Create Ad-Hoc Position

overview

Staff, Administrative/Professionals and Full Time Faculty are managed through the Position Management staffing model, and therefore prior to hiring an employee, a position must be created.

  • The Create Ad Hoc Position process is used to create positions outside of the NYU Annual Staffing Process.
  • To create a proposed position as part of the annual planning process, follow the process in the Create Proposed Position tip sheet.

Important. For Staff and Administrative/Professionals, Create Ad Hoc Position is initiated through JDX. Refer to the tip sheet, JDXpert for HR Partners and HR Analysts. Once the position is approved by Compensation Partner, JDX sends the transaction to PeopleSync where the initiator completes the additional steps and the final position is approved.

For Full-Time Faculty, the entire process is completed in PeopleSync.

The Create Ad Hoc Position transaction is submitted by HR Analysts or HR Partners.

Create Position

  1. Enter the name or code of the supervisory organization in the Search bar.
  2. Select the supervisory organization.
  3. Click Actions ellipse > Staffing > Create Position.
  4. Select the Position Request Reason.
    • Select 1) Ad-Hoc > Restructure if the position is a result of a restructure (i.e. replacement, consolidation or split) of a prior position.
    • Select 1) Ad-Hoc > Non-Restructure if the position is not tied to a prior position.
    • The additional Position Request Reasons are used to create Proposed Positions for the Annual Staffing Process or are for NYU Abu Dhabi.
  5. Enter the position title in the Job Posting Title field to be shown in iCims. The Title entered here will be used for recruiting. The working or business title may be assigned at the point of Hire.
  6. In the Number of Positions field, indicate the number of positions to create with the corresponding job details.
  7. Under the Hiring Restrictions tab, use the calendar icons to select the Availability Date and the Earliest Hire Date.
    • Note: The availability date and earliest hire date specify when the position will be available in the supervisory organization so that you may open a job requisition and begin recruitment.
    • Note: “No Job Restrictions” checkbox should not be used, as Job Profile/Family drive workflow and must be filled out.
  8. Next, select the appropriate Job Family.
    • For Full-Time Faculty, fill in Job Family ONLY (do not enter a Job Profile)
  9. In the Job Description Summary field, enter the specific position summary. Do not enter details in the Job Description Summary field.
  10. Use the prompt icon to select the Location for the new position.
  11. Use the prompt icon to select the Time Type for the new position.
  12. Use the prompt icon to select the Worker Type for the new position and Worker Sub Type.
    • Fixed Term employee should be selected when the position has a projected employment end date. Regular should be selected for open-ended positions
    • Washington Square is not using Contingent Worker
  13. Click the grey plus arrow to add a new row under the Training section.
    • Under the Training column, indicate the percent of time dedicated to that qualification area, if applicable. If the line item does not refer to a percent of time (i.e. required education) type N/A in the Training field.
    • In the Training Type column, use the drop-down menu to select a position detail for the position. These should be entered in the order listed.
  14. In the Description column, enter the description or qualifications for the specific training type selected.
    • There are 4 additional position description details (M-P) that should be used for role enhancements only and should not be used when creating a new position.
    • You do not need to flag any position description details as Required.
  15. Once all position description items have been entered in the Training section, click Submit.
    • PeopleSync will not prevent you from submitting the position request if all required position details are not included, however, the position request routes to the Compensation Partner who will send the request back to the Initiator so that they are able to work with the Initiator to ensure all of the necessary information is input.
  16. If you selected 1) Ad-Hoc > Restructure as the Position Request Reason, you will be routed to the Edit Additional Data step to Enter Position Restructure Details.
    Select the Position Restructure Type: 

    • If you select Replacement, enter the 7-digit Position ID of the prior position in the Prior Position ID 1 field.
    • If you select Split, enter the 7-digit Position ID of the prior position in the Prior Position ID 1 field.
    • If you select Consolidation, enter the 7-digit Position IDs of the prior positions in the Prior Position ID 1, 2 (and 3 if applicable) fields. If you are consolidating more than 3 positions into 1, multiple Position IDs, separated by commas, can be entered in the Prior Position ID 3 or More field.
    • To find a Position ID, navigate to the Supervisory Organization of the position in a new tab. View the Members tab and look at the Position column to find the 7-digit Position ID.

Change Organization Assignments

The initiator of the process will receive the task to Change Organization Assignments.

Edit additional Data

The initiator of the process will receive the task to Edit Additional Data for the Hybrid/Remote Work Classification (Position) field. (Note: This task applies to Admin/Professionals and Staff (Local 3882, Local 153, and non-exempt/non-union) only. This step does not appear if the classification on the job profile is “Not Applicable”.

  • Select one of the following. (Remember to complete the same value in this field as you did in JDX. For example, if you selected Fully Onsite in JDX, selected Fully Onsite in PeopleSync.)
    • Fully Onsite
    • Hybrid Eligible
    • Mostly Remote
    • Not Applicable
  • Note: If Mostly Remote is newly selected, this transaction will route to the Compensation Partner for approval before moving on to the next step.

request default compensation

The initiator of the process will receive the task to Request Default Compensation.

Assign Pay Group

The initiator of the process will receive the task to Assign Pay Group.

The transaction will route to HR Partner and then the Finance Partner for approval.

Assign costing allocation

The initiator of the process will receive the task to Assign Costing Allocations.

2 thoughts on “Create Ad-Hoc Position”

  1. Pingback: JDXpert for HR Partners and HR Analysts – PeopleSync
  2. Pingback: Job Requisitions – PeopleSync

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