Post a Staff Position

All positions are posted to the William & Mary jobs site a careers@wm.edu (for postings after July 1, 2025) or jobs.wm.edu (for postings prior to June 30, 2025). Prior to posting, a position description must be approved by Compensation & Classification.

Plan for Recruitment

Consider how you will attract a qualified pool prior to posting. No cost recruitment strategies may include email, listservs, certain alumni job boards, and general networking. Paid advertisements may also be used. The University currently advertises all position at HigherEdJobs. Departments may organize and fund additional paid advertising, such as priority ads on Indeed.com. The university’s official partner, Graystone, can assist with advertising selection and billing. Please make an effort to reach women, minorities, protected veterans, and individuals with disabilities.

Minimum Posting Period Requirements

Table of Listing Requirements
Operational/Professional Staff	14 days
Faculty	30 days
Hourly/Temporary/Internal	7 days

Post a Recently Approved Position

Following position approval through the create position business process in Workday, the Primary Recruiter is free to create a Job Requisition. Here are some steps outlined in the Workday business process as help text to guide you through the necessary steps:

Job Requisitions (JR) will be created for existing positions. This means a Position, Job Profile, Supervisory Organization, and other details have already been defined and approved by all required groups. 

 One position or multiple positions:

You have the option to create a Job Requisition for an existing position or for multiple existing positions. If you are creating a pooled Job Requisition, please select the "For Multiple Existing Positions" option and select each position you would like tied to the JR. If you do not select more than one position for a pooled position, the JR will automatically close after one hire is complete.
This also applies if you know you have a set number of openings for a position greater than one. For example, if you know you are hiring 3 administrative assistants through one JR, you must manually attach all 3 positions to the Job Requisition by selecting "For Multiple Existing Positions".

Job Requisition Reasoning:

You will be required to select a reason for the Job Requisition. Please do not select "Create Job Requisition --> Confidential Requisition on this screen as there is a separate process for creating a Confidential Job Requisition and a different approval process.

 Posting Period Minimum Requirements:

Faculty Employees - Posting Minimum of 30 days
Exempt/Non-Exempt Employees - Posting Minimum of 14 days
Hourly/Temporary Employees - Posting Minimum of 7 days

Posting Details

External/Internal:

When posting a Job Requisition externally, you must always additionally post it internally due to the new W&M Internal Job Hub through Workday. Internal applicants should not apply on the external career site as this causes duplicate record issues, and we need to ensure postings are in both locations for internal and external applicants to apply appropriately.

Closing Date:

Setting a closing date for a Job Requisition is optional.
If a closing date is entered, it must comply with the Posting Period Minimum Requirements outlined above. You will receive a task at the very end of approvals to officially post your Job Requisition. This is where you will input a closing date, if desired.
The closing date field becomes available only at the final step, when the Primary Recruiter posts the job.
Once a closing date is set, the Job Requisition will be automatically removed from the Workday Careers site on that date.
Job Requisitions without a closing date will remain posted on the Careers site until they are manually taken down or marked as fully filled.

Sponsoring Work Visas:

If you are aware that your department will not sponsor work visas for the position, please ensure that you indicate this on the Job Requisition for applicants to see. You can insert the following statement as needed within the job description "Work visa sponosorships is not available for this position."

 Primary Location and Primary Job Posting Location:

The following is a list of job posting locations that should be used and will display on the career portal for candidates. Do not select a building or room number because that will not be meaningful to potential candidates. Please note that the "additional locations" box listed directly below the Primary Job Posting Location is where you can indicate the specific building/room the applicant would be located once hired.

Posting Location - William & Mary
Posting Location - VIMS Gloucester
Posting Location - VIMS Eastern Shore
Posting Location - VIMS Richmond
Posting Location - Advancement New York Office
Posting Location - James Monroe’s Highland
Posting Location - Weems
Posting Location - Washington Center

Questionnaires:

Please do not delete any pre-populated questionnaires listed within the Job Requisition. These are required applicant questions that we must ask on every single posting regardless of internal or external status.

Compensation:

Total Base Pay: This section will auto populate once the Salary section is updated.
Guidelines: This section will auto populate.
Salary: Please add the salary if this is a full-time position. While adjuncts are considered to be salaried employees, they are paid via Period Activity Pay (PAP). If the JR is for an adjunct, please do not add a salary here and the department should submit the PAP later in the process.
Hourly: Please add the hourly amount if this is an hourly/temporary position. 
Allowance: Please add as needed. The most common allowance is a cellphone.
NOTE: This compensation section will not be published on the job posting. If you would like the salary/hourly amount posted, please add to the Job Description (up to the midpoint; dependent upon approved department budget and approval from UHR). Example: "Up to $45,000, commensurate with experience and internal alignment."

Review Date:

The 'Recruiter' Security Role within your supervisory organization will receive an additional task called "Edit Additional Data" immediately after you submit the Job Requisition. Please note that the 'Recruiter' role assigned to a user within the organization is distinct from being designated as the 'Primary Recruiter' on a Job Requisition.
The review date is completely optional and can be skipped by clicking on the gear icon up top and selecting "Skip this Task".
You may not begin reviewing applicants until the minimum posting period requirements are met. For example, for Exempt/Non-Exempt positions, the review date must be at least 14 days after the job is posted live. For further guidance, please visit the section titled "Posting Period Minimum Requirements" up above.
Applications submitted after the review date may be considered if necessary; however, all applicants who applied by the review date should be reviewed and given full consideration first.
If you choose to use the review date feature, please ensure you add the below information as well within one of the job description areas so that applicants understand the requirements for full consideration. "For full consideration, please apply by the review date of XXXX."