Using the GatorJobs Applicant Portal

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1 INTRODUCTION Introduction Welcome to the University of Florida employment portal, also known as GatorJobs. We are very happy about your interest in seeking an employment opportunity with the University of Florida and being a part of the Gator Nation. The University of Florida is a major, public, comprehensive, land grant, research university. The state's oldest, largest and most comprehensive university, Florida is among the nation's most academically diverse public universities. Florida has a long history of established programs in international education, research and service. It is one of only 17 public, land grant universities that belong to the Association of American Universities. The University of Florida enrolls over 49,000 students, including 36,000 undergraduates. The University of Florida is continuously looking for talented individuals to advance the University of Florida s mission teaching, research, and service. GatorJobs lists all positions that are currently available, and we hope you will find an opportunity to begin your career with and be a part of the University of Florida family. 1. Create an Account To apply for a job, create an account first. Creating an account allows you to bookmark open positions for later viewing, position listings to others, and track the status of positions to which you have applied. You will also be able to set up an RSS feed to notify you of new positions that open. To create an account, simply click on the Create Account link on the left side of the page. The system will prompt you to provide information such as username and password in order to create an account. Please note that username must be an address, and no one else may use the same address for username when creating an account. Also, any field that has an asterisk in front of it must be completed. Click the Create button at the bottom of the page in order to create an account. UF Human Resource Services February 21, 2012 Page 1

2 If a field is not completed correctly, then an error message will appear on the top of the page indicating the field that requires further attention. A message will also appear at the top of the applicant portal when you have successfully created your account. At this point, you can begin to fully use the features of the GatorJobs system! 2. Set Up an RSS Feed to Be Notified of Positions Colleges and departments at UF use GatorJobs to post and recruit potential employees so new employee opportunities appear all the time. We encourage you to check back frequently to search for a posting that might interest you or those you know. Subscribe to the RSS feed from the Search Job page, and receive a notification each time a job vacancy is posted. Due to the current setup, you will receive a notification for newly posted job vacancies. UF Human Resource Services February 21, 2012 Page 2

3 To subscribe to this feed: 1. Click on the RSS feed icon. 2. Click Subscribe to this feed. 3. Enter a name for the feed and select a folder. 4. Click Subscribe. 3. Search and Filter Positions at UF To search for a position, click on Search Job on the left side of the navigation menu and then click on the Search button. This will display all current vacancies at UF, which could generate a long list for you to review. However, refine your search with available search criteria on the Search Job page. Search by Keyword Search for a position by entering part of the job title in the Keyword field. For example, if you are interested in a Program Assistant position, enter Prog or the entire word program, and the system will generate a list of currently available Program Assistant positions. Search by Job Category Another way to search is by Job Type; GatorJobs contains listings for all different types of jobs, and each type has different requirements and benefits. These types are: 1.) Faculty This is an academic related appointment at the university, such as lecturers and clinical professors, depending on the college. These are broken down into 9, 10, and 12 month appointments. These positions are eligible for benefits depending on whether it is a 9 month, 10 month, or 12 month appointment and the college. 2.) PostDoc 3.) TEAMS This is a non academic or staff position, and employees in this type of job are eligible for benefits such as health insurance and retirement. UF Human Resource Services February 21, 2012 Page 3

4 4.) OPS This is a temporary position at the University of Florida, and it is not eligible for benefits such as health insurance, leave, and retirement. 5.) Student This is only for students who are attending classes at the University of Florida, and this type of employment is managed by the Student Employment unit within the Student Financial Services. 6.) Externship These positions are specifically for students in the College of Law to earn credits and obtain experience in working with partnered organizations. Use multiple criteria such as Job Type and Work Location to further narrow your search. After you click on the Search button, then the system will generate a list of available positions. To view the detail of the position, click on the name of the position, and the system will provide additional details for the position. UF Human Resource Services February 21, 2012 Page 4

5 The name of the position will appear at the top of the page. Before you review the details and apply to this job, you may perform three actions with this posting: 1. Bookmark this Job, 2. This Listing to a Friend, and 3. Print Preview. When you click on Bookmark this Job, this posting will be added to your account for easy viewing later. To view position you have bookmarked, click on the Bookmarked Jobs link on the left side of the portal after logging in to your acccount. Please note that bookmarking a job posting does not mean that you have applied to the position. The this List to a Friend feature will allow you to notify friends whom you think might be interested in applying to the position. You will be prompted to enter your friend s address, your name and any message you would like to provide to your friend. After you click on the Send button, your friend should receive the shortly. The Print Preview feature allows you print the job posting in a print friendly format. Just click on your browser s back button to return to the posting. Please don t close the browser or you will need to log back into the system. The job posting will provide the essential information you will need to determine if you are interested in applying to the position. In addition, it will summarize any additional documents such as a cover letter or resume you may need to apply to the position and any supplemental questions you may need to answer. When you are ready to apply, click on the Apply to this Job button on the top of the page. UF Human Resource Services February 21, 2012 Page 5

6 4. Applying for a Position Using the GatorJobs Applicant Portal If you have never created an application, then you will be prompted to fill out a new application. There are multiple sections to the application, and it is highly recommended to go through each section carefully. You can identify the section you are in by looking the top of the page and by the drop down. If you are a returning applicant, or applying to more than one position, then the system will automatically populate the fields with information you had provided on your most recent application. The first section is Personal Information. In this section, you will be asked to provide some biographical information including contact information. Be sure to complete all fields that have an asterisk next to them accurately, and if the requesting field does not apply to you, then follow the stated notations. UF Human Resource Services February 21, 2012 Page 6

7 Once you have completed the Personal Information section, you will be directed to the next section, Educational History. In this section, you will have the opportunity to provide your education background including high school and post secondary education. For post secondary education, you will simply click on Add Additional Education History. Just keep click on Add Additional Education History to record additional post secondary education. UF Human Resource Services February 21, 2012 Page 7

8 Once complete, click on Next to go to the Employment History section to provide your employment history. In this section, provide as much detail as you wish. To add more employment history, just simply click on Add Employment Experience Entry, and the application should automatically sort your employment history in the order based on the employment end date. Be sure to click on the Next button to save your information and advance to the next section, Licenses and Certifications. In the Licenses and Certifications section, you will have the opportunity to provide information on all certifications and licenses you have acquired. Just click on the Add Licenses/Certification Entry button to provide information you wish to share with the hiring manager. Upon completion, click on the Next button to continue. UF Human Resource Services February 21, 2012 Page 8

9 In the next section, you may be prompted to provide list of References. If prompted, then you will need to provide your referee s name, address, and/or phone number, and the relationship type. Click on the Add References Entry button to provide additional referees. UF Human Resource Services February 21, 2012 Page 9

10 In the next section, you might be prompted to answer some Supplemental Questions. Please be sure to read through the questions thoroughly and answer all the questions accurately. Answering questions incorrectly may cause your application to not be reviewed by the hiring manager. Following the Supplemental Questions, you may be prompted to provide additional documents such as a cover letter and resume. The system will indicate which one is required and which one is optional. Required documents must be attached, or your application will be considered incomplete. To attach, simply click on a link and attach the requested document to the link by clicking on Browse to locate the file. For this example, you are providing a cover letter. Once you have located your cover letter, click on Submit to attach the document. Instead of attaching, you may also create a cover letter by click on the Write a Cover Letter link at the top of the page. The system will provide a text editor for you to complete a cover letter. Be sure to click on the Submit button when you are done. UF Human Resource Services February 21, 2012 Page 10

11 The last section of the application is the Confidential EEO Information page. Information entered on this page will not be viewable by the hiring manager, except for the Military Veteran Preference subsection. This is only compiled for federal reporting purposes. The military veteran preference information is used for determining whether an applicant is eligible to claim veteran preference, as prescribed by the Florida Statutes. The final step of the application process is to verify all the information has been entered correctly. Be sure to review the entire application before you click on the Certify and Submit button. After you click on the Certify and Submit button, please review the certification statement and sign the application by checking the box and entering your initial at the bottom of the page. After you submit your application, you should be provided a confirmation number and a message indicating whether you have successfully applied for the position. The hiring manager will review the applications after the posting closes. If you have been selected to proceed further in the recruitment process, the hiring manager will contact you directly. You may also check the status of your application by logging into your account in GatorJobs. 5. Follow Up and Manage Your Application Through GatorJobs, you may also monitor and manage your applications. To view your applications, after you have logged into GatorJobs, click on the Your Application link on the left side of the page, and it will direct you to a list of positions for which you have applied. You may check the status of your application. It goes from In Progress to Interview to Hired or Not hired If you wish to withdraw from a position, click on the Withdraw Application link for the position from which you wish to withdraw.if a position for which you have applied is closed and you do not wish to view it on the main listing, you can move it to the archive page by clicking on the Archive link for the position you wish to archive. This will help de clutter your main view. You may always view your application and documents you submitted for each position; however, you will not be able to make any changes to any submitted documents. Contact Recruitment and Staffing in the Office of Human Resources for the University of Florida if you need assistance in updating your documents. For studentrelated positions such as student assistance or federal work study, please contact Student Employment in the Student Financial Services. UF Human Resource Services February 21, 2012 Page 11

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