PeopleAdmin User Guide for creating Position Descriptions

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PeopleAdmin Position Management Guide
ROOSEVELT UNIVERSITY HUMAN RESOURCES
3.2021
Logging in
Navigation
Update a Position
Create a New Position

2. 1
Logging In
I. Login to PeopleAdmin with your Net ID at https://jobs.roosevelt.edu/hr/sessions/new
2. On your dashboard, make sure you are in the appropriate user group to review and approve job descriptions. You
can toggle between user groups by clicking on the carrot in the User Group box in the upper right-hand corner. You
should have Department Approver as a user group. If you do not have department approver status, contact HR.

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3. On the top left corner of the screen click the 3 dots to view the menu. Click on Position Management
4. On the next screen, click on the carrot to access the menu under Position Descriptions. Click on STAFF
option
5. You should now have a listing of all positions that report to you:

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Navigation
You can skip past sections of the description by either clicking directly on the section on the left-hand panel
bar:
Or by clicking on the blue Save & Continue button as seen below.
Note: clicking on the blue Save button will only save the information entered into the current screen but will not
move to the next section.
Some sections must be completed when a new position is created; an error message will notify you of what section
needs to be completed. Contact HR if you have any issues moving forward in the process.

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Updating an Existing Staff Position
A. Initiating the Request
1. To start a request to update an existing position, go to the Position Management module using the drop down
in the top right corner. Hover over the Position Descriptions tab and select Staff. Click the position number of
the position you wish to update. In the top right corner, when the position you want appears, click Modify
Position Description.
2. On the following page, click Start.

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A. Position Justification
On the Position Justification page, check Update job description. You may need to uncheck options from
previous requests.
The Modification Description field will contain any comments about the request you wish to attach. This field is
similar to the comments field on a paper Position Requisition Form.
Reminder: You are only making changes to reflect the current position; any changes you wish to make to the
current position (like changing the position that is currently part time to full time, or hourly to exempt), cannot be
completed in PeopleAdmin and must be requested using a Personnel Requisition Form (PRF).

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B. Position Details
In the Position Details section, update each field as necessary. See below for instructions. If
information has not changed, you can move to the next section.
Position Title – Leave blank/do not edit.
Position Control Title – Leave blank/do not edit.
Category – Leave blank/do not edit.
Position Number – Will be read only.
Position Action Number – Will populate once the request is completed and submitted for approvals.
FTE – Leave blank/do not edit.
Job Type – Select Full-Time or Part-Time from the drop down if different.
Location – Select the primary campus on which the position will be located.
Position Summary – Enter summary here. For guidance, refer to job description writing guide.
Knowledge, Skills and Abilities Required (KSAs) – Enter KSAs here. For guidance, refer to job
description writing guide.
Years of Experience Required – Enter credential. For guidance, refer to job description writing
guide.

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Required Education – For guidance, refer to job description writing guide if different.
Certification/Licensure Required – For guidance, refer to job description writing guide.
Minimum Qualifications – Standard language: “See knowledge, skills and abilities required”
Preferred Qualifications – For guidance, refer to job description writing guide
Equipment Operated – Standard Language for all postings:
Office equipment (desktop computer, laptop, office printer/ multi-function device and phone).
Add any others not listed.
Working Conditions – Standard language for all postings: “Normal climate-controlled office
environment is provided. Job is largely sedentary, but there is a need to move about the office and
buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically
less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for
frequent hand/wrist movement and repetition”.
For guidance, refer to job description writing guide if different.
C. Job Duties
All job duty percentages must total 100%. Additionally, ‘Other Duties as Assigned’ must be included
at a minimum of 5%. This can be either part of a larger Duty and Responsibility, or as a separate
entry at 5%. If no edits are required, you can skip to the next section.
Click Add Job Duties Entry to begin entering job duties, or click the Remove Entry box if
removing an entry.
Duty and Responsibility – Refer to job description writing guide for guidance
Percentage of Time – Enter the percentage of time on average this position will perform this
duty/responsibility. Refer to job description writing guide for guidance.

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D. Reviewing and Workflow Actions
After updating all sections of the Position Description, the summary page will display all sections and fields. If a
section is missing any required information, it will have an orange exclamation mark. Click Edit to add the
missing information, Save, and click Position Request Summary to return to the summary page.
Once all changes are made, hover over Take Action on Position Request and select Request Approval to
move it to the next approver in the process flow.
After selecting the action, the pop-up window will give you the option of adding comments to the position
request. It will be included in the email that is generated for the next user in the process flow. You can also add
this position request to your watch list which appears on the home page when you log in.
Click Submit to complete process.

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Creating a New Staff Position
A. Initiating the Request
Since the shell of the position has already been created in PeopleAdmin with just the title and employee name
and supervisor, you are essentially updating the position description fields with the information required.
To start a request to update an existing position, go to the Position Management module using the drop down in
the top right corner. Hover over the Position Descriptions tab and select Staff. Click the position number of the
position you wish to update. In the top right corner, when the position you want appears, click Modify Position
Description.
2. On the following page, click Start.

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A. Position Justification
On the Position Justification page, check Update job description. You may need to uncheck options from
previous requests.
The Modification Description field will contain any comments about the request you wish to attach. This field is
similar to the comments field on a paper Position Requisition Form.
Reminder: You are only making changes to reflect the current position; any changes you wish to make to the
current position (like changing the position that is currently part time to full time, or hourly to exempt), cannot be
completed in PeopleAdmin and must be requested using a Personnel Requisition Form (PRF).

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B. Classification
The position classification is the generic title of the position that matches the employee
classification, exemption status, and full-time or part-time status of the position. The current
classification will be listed at the top of this page. This may not need to be updated. Use the Filter
option to search by title or other attributes of the classification. If you do not see the appropriate
classification available for the position you are requesting, please contact Human Resources.

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C. Position Details
In the Position Details section, enter information as instructed below.
Position Title – Do not edit.
Position Control Title – Will be blank until HR populates the field. This will be the shortened title to be
stored in Banner. Leave blank/do not edit.
Category –Will default based on the classification selected.
Position Number – Will be read only.
Position Action Number – Will populate once the request is completed and submitted for approvals.
FTE – The full-time equivalent is based on the hours per week worked. For a full-time employee, this is
1.00. For less than full time, it will be pro-rated based on a 37.5 hour week. Refer to job description writing
guide for more information on calculating FTE.
FLSA Status – Will default based on the classification selected.
Job Type – Select Full-Time or Part-Time from the drop down.
Location – Select the primary campus on which the position will be located.
Position Summary – Enter summary here. For guidance, refer to job description writing guide.
Knowledge, Skills and Abilities Required – Enter KSAs here. For guidance, refer to job description
writing guide.
Years of Experience Required – Enter minimum years required in numerical format; can include specific
area.

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Required Education – Enter credential. For guidance, refer to job description writing guide.
Certification/Licensure Required – For guidance, refer to job description writing guide.
Minimum Qualifications – Standard language: “See knowledge, skills and abilities required”
Preferred Qualifications – For guidance, refer to job description writing guide
Equipment Operated – Standard Language for all postings:
Office equipment (desktop computer, laptop, office printer/ multi-function device and phone).
Add any others not listed.
Working Conditions – Standard language for all postings: “Normal climate-controlled office
environment is provided. Job is largely sedentary, but there is a need to move about the office and
buildings frequently. Occasional bending, stooping, lifting, pushing and/or pulling is required (typically
less than 10 pounds of weight or pressure). Regular use of desktop computer is required, calling for
frequent hand/wrist movement and repetition”.
.
D. Job Duties
Click Add Job Duties Entry to begin entering job duties, or click the Remove Entry box if removing an
entry.

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All job duty percentages must total 100%. Additionally, ‘Other Duties as Assigned’ must be
included at a minimum of 5%. This can be either part of a larger Duty and Responsibility, or as a
separate entry at 5%.
Duty and Responsibility – Refer to job description writing guide for guidance.
Percentage of Time – Enter the percentage of time on average this position will
perform this duty/responsibility. Refer to job description writing guide for guidance.
Click Save after each entry.
E. Physical Requirements
Enter the percentage of time on average the employee will be expected to perform the activities
listed. The percentages do not need to add up to 100%. For the maximum weight, enter the maximum
number of pounds the employee would be reasonably expected to lift/carry and push/pull while
performing the duties of the job. Job Description Writing Guide for more information.
F. Position Budget Information
This section can be bypassed
G. Posting Information
This section can be bypassed and filled out when the posting request will be submitted.

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H. Supplemental Questions for Posting
This section can be bypassed and revisited when creating a posting
I. Applicant Documents
This section can be bypassed and revisited when creating a posting in the future.
J. Position Documents
This section can be bypassed and revisited when creating a posting in the future.
K. Supervisor
This section can be bypassed
L. Employee
This section should contain the current employee in the position. If update is needed, use the Filter
options to find the appropriate employee by name.

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M.Reviewing and Workflow Actions
After completing all sections of the New Position Description, the summary page will display all
sections and fields. If a section is missing any required information it will have an orange
exclamation mark. Click Edit to add the missing information, Save, and click Position
Request Summary to return to the summary page.
Once all changes are made, hover over Take Action on Position Request and select
Request Approval to move it to the next approver in the process flow.
After selecting the action, the pop-up window will give you the option of adding comments to the
position request. It will be included in the email that is generated for the next user in the process
flow. Optionally, you can also add this position request to your watch list which appears on the
home page when you log in. Click Submit to complete the process.