Gulf Coast State College. PeopleAdmin: Posting a Position

Transcription

1 Gulf Coast State College PeopleAdmin: Posting a Position

2 Log Into PeopleAdmin To access PeopleAdmin, open your internet browser and go to the following URL: It s a good idea to bookmark this page for easy access in the future. Log in using your GCSC user name and password.

3 When you log in, you will be brought to the home screen. You will want to make sure you are logged in as the Hiring Authority. To do this, select Hiring Authority from the drop-down menu by your name, and then click the Refresh arrow beside the menu if the page doesn t update in a few seconds.

4 General Navigation in PeopleAdmin To help you navigate through the system, a menu will always be available in the upper right hand corner. An Inbox will take you to pending actions Adding postings to your Watch List can make it easier to track them later A menu of Shortcuts is available on the right hand sidebar.

5 Know where you are at any given point by looking at the Breadcrumbs in the upper left hand corner. Menu Tabs can also be used to navigate from one area to another.

6 The Take Action button allows you to move a posting or an applicant through the workflow.

7 Create a Posting If you are on the PeopleAdmin Home page, click Create New Faculty/Staff Posting from the Shortcuts menu. Or use the drop-down Postings menu at the top to select Faculty/Staff from anywhere inside PeopleAdmin.

8 Click the Create New Posting button to begin. To create a completely new posting, select Create from Position Type from the selection prompt.

9 To reuse a posting, or to edit a new posting from an old one, select Create from Posting. To demonstrate how to create a posting from scratch, the following instructions will be used to create a posting from the Create from Position Type option. You will be asked to provide Title, Branch, Division, and Department for the position.

10 Applicant Workflow will automatically populate Human Resources Initial Review in the Workflow State field. Online Applications should have the Accept online applications? box checked. The Special offline application instructions can be utilized in the rare occasions when an outside search vendor is assisting with the recruitment of a position. When you are done, click the Create New Posting button. Begin by adding the Position Information. Many of the Posting Text information fields can be completed by copying and pasting from the Job Description. Fields marked with an asterisks (*) are required fields. This is the general information that applicants will see in the job posting.

11 Position Reports To should be the official title of the supervisor.

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14 In the next section, you will provide the Posting Detail Information. This information will show up in the posting. It is important to remember that if you select a Close Date, the posting will be removed from the applicant portal (website) on that date. A Quick Link is provided to give you a direct link to your posting. If you would like to notify specific applicants that the application is available, you can copy and paste this quick link into an and the applicants can link directly to your posting.

15 The options under Advertising Sources may change from time to time. You may select appropriate sources and/or discuss recruitment advertising sources directly with HR, or you may leave blank for HR to complete. When you are done, click the Next button.

16 You will now need to fill out Budget Summary information. This information is a required field. Click the blue Add Budget Summary Entry button. Complete the Index, Fund, Organization, Account, and Program codes for the position. When complete, click the Next button.

17 Documents Needed to Apply You may give applicants the option to upload documents by selecting the Optional button by each item. If you would like to require a document attachment, select the Required button beside each applicable item. Once complete, click the blue Save button, and then click the Next button.

18 Internal Posting Documents A Gulf Coast State College job description is required for each posting. If you do not have a completed job description (in Word format) for the position, you may utilize the hyperlink Click Here to download a blank template. Attaching a job description in GCSC format is required. If you already have the job description, click on the Actions drop down and select Upload New.

19 You may also choose to upload a supporting memo or other document by clicking Actions, then choosing Upload New.

20 Search Committee The process of assigning search committee members and designating a search committee Chair is required to complete the posting. To select committee members, click the blue Add Existing User button. On the next screen, use the Search functionality to type in the desired committee member s name and click Search.

21 Once the name of the person appears, click the blue Add Member button. Repeat for each desired committee member until all have been added. Designate one committee Chair by selecting the Committee Chair box beside the person s Department. You may toggle through the list of names by clicking the Next button at the bottom of the Add Existing User screen. When all members have been added, close the Add Existing User screen by clicking the X in the right corner.

22 The next screen will refresh and you will see the selected committee members appear in a list at the bottom of the page. Click Next to continue. Certification Statement In order to complete the posting, you must click the Certification Statement box and type your initials in the data field provided. Once complete, click Next.

23 Complete the Posting You are now on the final step to completing your portion of the job posting. You must now advance the job posting to the next step in the workflow process. To do so, click on the Take Action On Posting drop down. Next, select Submit for Approval (move to Department Head/Chair).

24 You will see a Take Action prompt, click the box to Add this posting to your watch list and click Submit. This completes your portion of the job posting. You can view the job posting, as seen by the applicant, by clicking See how Posting looks to Applicant option.