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Office of Human Resources

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Key Steps to Filling a Salaried (Professional) Position Vacancy - Job Description (JD) and Position Description Questionnaire (PDQ)

During this phase of filling a vacancy, your department’s Human Resources Officer (HRO) will assist and collaborate with you in developing or updating the JD (DOC) and PDQ (DOC).  You will be updated as the PDQ is evaluated and the position is assigned to a Job Family and Salaried Employees Classification & Compensation Program (SECCP) Salary Band.  All regular salaried positions require a JD and PDQ (except for post doctoral research assistants and interns).  The job description will become the basis for setting the qualifications, screening applicants and determining what background checks and/or pre-employment screenings will be required. Your HRO will discuss the option of electronically transmitting documents for the search with you at this time.

Things to consider before you talk with your HRO:

  1. Are there some duties that could be added or eliminated from the existing JD?
  2. Does the JD adequately describe what this position is expected to do?
  3. Could this job be accomplished in less than 7 months?
  4. Are any changes to the work schedule or work year of this position necessary from a budget or programmatic perspective?
  5. Is adequate funding available?
  6. Is the need for this position expected to continue into the foreseeable future?
  7. Think about the qualifications and educational requirements of the position separate from the qualifications and education of any previous incumbent.
  8. Do the described qualifications for this position directly relate to the work that needs to be done?
  9. Which minimum qualifications are required?  Preferred?
  10. Can experience be substituted for all or part of any educational requirements?
  11. Do you anticipate difficulties recruiting a qualified applicant?
  12. How will the advertised salary range for this position be described?

Back to Key Steps to Filling a Salaried (Professional) Position Vacancy


Blue Sky Human Resources Initiatives

Contact Information

Office of Human Resources
5717 Corbett Hall
Orono, ME 04469
Phone: (207)581-1581E-mail:
The University of Maine
Orono, Maine 04469
A Member of the University of Maine System