Recruiting Candidates

Job Posting Process

Human Resources coordinates and assists hiring managers in the recruitment of applicants for all regular administrator and staff positions. Faculty positions are coordinated through the Office of the Provost. 

Human Resources ensures that all job vacancies are posted in a manner that gives current, qualified and interested employees first consideration. It is only when there are no qualified candidates from the Notre Dame pool that job vacancies are posted to the public.

Below are helpful guidelines for hiring managers to follow when a job becomes vacant in their department:

  1. Hiring Department Posting

    It is the general policy of the University to have hiring managers first post job vacancies within the hiring department. This policy is intended to offer promotional opportunities to qualified candidates within the hiring department and to encourage the use of existing skills and abilities gained through the service of current employees. The timeframe for the departmental posting varies based on the length of time necessary to ensure that all employees within the department are aware of the opening. It is the hiring manager's responsibility to prepare and communicate this posting within the department.

  2. Campus-wide Posting

    If no qualified candidates are identified through the departmental posting, Human Resources will post the vacancy campus-wide. Postings are done daily, Monday through Friday, and are available to Notre Dame employees on the university web site, Jobs@ND.

    To post a job, hiring managers must initiate a posting through the Jobs@ND online employment site. Once the necessary approvals are obtained, a Recruiting Consultant will either prepare a job posting based on the information provided or review the recommended job posting as submitted by the hiring manager. In either event, Human Resources reserves the right to edit job postings to comply with University policies and procedures. A Recruiting Consultant will then contact the hiring manager to discuss a recruitment strategy. 

  3. Off-Campus Recruitment

    If a position remains unfilled after the campus-wide job posting expires, external candidates are permitted to apply. It is important to note that Notre Dame employees may continue to apply during this time and should be given equal consideration. All internal and external qualified candidates will be referred to the hiring manager for review. 

Identifying Candidates

Recruitment and advertising efforts are coordinated by Human Resources to ensure compliance with the University's policy on equal employment opportunity, affirmative action, and applicable federal and state regulations.

A variety of methods can be used to develop both internal and external candidate pools when recruiting for specific positions. In addition to the University job postings, a variety of external resources can be discussed with your Recruiting Consultant based on your hiring needs.

Advertising Resources

  • Jobs@ND
    All non-faculty positions are posted on the ND Job Opportunities web site. Both internal and external applicants apply through the on-line application system.
  • External Advertising
    To expand and diversify the candidate pool, it may be necessary to advertise beyond the Jobs@ND web site. Various advertising resources exist to identify qualified candidates. Print ads, internet postings, trade journals, Associations, and list serves serve as useful tools in publicizing professional job vacancies.
  • Diversity Recruitment Resources
    The University will facilitate recruitment of minorities and women via various means. This may include advertising in minority focused publications, providing local organizations with University job listings, and networking with the Office of Institutional Equity and various alumni associations.
  • Recruitment Initiatives
    Human Resources participates in various career fairs and coordinates on-site recruiting events to assist hiring managers in identifying candidates during their searches. Initial interviews are conducted through our office to determine skills, qualifications and areas of interest of candidates for future University openings.
  • Community Outreach Programs
    University job postings are provided to various local community agencies/organizations to publicize job openings. The Office of Human Resources works with various community programs and agencies to strengthen our candidate pool. Organizations such as the Center for the Homeless, South Bend School Corporation, and Workforce Development offer qualified candidates for various positions.

Advertising Costs

Costs and fees related to the recruitment of new employees, including advertising, travel, and accommodation expenses, are the responsibility of the hiring department.

Pre-Screening Process

Human Resources will facilitate the collection of the application for employment, as well as additional materials and information that can assist in the recruiting process including:

  • Cover letter
  • Resume/CV
  • Writing samples
  • License/Certification Verifications

Incoming applications will be screened against basic job qualifications, as identified by the hiring manger. If desired, the recruiting consultant will screen incoming applications and/or final candidates against more specific departmental criteria and present the most qualified candidates to the hiring manager. This additional screening is accomplished by conducting preliminary phone or in-person interviews.

For all internal candidates, Human Resources will review the personnel file and provide a commentary to the hiring manager. Arrangements can be made for the hiring manager to review an individual file if necessary.

Distribution of Applications/Resumes

Applications and resumes will be available to hiring managers online by accessing Jobs@ND. The Recruiting Consultant will initially review applications received for the position against the minimum job requirements and forward the most qualified candidates.

Candidate Notification

At every step of the process where final non-selection decisions are made, candidates should be provided communication of their status in a timely manner. The Recruiting Consultant and hiring manager will work together to develop the best communication plan for each search.