Skip to main content

Add, List, Edit, or Change the Status of a Position on JobX

Add a Position 

If you are looking to request a new position that does not currently exist in JobX please see "Requesting a New Position"

Once your position has been approved by Payroll and you have received a confirmation email.  You can now add the job description into JobX.  You will need to create a job description for every position you oversee. We encourage you to follow this template.

  • Visit JobX
  • Click "Student Employment Supervisor Home Page".
  • Click "JobX Login" and enter your Swarthmore credentials.
    • If you have posting permissions for multiple departments select the department for which you are now posting from the "Employer Name" drop down menu in the "Job Filters" section.
  • Click the blue "Add a Job " button at the top of the screen. 
  • This will lead you to the "Institutional Job Description" form.
    • When you select "Job Category" and "Title" from the drop down menus, the "Wage," "Level," "Position Number," "Fund," and "ORGN" fields automatically populate.
    • Fill in all of the text boxes to create a detailed job description.
    • Make sure to select the appropriate number of available positions to allow for hiring.
    • Make sure to choose the correct Time Frame for the current hire.
  • Click "Submit."
  • The next screen is a preview of the College's Universal Application.  This application is completed by the student and then it will pre-populate for all  subsequent submissions. The student may edit it at anytime. 
    • This screen has a 45 minute time out. See the timer at the top right of the screen.
    • At this stage, you may also add custom questions to your application form. To do so, select the "Create A New Question" tab at the bottom of the page. If you created questions for another position already, you will see them in the "Pick From An Existing Question" tab.
      • Select "Question Type" from the drop-down menu.
      • Enter an abbreviated "Question Name." This name is for your reference only; candidates will not see it.
      • Choose whether to add the new question to an existing section of the application, or to create a new section in the application for that question.
  • Review your application. When you are satisfied, click "Save Application."
  • All positions require approval from the JobX administrator before going live.
    • However, you may select whether you want the position to go live immediately after approval or back to you for review.
    • You may also specify the period of time during which the position will be live on JobX.
  • Click "Click Here to Finish."
List a Position to Accept Online Applications (Posting Publicly)

Once your position has been approved by the administrator, it will need to be listed to be visible to student applicants searching for positions.  Once you have collected all of the applications you need, or filled the position. Move the position into the review status so that students see the position is closed.

  • Visit JobX
  • Click "Student Employment Supervisor Home Page."
  • Click "JobX Login" and enter your Swarthmore credentials.
  • Click on the title of the position you want to list.
  • Click the Listed button in the "Update Status" section
  • On the following page, make sure the "When To List This Job" drop down menu is set to "Right Now."
  • JobMail options
    • JobMail alerts students when positions meet certain criteria. For example, if a student is interested in math or engineering positions, they may set up a search.  When jobs meeting that criteria are "listed", the student will be notified via email.
    • Click Yes, send JobMail if you wish for students to be notified of your position.
  • Choose the length of time the job should be listed and accept online applications
  • You may need to update the Number of Openings to the approximate number of students you wish to hire.
  • Use the Save Changes button to List your position
Edit the Application of a Position
  • Visit JobX
  • Click "Student Employment Supervisor Home Page."
  • Click "JobX Login" and enter your Swarthmore credentials.
  • Click the title of the job you want to edit.
  • Click "Edit , view, or Remove, the Online Application" in the "Manage Application" section, on the right hand side of the page.
Change the Status of a Position

There are three different statuses for a position to be placed into.

  • Active, Listed Jobs status will place the position on the site for students to search and apply online. Departments may also Direct Hire students while the position is in this status. When listing a position on JobX, you will be asked to select how many days you would like that position to remain public and accepting applications. If you do not select a specific time period, you will have to manually close the position once you are no longer accepting candidates.
  • Active, Not Listed status allows the department to Direct Hire students without accepting online applications. Positions in Active, Not Listed status are not searchable nor do they accept online applications.
  • Inactive status will remove all current applicant data. If you will be putting the position into storage, be sure to export your student application data if you wish to retain it. Inactive status should be used prior to entering a new application cycle as students cannot be hired into a position if they were hired via a prior semester application. 

To manually change the status of a position on JobX, take the following steps:

  • Visit JobX
  • Click "Student Employment Supervisor Home Page."
  • Click "JobX Login" and enter your Swarthmore credentials.
  • Check the small square to the left of the position or positions you want to close.
  • Select "Change Selected Jobs" to "Review in the Select Action Below" drop-down menu, near the top right of the screen.
  • Click "Apply Action."
Edit the Timeframe of a Position
  • Visit JobX
  • Click "Student Employment Supervisor Home Page."
  • Click "JobX Login" and enter your Swarthmore credentials.
  • Click on "Edit Job" in the drop down menu to the right of the job title labeled  "Actions"
  • Scroll to the bottom of the job description and select the correct timeframe from the drop down box.
  • Click "Submit".