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Job opening

Index » Openings and Postings

Applies to: Recruiters | Advisory Services

General information

Module: Openings and Postings
Page name:  Job Opening
Purpose: Use an approved position to create an opening. Most of the information in both the opening and the posting defaults from the position information stored in Position Management. However, you need to provide specific opening and posting information such as the start date, FTE, interview team, posting dates, etc. At the bottom of this page, you create the posting. You can also repost. When the opening/posting is approved, the posting appears on the website automatically depending on the posting date used.
Primary user: Recruiter
Workflow: Yes. Once you’ve created the opening and posting, click the Save & Submit button to initiate the workflow to your departmental approver. The approver was identified when the position was created.
Used for staff:  Yes
Used for faculty: Yes

Job opening

Field Auto
Job Summary Info Y   A summary of the job appears at the top of the page. This is based on the information entered in Position Management. A similar summary appears on many screens throughout the recruiting system as a reminder of position details.
Created By Y   The ID and name of the person who created the job opening.
Date Opened   Y The creation date assigned by the system.
Available Openings   Y The number of openings to fill. If you require several people to do the same job, you can create a single posting to advertise for multiple people.
Reference Names/Contact information required from applicants?   Y Select this check box if you require reference contact details from your applicants. This field appears for faculty job openings only.
Position# Y   The position used to create this opening. This defaults from what you entered on the Position Search Results page.
Business Unit Y   The business unit associated with the job opening. This defaults to either Vancouver or Okanagan depending on the department chosen for the position.
Job Code Y   The job code that is associated with the job opening.
Company Y   The company that is associated with the job opening. This defaults from the position.
Department Y   The department that is associated with the job opening. This defaults from the position.
Location Y   The building location where the employee will be located.
Recruiting Location   Y The location where the job takes place (Point Grey Campus, Hospital Site, Agassiz, Robson Square, Kelowna). This information is displayed on the posting for the applicants.
Status Code Y   The status of the job opening. For example, if you had partially created a posting and then clicked on the Save as Draft button, the status would say “Draft”. It will say “Open” when the opening is active. It will say “Closed” when someone is hired. This field is updated by the system.
Status Reason Y   Additional information on the status of an opening. This field is updated by the system.
Status Date Y   The date the status took effect (see two fields up).
Desired Start Date   Y The date you would like the new hire to start in the job.
Job End Date   Y If this is a term position, this is the end-of-term date.
Ongoing   Y If the position is ongoing, then leave the previous field blank and select this check box.
Date Authorized Y   The date this approval was granted. A job opening requires faculty/department approval.
Possibility of Extension   Y If this is a term position and there is a possibility the term could be extended, select this check box.
Employees Being Replaced
Name   Y The name of the previous incumbent in the position. This is informational data only, and does not play a role in the posting. You can leave it blank.
Additional Job Specifications
Employee Type   Y Indicate if the job will be filled on an hourly compensation rate basis or a salaried (semi-monthly) basis. This field defaults to “Salaried” for all faculty job openings.
FTE   Y The full-time equivalent percentage of the position. Note that 1.000000 equals 100% time and 0.500000 equals 50% time. This field defaults to 1.000000, if you select “Full-Time”.
Funding Type Y   This field defaults from the position.
Full/Part Time Y   Full or part-time. This field defaults to full-time if FTE equals 1.000000 or to part-time if FTE is less than 1.000000.
Employee Classification   Y Use this field to identify postings for select unionized positions only. The values are: BCGEU (UBCO) – Auxiliary, CUPE 116 Seasonal, Leave Replacement, and CUPE 2950 Sessional. This field does not appear for faculty job openings.
On Call   Y Select this check box if the nature of the works requires on-call duties. This field applies to select unionized positions only. It does not appear for faculty job openings.
Salary Range Y   This section defaults from the position. For faculty, these fields do not appear.
Minimum Education Y   This section defaults from the position. For faculty, these fields do not appear.
Work Experience Y   This section defaults from the position. For faculty, these fields do not appear.
Interviewers (must be a UBC Employee)
Name Y   Use this section to enter the names of people on the interview team who require access to the Review Applicants component in Faculty/Staff Self Service. Enter the last name, comma, first name with no spaces after the comma. You can enter a partial name. If you’re unsure of the interview team, enter what you know. You can return later to update the list. These people must be university employees.
Job Postings and Posting Periods
Postings   Y Use this section to add a job posting/repost. Click the Create New Job Posting/Report hyperlink to create a new posting and record a paper advertisement. If a posting already exists, you can enter another one for a repost as long as less than 90 days have passed from the original posting. You can also use the repost function to keep the posting on the website longer if you are posting in a newspaper, etc. and want to direct applicants to our website to apply electronically. If more than 90 days have elapsed, the system will force you to create a new opening.
Originator Comments   Y Enter comments regarding this job opening (for yourself or for your approvers).


Button  Description
Review and Confirm Approvers Click this button to confirm the approvers for this job opening/posting.
Save & Submit Click this button to save your opening/posting once you have completed it. If you have missed any required information, you will be notified. The opening/posting will be routed to your faculty/department approver automatically.
Save as Draft Click this button if you wish to save the opening/posting but are not finished, or don’t want to submit it for approval at this time. You can return later to complete and submit.
Cancel Click this button to return to the search list. If you have not saved your opening/posting, you will be prompted to make a decision to save or abandon.

Other helpful resources

Updated July 2014
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