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 All staff positions at the University will have a written job description.  Each job description will include the official job title, a job summary, a description of the duties and responsibilities characteristic of the job, and a statement of the minimum education and experience qualifications, certification and licensing requirements if any,  and the knowledge, skills and abilities  a person should possess to fill a position with a reasonable prospect of success.

A job description is descriptive and not restrictive.  It will summarize duties, responsibilities, and other work requirements.  Job descriptions are intended to provide an overview of the essential job duties or functions, and are not intended to list every task an individual may perform.  The supervisor may wish to write and issue a more detailed task description list.

A job description is not to be construed as declaring to any extent or in any way limiting the authority of an administrator to assign, modify, direct, or control the work of an employee.  The use of a particular expression or illustration in a job description is not to be held to exclude others, not mentioned, that are of similar kind or quality.

·         The responsibility of notifying the Office of Human Resources of applicable changes to a position’s job duties and responsibilities rest with the employing department’s supervisor.

·         Job descriptions should be reviewed by the supervisor at least once a year, at the time the performance review is conducted, and every time a job is vacated.

·         Changes to the job descriptions should be approved by the next line of approval and then forwarded to the Manager of Compensation for review and to be incorporated into the formal job description.

·         If there are significant changes to the job description, meaning the nature of the job, scope or levels of responsibility has changed significantly, the supervisor should request a reclassification of the position by consulting with the next level of approval, if in agreement a job analysis questionnaire should be completed and forwarded to the Divisional Vice President.  It is possible to make minor changes to the job description without the need for a reclassification.  The classification of a position should only be concerned with the duties and responsibilities of the position.  The performance of the incumbent currently in the position should not be considered in requesting a review of the position.

·         Final determination of job descriptions will be approved by the Office of Human Resources.

Requirements applicable to all University employees, such as sobriety, honesty, diligence, and other such conditions or qualities are implied as qualifications for each title, although they may not be specifically included in each job description.

How to Write a Job Description

What is a Job Description?  A job description will summarize duties, responsibilities, and other work requirements.  Job descriptions are intended to provide an overview of the essential job duties or functions, and are not intended to list every task an individual may perform.  The supervisor may wish to write and issue a more detailed task description list.  

Why are Job Descriptions Important?  A job description clarifies who is responsible for what in a company.  They also identify relationships between individuals.  It helps the employee understand the responsibility of their position; job descriptions are helpful to employees, supervisors, and to upper level management in every stage of the relationship.  It also helps the applicants understand the job’s roles and duties before applying for the position.  It provides information about the education and experience requirements, and knowledge, skills and abilities required for each job.  Accurate job evaluations should be the basis for the performance evaluation, salary survey reviews and internal equitable salary structure review.  Therefore, job descriptions should be accurate, concise, and complete.

There are 12 important segments to the job description.  Below you will see each one defined.

TITLE

This is the official university title; it has to be an approved university title.

This is the official university title; it has to be an approved university title.

JOB SUMMARY

The job summary should provide a brief summary of the job’s highlights and its general characteristics.  They should provide enough information to give a clear picture of the major functions and activities of the job.  It describes the importance of the job.  It also describes under what type of supervision the duties are performed.

The job summary should provide a brief summary of the job’s highlights and its general characteristics.  They should provide enough information to give a clear picture of the major functions and activities of the job.  It describes the importance of the job.  It also describes under what type of supervision the duties are performed.

Examples of Job Summaries

·         Provides critical administrative and financial services for all units in the Academic Affairs Division by serving as the secondary support staff for Academic Financial Services.  Assists Academic Affairs units with organizational functions such as planning, processing, implementing, monitoring and reporting.  Work is performed under minimal supervision.

·         Performs skilled work involving specialized musicianship in support of dance,drama, music or gymnastic groups.  Work involves accompanying students and class groups participating in dance and rhythmic gymnastics.  Instructions are given at the start of new work assignments.  Work is performed under limited supervision.

·         Provides direct support to the Bursar in handling administrative and accounting duties within the Cashier’s Office. Responsibilities include the receipt and custody of cash and/or checks.  Work requires independent judgment based upon a thorough understanding of operating policies and procedures, and activities of the unit and the University.  Works is performed under limited supervision.

ORGANIZATIONAL RELATIONSHIPS

This segments provides information as to who this position reports to and if the position supervises.

Report to:  Director of Admissions

Supervises:  Associate Director, Assistant Director, Administrative Assistant

PRIMARY DUTIES- May include, but not limited to the following,

This segment provides the duties and responsibilities of the job, which should include all the essential tasks/functions which are those that a person must be able to perform without being aided or with a reasonable accommodation.  The employers can require all applicants and employees to perform essential tasks of the job in question.  (The Americans with Disabilities Act (ADA) does not relieve a disabled person from the obligation to perform the essential tasks of the job).

This segment provides the duties and responsibilities of the job, which should include all the essential tasks/functions which are those that a person must be able to perform without being aided or with a reasonable accommodation.  The employers can require all applicants and employees to perform essential tasks of the job in question.  (The Americans with Disabilities Act (ADA) does not relieve a disabled person from the obligation to perform the essential tasks of the job).

ADDITIONAL DUTIES

This segment provides the duties and responsibilities of the job which are marginal tasks/functions, those that are non-essential or primary to the position.  Marginal tasks or additional tasks must be assigned to someone else or other accommodations must be developed if a disabled person cannot perform them.  (It is discriminatory to disqualify a person from a particular position because he/she cannot perform a task which is listed only as a marginal duty or additional duty.

Below are some determining factors to consider whether the primary duty is an essential function:

·         Is the reason the positions exists is to perform the functions (s).  Would removing the function fundamentally alter the job?

·         Maybe there is a limited number of employees are available among whom the performance of that job function can be distributed; are other employees available to do the function?

·         What amount of time on the job is spent performing the function?

·         Is the function highly specialized so that a person is hired for their expertise or ability to perform the particular function?

Below are some determining factors to consider whether the additional duty is a non-essential functions:

·         any task that is considered to be a peripheral, incidental, or minimum part of the job;

·         tasks that can be easily transferred to another employee without hurting the employer’s business.

EDUCATION

This segment will list the minimum education requirements for the position; these are not individual  characteristics or qualifications.

EXPERIENCE

This segment will list the minimum experience requirements for the position; these are not individual  characteristics or qualifications.

REQUIREMENTS

This segment should include licensing, certifications, or registrations required for the position. 

KNOWLEDGE, SKILLS, AND ABILITIES

This segment should indicate the minimum knowledge, skills and abilities to satisfactorily perform the job.  Do not describe knowledge, skills and abilities possessed by the incumbent.  Knowledge:  Body of information necessary for task performance (ex:   knowledge of department management, familiar with application of federal and state laws pertaining to HR, understanding of safety and risk management requirements.)  Skills:  Level  of proficiency needed for task performance (ex: experience, training, education, license, good customer service skills, strong interpersonal skills, basic computer skills, negotiation, written communication, counseling, interviewing, etc.)  Abilities:  Capabilities necessary to perform the job ( ex: ability to create and manage a department budget, function as a project manager, provide engineering expertise to a team, create and distribute company newsletter, etc.)

PHYSICAL DEMANDS

The physical demands are those that must be met by an employee to successfully perform the essential functions of this job.

This is a standard statement:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must have the ability to occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include ability to distinguish the nature of objects by using the eye.

WORK ENVIRONMENT

This is a standard statement for employees:

Employees are responsible for performing their duties in an environment that is free from discrimination, intimidation, coercion or harassment, including sexual harassment. Work is performed primarily indoors in an office setting. The noise level in the work environment is low to moderate. The employee may be required to travel.

This is a standard statement for supervisors:

Supervisors are responsible for maintaining an environment that is free from discrimination, intimidation, coercion or harassment, including sexual harassment. Work is performed primarily indoors in an office setting. The noise level in the work environment is low to moderate. While performing the duties of this position, the employee may be required to travel.

SAFETY

This is a standard statement for employees:

Assists in the creation of a culture of safety and environmental protection by performing work safely in accordance with departmental safety procedures. Operates equipment safely and reports any unsafe work conditions or practice to supervisor.

This is a standard statement for supervisors:

Supervisors are responsible for the safety of their employees by creating and maintaining a safe work environment. New employees should be provided with safety instruction during the first 30 days of employment and receive, as applicable, annual refresher safety training. Supervisors should operate equipment safely and report any unsafe work conditions or practices to Management or Safety Coordinator. Supervisors should insure that employees work in a safe manner and submit injury/accident reports to the Office of Human Resources within 24 hours of notification.

page updated 9/11/2014 10:05 AM