Human Resource Services
Beginning Recruitment
Originators are required to attend a Posting GatorJobs training session prior to requesting the " UF_N_GJ Department Admin " security role through their designated DSA. Level 1 approvers require the "UF_N_GJ Department Approver " security role and also make their request through their designated DSA. If you will be an Originator and Level 1, you will only need to request the "UF_N_GJ Department Approver " role from your DSA.
Position Description and Health Assessment Information
When a new TEAMS position is established or a vacancy occurs, the department hiring authority should review the position description and health assessment information to ensure they are up-to-date. To review this information, go to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info. Enter the eight-digit PeopleSoft position number. (A crosswalk is available to translate six-digit legacy position numbers to the PeopleSoft number. Select Bridges Transition on your menu and then Position Data Crosswalk.) Health assessment questions should be directed to Environmental Health and Safety at (352) 392-1591 or occmed@ehs.ufl.edu
If the position was created after June 18, 2004 or you have completed a recruitment for this position since June 18, the position description should exist in PeopleSoft.
If the position existed before June 18, 2004, it was transferred from the legacy system. If you have not recruited on the position since the transition on June 18, please paste an updated job description (using the Job Description form) into the position description located in Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info. If your current job description is saved as a MS Word or WordPerfect file, cut and paste each appropriate section into the Unified Job Description form and save the new document. A Classification and Compensation staff member will assist you in updating this position. Note: Once the position has been approved by Classification and Compensation, a nightly upload will be executed to GatorJobs so that you may create your requisition the following day.
Creating a Requisition (Posting a Position)
To create a requisition, navigate to >Manager Self Service > Recruiting Activities> Job Requisition Posting>GatorJobs. On the left hand toolbar, you will see “CREATE REQUISITION”; select the appropriate posting template (i.e. if you have a TEAMS position to fill, select “for FACULTY AND TEAMS”).
Certain fields are “required” when completing the requisition and are designated with a red asterisk. As you begin to create this requisition, you will find that there are drop down boxes and links available that will provide you with additional information.
There are five steps in creating a requisition:
- Posting Details
- Posting Specific Questions
- Disqualifying
- Guest User
- Notes/History
1. Posting Details
This page creates the posting details. We recommend you have the following information prepared to complete this step:
- Position number (if TEAMS or faculty)
- Salary range
- Use the following language: " Expected starting salary range is $XXXX; commensurate with education and experience"
- For non-exempt positions, state the hourly rate/range (i.e. $12.50 to $13.00)
- For exempt positions, state the annual rate (i.e. $30,000 to $35,000)
- Interview Team members (if applicable)
- Job description
- The job description should be a summary of the position to include position title, title of reporting manager, College/Admin office, department, primary purpose, essential job functions, marginal job functions and physical requirements. Other information such as working hours/days, travel schedule, and required knowledge, skills and abilities are optional, depending on the position type.
- An example of a job description is noted below:
Primary Purpose:
This Program Assistant position is located in the College of Medicine, Department of Pediatrics and reports to the Office Manager. The incumbent serves as a general purpose office staff to enable the office to run smoothly. This is a primary support for manager and associate director.Essential Job Functions:
- Schedule appointment, field calls, and prepare materials for supervisor and associate director.
- Sort mail and deliver to appropriate areas.
- Submit proper paperwork for travel reimbursement.
- Coordinate and arrange training room.
Marginal Job Functions:
- Assist supervisor and associate director with any special projects.
- Other duties as assigned.
- Backs up/fills in for front desk as needed.
Required knowledge, skills, and abilities:
- Knowledge of office equipment and practices.
- Ability to communicate orally and in writing.
- Knowledge of Word and basic computer skills.
- Able to make and arrange appointments.
Physical Requirements
- Able to sit for extended periods of time.
- Able to transport himself/herself to various training activities.
- Minimum requirements
- For TEAMS positions, this field will default to the classification specifications as defined by the Classification and Compensation Department; for all other positions, define the education and/or experience requirements
- If the position is time-limited add the following language “This position is time-limited”
- If the position requires any background checks (i.e. criminal, FBI, 435, HAMS) add the following language "A “xxxxxxx” check will be conducted on the finalist."
- Preferred qualifications
- This is an optional field. The information included in this section should be consistent with the qualifications noted in the job description.
- Special instructions to applicant
Note: In addition to advertising your position on the UF job web site, you may want to advertise your position on an external media source. You will be able to select one or multiple sources in this section.
2. Posting Specific Questions
Applicants applying for TEAMS positions will be qualifying or disqualifying themselves for positions of interest; therefore posting specific disqualifying questions will be required. These questions are directly tied to the minimum requirements for the position that have been defined by the Classification and Compensation department. You may also include additional questions related to preferred qualifications, however, these questions are not considered disqualifying.
3. Disqualifying
In this step, you will define which Specific Questions you created in the previous step that are considered disqualifying.
4. Guest User
In this section, you will be able create a guest user account. This allows your interview team to view all qualified applicants. Guest users can view and print applications for an active candidate search online by going to http://jobs.ufl.edu/hr and entering the username and password you provide them for the job in question.
5. Notes/History
In this section you will be able to track any changes/important information that you would like to note about this recruitment
Interview Teams
Interview teams are optional for TEAMS positions with pay grades one through three as well as for all positions previously classified as USPS exempt (i.e. biological scientist, senior administrative assistant, and senior registered nurse specialist).
An interview team is required for any TEAMS exempt position at a pay grade four or higher as well as for any IT Senior or IT Principal position. The interview team members must be listed as a Guest User to have access to the applicant pool.
A more detailed guide on Posting a Teams Position with GatorJobs can be found at http://www.hr.ufl.edu/training/myUFL/toolkits/GatorJobs.asp.