Learn to Use UB Jobs to Submit Position Descriptions

1. Log in to UB Jobs with your UBIT credentials.

1. Click the User Group drop-down menu, typically in the top-right corner.
   
2. Click Hiring Manager to add or modify position descriptions.

When you select a new user group, the website will automatically refresh after three to five seconds.

1. Choose the module you would like to work within from the sidebar. The sidebar can be opened by clicking the three dots in the upper left corner of UB Jobs.
2. To edit a position description, click Position Management.

When you select a new module, the website will automatically refresh after three to five seconds.

1. Click Position Descriptions in the navigation bar.
   
2. Click the position type that you are creating or modifying. Options appended with "requests" are for tracking progress on submitted positions. 

1. Search either a position title or line number. Line numbers begin with "P", followed by some numbers and end with "PR".  ex. P200252PR
2. If the position exists, click View to edit the position description.

1. If searching the position title or line number returns no results, click Create New Position Description.

1. Enter the In-House Title of the position.
   • Cannot align with another state title.
   • For non-classified positions, should be descriptive of the position.
2. Select the unit and entity from the corresponding drop-down menus. The Entity drop-down menu will remain empty until a unit is selected.
3. Click Start Request.

The Unit and Entity drop-down menus will only show entries you have access to. If you need additional permissions, contact Human Resources.

Visit Creating a New Position for assistance developing a position justification.

1. Respond to each question in the corresponding text box. 
   
2. Click Save & Continue.

1. Click the radial button before the title that most closely associates with the duties assigned to the position.
   • Titles are listed alphabetically but can also be filtered.
     1. Click Filter these results.
     2. Search for the title of the position.
2. Click Save & Continue.

Job duties are a more detailed description of the responsibilities assigned to the position.

1. Click Add Job Duties.
2. Fill out the required fields.
3. To add additional duties, repeat steps one and two.
   • You can remove a duty by selecting the Remove Entry? check box and clicking Save. The page will automatically refresh in three to five seconds and the entry will be removed.
4. Click Save & Continue when you are done adding duties.

1. Answer the questions according to your position description. Note: There may be additional instructions below the question that need to be completed or noted before moving on.
   • When asked for examples, use actual examples from the job’s description.
2. Choose the FLSA Status according to the previous directions.
3. Enter your name in FLSA review conducted by.
4. Enter the current date FLSA Determination Date.
5. Click Save and Continue.

1. Click the Actions drop-down menu for the document type you are uploading.
2. Click Upload New.
3. Click Choose File.
4. Open the file you wish to upload.
5. Click Submit.
6. Repeat steps one through five as needed for each document type.
7. Click Save & Continue.

1. Review the contents on the position summary.
   • An orange exclamation mark indicates required information is missing and the position cannot be submitted.
   • A green check mark indicates required information is present and the position can be submitted.
2. Click Edit to skip to a previous section if changes are necessary.

1. Click Take Action On Request.
2. Choose the appropriate next level approver.
3. Enter notes, if any.
4. Click Submit.
   

The recruitment exception tab is populated when requesting an exception as defined in the Recruitment Exceptions policy.

Note: If a position description does not yet exist, you can submit one for review at the same time as your exception request. 

1. Select the radial button for the exception you are requesting.
2. Review the policy to determine the required documentation.
3. Click Save & Continue.

1. Click the Supplemental Documentation tab.
   
2. Attach required documentation and the Exception justification.
3. Click Save.
4. Click Request Summary.

UB Jobs has a defined workflow for positions built into the program. 

Hiring Manager → Department Chair/Approver → Dean's/VP Area → Provost/VP → Human Resources

Hiring Manager → Approval step that has returned the action

• If you have multiple user types, you need to change your User Type to approve positions at each level.
• UB Jobs will not allow positions to skip a step.
• Reach out in advance to the Dean or VP’s office to learn about  expected approvals.