide guidance and ensure that university policies and procedures are followed.

• UMB Jobs Listings

Applicant Screening

Minimum qualifications guide the screening process and define baseline requirements. Only applicants who fulfill both the education and experience requirements are deemed “qualified” and can progress with the hiring process. Central HR begins screening one week after a job is posted and continues through the close date. Qualified applications are then forwarded to the hiring department for further review.

Interviewing

Hiring departments are responsible for interviewing candidates. The candidate pool should be sufficient to enable the selection of several qualified, diverse, and interested applicants for an interview. If this goal is not achieved, the hiring supervisor should contact their school/administrative unit HR representative to discuss further recruitment efforts. The interview process must follow UMB’s recruitment policies and guidelines on structure, questions, and candidate evaluation.

Reference and Background Checks

All offers are contingent upon completion of UMB’s application process, satisfactory reference checks and criminal background checks, and verification of credentials and qualifications as needed. Additional checks may apply for positions involving fiduciary responsibility or access to sensitive materials.

Current employees are exempt from background checks during promotions or transfers unless required by law, job duties, or university policy. Former employees returning after one year will be subject to a background check.

Offer of Employment

After you submit your hiring recommendation to HR through the ATS, the supervisor must await confirmation. All offers for Regular and C II staff must be approved by the Central HR Talent Recruitment Specialist and made in writing.

Offer letters must contain all of the information necessary for the candidate to understand the salary, benefits, and role expectations. Additional hiring approvals vary by schools/administrative units. The hiring manager/chair must check with their HR school/admin unit HR representative for the specific hiring approval requirements before making any offers of employment.

Onboarding

Onboarding is key to a successful start at UMB. UMB’s onboarding is a structured process designed to welcome new employees and help them integrate into the university community.

All new faculty and staff are required to attend UMB’s New Employee Onboarding, coordinated by HR and scheduled by the central HR Talent Recruitment team. Employees will be registered for onboarding by their department's HR representative. Details on time, location, and parking are sent in a welcome email.

• Onboard a New Employee
• Onboarding Guide for UMB Schools and Units (PDF)
• Onboarding and Intake Registration
• Faculty and Staff Onboarding Resources

Offboarding

Supervisors are responsible for ensuring the following offboarding tasks are completed in preparation for and/or after an employee’s departure. With the implementation of Oracle HCM, the offboarding process will transition to automated online workflows. This includes ensuring the completion of appropriate documentation, transition planning, and system access updates.