Vacancies

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Introduction

For a listing of open vacancies, please see the vacancies section on the Jobs page. Vacancies are maintained in Greenhouse based on our job families. A vacancy is a temporarily open position, a job family is a permanent description that also applies to existing people with that title. Don't use vacancy and job family interchangeably. The relevant parts of a job family are copy-pasted to Greenhouse to open a vacancy.

Vacancy Creation Process

If a hiring manager wants to hire for a role, they will need to follow the steps below. A vacancy needs to be opened by the hiring manager and approved in Greenhouse before we can start interviewing. This enables hiring managers to not have to repeat themselves with the same information whenever they open a vacancy they have had open before (as Greenhouse allows the hiring manager to simply copy over the details), allows for higher efficiency as all of the data will be kept and managed in one place, and implements a streamlined and consistent approval process. With this process, the recruiting team is better able to support the hiring managers and their vacancies.

Create or review the job family

Review the position description in the /job-families folder and update, if needed, by making a merge request and assigning to your executive to review and merge. If there is no existing job family, follow the steps to create a new job family, then continue. Please note that new job families require approval from the CEO. The hiring manager will use the relevant elements from this job family to open the role in Greenhouse. The job family should include:

A compensation benchmark for the role should be set by working with the People Operations Analyst.

Open the vacancy in Greenhouse

Log in to Greenhouse. At the top right of your dashboard, hover over the plus sign, and click "Create a Job".

Choose "Start from a copy of an existing job". From there, you can choose to clone a vacancy, which is ideal if you are opening a vacancy that has been opened before, or something very similar has been opened before. If there is no close match, select Any Status at the top bar, select "Draft", and choose the template for your division. Please note: when creating a job, the "Start from scratch" option should not be used, as important elements needed in a vacancy will not be included.

Recruiting team tasks

After a hiring manager creates a vacancy in Greenhouse and requests approval, it goes through the approval chain. The final approver of a vacancy is a member of the recruiting team, typically the Candidate Experience Specialist who is the coordinator for that vacancy. They should follow the below steps once they receive the request to approve a new vacancy.

Sourcing, Screening, and Resume Submittal

  1. When a vacancy is opened a recruiter conducts an intake call with the hiring manager to get details about the position.
  2. Vacancy is posted in Greenhouse and on relevant internet job boards.
  3. Recruiter may conduct a calibration exercise with the hiring manager by presenting 2-3 unscreened resumes to make sure they are identifying the right skills and will adjust accordingly.
  4. Recruiter conducts direct sourcing efforts, reviews resumes, maintains the status of applicants, sets dispositions, and will screen on average 8-10 candidates.
  5. Once candidates have been identified and screened, recruiter will submit the top 4-5 qualified applicants to the hiring manager or designee for review.
  6. Manager will select which candidates they are interested in interviewing.

Sourcing for Open Positions

For difficult or hard-to-fill positions, the hiring team will use available tools to source for additional candidates. Please communicate with the hiring team if sourcing is needed for a strategic, specialized, or difficult to fill position. In addition, managers should also reach out to their own network for candidates and referrals. It is common for candidates to respond more frequently to those who they know are the hiring manager. One superpower of great managers is having a strong network of talent from which to source.

Recruiters dedicate Fridays as "sourcing day". They use various tools to identify talent by proactively reaching out to candidates for opportunities. In addition, they will partner with hiring managers to participate in sourcing to ensure they are targeting the right skillsets.

Publicizing the Vacancy

The manager should always ask the team for passive referrals for open positions. GitLab team members can refer candidates through our referral program.

The hiring team will always publicize the vacancy through the following means:

  1. Tweet the new vacancy post with the help of the content marketing manager and team.
  2. Request "soft” referrals by encouraging all GitLab team members to post links to the jobs site on their LinkedIn profiles.
  3. Who's Hiring: On the first of the month (or closest business day), include a comment for GitLab in the Hacker News thread of "Who's Hiring" . Template text: REMOTE GitLab - We're hiring for developers, designers, product managers, site reliability engineers, and many more roles, see https://about.gitlab.com/jobs/ We're an all-remote company so everyone can participate and contribute equally. GitLab is an open-core application for the whole DevOps lifecycle with over 2000 contributors. Example comment

Note: The hiring team may advertise the vacancy through the following sites and is open to posting to more, in order to widely publish a variety of vacancies:

  1. Alumni post as a Y Combinator alumni we can post directly to the front page of Hacker News. The EA vault has credentials so ask an EA to post. Template text: GitLab (YC W15, All-remote) is hiring XXX and more. Example
  2. LinkedIn (Able to post 40 vacancies simultaneously, please mention to hiring team if you want your role listed here and it is not already)
  3. RemoteBase (Free; position descriptions are synced directly to our respective position description sites)
  4. WeWorkRemotely ($200 for 30 days, per position, used infrequently)
  5. RemoteOK ($200 for 90 days, per position, used infrequently)
  6. Indeed Prime (Primarily used for non-engineering roles)
  7. Ruby Weekly ($199 per slot per newsletter, for engineering roles)

When using vacancy links to spread the word about our current vacancies, in order to keep data accurate, we can create specific tracking links through Greenhouse in order to include the specific source of different job boards, etc. To learn more about how to create the tracking links for jobs, please see the Greenhouse help article.

All vacancies must be posted on our jobs page for at least 3 business days before we can close it or make an offer; this includes all new positions and promotions. If a vacancy has been opened for at least 3 business days and has 50 or more applicants, the recruiting team will close the role to new applicants at that time and reopen only if and when we need more applicants.

Closing a vacancy

To close a vacancy:

  1. The hiring team will clear the pipeline of candidates in all stages of application and notify the candidates that the position has been either filled or closed. Consider rejecting promising candidates with the reason Future Interest and making them a prospect so we can reconsider them in the future. You can also add various tags to the candidates, which makes it easier to find them in Greenhouse later on if you are recruiting for the same or a similar position. You can also set a reminder for a candidate if you anticipate reopening the role at a later date.
  2. Ask a Greenhouse admin (ideally your recruiter or coordinator) to close the position in Greenhouse.
  3. At times, we may still be interviewing but also have a sufficient supply of candidates and need not accept new applicants to fill the vacancy. In this case, the hiring team will "drain" the vacancy. This means that the vacancy will be closed, but the existing pipeline will continue through the process.

If the position was posted on any external job sites, the hiring team will email the partner or remove the position from that site.