9.2 Manage a Job Opening

Purpose:  Use this document as a reference to located a specific job opening to review in ctcLink.

Audience: HR Administrators and HR Specialists.

You must have at least one of these local college managed security roles:

  • ZZ Hiring Manager
  • ZZ Interested Party
  • ZZ Recruiter
  • ZZ Recruiting Admin Local

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Managing a Job Opening

Navigation:  NavBar > Navigation > Recruiting > Search Job Openings

  1. The Search Job Openings page displays.
  2. Select the Job Opening ID from the lookup field.
  3. Select the Search button.
Search Job Openings
  1. The Manage Job Opening page displays.
  2. Use the Manage Job Opening page to manage job opening and their applicants.
  3. Initially, the Job Opening page displays the Applicants tab.
  4. Select the Activity and Attachments link - The Activity and Attachments tab displays summary information about the job opening, including:
    • Job history
    • Notes
    • Attachments
    • Expenses
  5. The Job History grid displays the status history for the job opening.
  6. The Searches grid lists saved applicant searches that have this job opening, including:
    • Job history
    • Notes
    • Attachments
    • Expenses
  7. If there are searches listed, select the View Results link to display the search results.
  8. Navigate back to the Activity & Attachments tab, which you left when you looked at the saved search results.  Select the Return link.
  9. The Notes grid displays summary information about notes that are associated with the job opening.
  10. To view note details, select the Edit button if applicable.  
  11. Use the Job Opening Notes page to view complete details for a note that is attached to the job opening.
  12. Select the Cancel button.
  13. The Activity & Attachments tab is displayed.
  14. The Attachments grid displays summary information about attachments to this job opening.  To open an attachment in a new window, select the File Name.
  15. The Expenses grid displays summary information about expenses that are associated with this job opening.  
  16. Select the Expense Details.
  17. Use the Add Expenses page to view detailed information about an expense that is associated with the job opening.
  18. Select the Cancel button.
  19. The Activity & Attachments tab displays.
Activity & Attachments tab
  1. Select the Details tab.
  2. The Details tab correspond to sections of the job opening data -  Links under the Details tab correspond to sections of the job opening data.  The sections can vary by job opening.  In this example, the sections are:
    • Job Details
    • Qualifications
    • Online Questionnaire
    • Job Postings
    • Hiring Team
    • Approvals
  3. The Opening Information section displays basic information about the job opening, including but not limited to:
    • Created By
    • Targeted Openings
    • Available Openings
    • Business Unit
    • Department
    • Status *PLEASE NOTE:  You can manually close the position by changing the status - however, the position will automatically close once someone is hired.  If you have duplicate openings (for the same job), the system will automatically close once all positions are filled.  
Details Tab Opening Information section
  1. Scroll down to the Additional Job Specifications section.
  2. Additional Job Specifications contains:
    • Job Code
    • Staffing Information
    • Salary information
  3. Scroll back to the top.
Additional Job Specifications section
  1. From the Details tab, select the Qualifications link.
  2. The Qualifications section enable you to list the desirable attributes for an applicant.  The types of qualifications can vary by job opening and might include:
    • Competencies
    • Degrees
    • Specials projects
    • Awards
    • Licenses
    • Language skills
  3. In the Work Experience & Education section, a user can review or modify the work expedience requirements for applicants with different education levels.
Qualifications link
  1. Select the Online Questionnaire link from the Details tab.
  2. The Screening Questions section enables you to view or modify the screening questions to be used for evaluating applicants.
  3. Select the Job Postings link.
Online Questionnaire link
  1. The Job Postings section of the Details tab view enables you to view or modify the postings for this opening.
Job Postings Link
  1. Select the Hiring Team link.
  2. The Hiring Team section of the Details tab view enables a user to view or modify assignments, including recruiters, and hiring managers.
  3. Scroll down to view additional sections which enable a user to add other types of hiring team members, including interviewers, interested parties, and a screening team.
Hiring Team
  1. Select the Approvals link from the Details tab.
  2. Review the Job Approvals section.
Approvals link
  1. The process to manage a job opening is now complete.
  2. End of procedure.