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Job Description Writing GuideThis guide provides the basics of writing a job description and covers the following sections of the jobdescription: ♦ Position Details ♦ Job Duties (“What you do”) ♦ Performance Standards (“How you do it”) ♦ Job FactorsFor more comprehensive instruction, the Compensation Department offers Job Description workshops toprovide administrators, managers, supervisors, and staff employees with the necessary tools to write effectivejob descriptions. Please see the Compensation Main page or FSDP page on the Organization Developmentwebsite for dates and times of the next Job Description Workshop available to you
Position DetailsThis Position Details section contains general information about the job – the current or requestedclassification, working title, pay range, exemption status, department name and number, position number,percentage of effort, the job description summary, comparable positions, etc
Working Title – The working title for a job should be based upon the main function or role of the job. It isimportant to stray away from vague and very specific job titles, instead create a working title that appropriatelydescribes both the level of responsibility and role of the job. Here are some examples of good working titlesand those that need some improvement: Good Working Titles Working Titles that need improvement Program Director Director of the XYZ Program at the School of AB Administrative Assistant Assistant to the Director of ABC Dept Help Desk Support Analyst Systems Programmer II Business Manager Administrator IIIJob Description Summary – The job description summary: Contains 1 - 3 paragraphs Summarizes the main points of the job description which may include key responsibilities, functions, and duties; education and experience requirements; and any other pertinent information (i.e
scheduling requirements, travel, etc) Is used in job postingsComparable Positions – Use this section to list any positions in the department that have a similar role orlevel of responsibility. It is useful to the Compensation Analyst during the classification process and helps toensure positions are classified consistently
On the following page, you will find an example of the Position Details section
-1- Job Description Writing GuidePosition TitleJob Classification Administrator IHiring Range $20,064.00-$30,480.00FLSA Status Non-ExemptProvisional Period 6 MonthsPay grade level 5EEO-6 Category PRSalary Minimum $20,064.00Salary Midpoint $30,480.00Salary Maximum $40,896.00Position InformationDepartment 99999 – Department NameWorking Title Admissions CoordinatorAssignment Category Regular, Full-TimePosition number: 5557777Campus OaklandIf other campus, please specifyJob Type StaffBargaining UnitStaff Work Months 12Percent of Effort (Use numbers only) 100 The Admissions Coordinator is responsible for administering the admissions and registration processes and providing administrative support to the Program Director
Administration of the admissions process includes serving as the primary point of contact for potential students, preparing recruitment event materials, processing applications, coordinating the transcript evaluation process, and preparing admissionsJob Description Summary correspondence. Coordinate the initial registration process for students, review and coordinate the transfer credit evaluation process, post transfer credits, and provide(Note: This summary is the language that will be used in general information to students. Administrative support to the Program Directorthe posting to advertise the position on the OHREmployment Web site) includes preparing general correspondence, answering phone calls, assisting with meeting preparation, making travel arrangements, etc
A qualified candidate should have one to two years of experience in an academic support or secretarial position, preferably in a University setting. An associate’s degree is preferred
Comparable Positions(If there are any comparable positions within the #1234567department, identify these positions by position numberand note the similarities and differences.) -2- Job Description Writing GuideJob DutiesThe Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level ofresponsibility of a job. Due to the significance of this section, it is important to accurately, concisely, andcompletely describe the duties and responsibilities of a job
This section of the Job Description is comprised of three main elements: The main areas of responsibility within a job, or “buckets of work.” A job descriptionKey Accountabilities usually contains three to five Key Accountabilities
Sentences that provide additional information about the tasks associated with the KeyDuty Statements Accountability
Percentage of Time Estimates the portion o f the job that is spent on a particular Key Accountability
Job Duties Writing MethodsWhen the Job Duties are well written and organized, they can accurately convey the complexity, scope, andlevel of responsibility of a job. To assist in the organization and writing of the Job Duties, two writing methodshave been developed:Method # 1: 1. Think of the job in terms of its Key Accountabilities, or main responsibilities/functions. Typically, a job will have 3 - 5 major Key Accountabilities. Here are some examples: ¾ Budget Management ¾ Executive Support ¾ Event Coordination 2. After establishing the Key Accountabilities, generate specific job duties associated with each. These are the individual tasks or duties that correspond to the Key Accountability. For example, specific Budget Management duties might include: ¾ Prepare budgetary reports ¾ Analyze expenditures ¾ Monitor levels 3. Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an action verb (see page 8 for a list)
-3- Job Description Writing GuideMethod # 2: 1. Brainstorm a list of all the duties required to perform the job. These are the individual tasks completed on a daily, weekly, monthly or annual basis. Below is an example of a task list: ¾ Arrange for catering ¾ Compose and types correspondence ¾ Coordinate logistical support for meetings, seminars, and departmental events ¾ Determine and secures the event location ¾ Make travel arrangements ¾ Monitor levels ¾ Prepare budgetary reports 2. Review the list and group the duties based upon the specific functions and responsibilities of the position, also known as Key Accountabilities
3. Establish the Key Accountabilities. For this group, the Key Accountabilities may include: Event Coordination, Administrative Support, and Budget Administration
4. Condense the specific job duties into two to three concise “Duty Statements,” beginning each statement with an action verb (see page 8 for a list)
Here is an example of a well written and organized Key Accountability Section in a Job Description:Key Accountability Event Coordination Coordinate all Dean’s Office events. This includes securing the event location, scheduling presenters, coordinating the production of event marketing materials andDuty Statements programs, maintaining the RSVP list, and making all catering arrangements. At the event, supervise the event staff and greet the guests
Percentage of Time 15%To summarize, here are some things to remember when completing the Job Duties section of the jobdescription: The Job Duties section should contain 3 - 5 Key Accountabilities
Title each Key Accountability section to summarize the function / role
Include 2 - 3 concise Duty Statements for each Key Accountability. The Duty Statements expand upon that particular area of responsibility as well as the role and complexity of the position
Begin Duty Statement with an action verb (see page 8 for a list)
Limit the listing of Duty Statements and Key Accountabilities to what is required to perform the job
Do not include duties that are no longer performed or those that may be required in the future
Write the duties in terms of what the position requires, not based upon the capabilities of any individual
Determine an accurate percentage of time the incumbent should spend on that particular Key Accountability over the course of a year -4- Job Description Writing GuidePerformance StandardsThe Performance Standards section: Conveys the expectations of the job Depicts the knowledge, skills, and abilities necessary to be successful in the job Provides a basis for measuring performanceThis section is typically completed by either the supervisor, hiring manager, or designated administrator in thedepartment. There is a Performance Standards section associated with each Key Accountability whichprovides information about the performance expectations of that particular area of responsibility. Here is anexample of a Performance Standard for the “Event Coordination” example in the Job Content Section:Key Accountability Event Coordination Coordinate departmental and programmatic events Secure the location Schedule presenters Make travel arrangementsDuty Statements Coordinate the production of program / event marketing materials Maintain RSVP list Make arrangements for catering and any necessary equipment Staff the event Event Coordination activities are expected to be carried out with minor supervision
Performance Must be capable of setting priorities and working under pressureStandards Must be able to multi-task, planning several events simultaneously Ability to work well with internal and external participants is essential Knowledge of Microsoft Office Suite is imperative -5- Job Description Writing GuideJob FactorsThe Job Factors section of the job description outlines the knowledge and skills required to successfullyfunction in the job. The Job Factors cover a variety of areas pertaining to the job, for example, the level ofeducation/experience required, supervision received, and analytical skills and ability required for the job
The assignment of Job Factors should be completed by the supervisor, hiring manager, or departmentaladministrator, and, should be reflective of the general responsibility level of that position. For example, anemployee in an Administrator I classification would not be expected to be responsible for interviewing,selecting and hiring someone into an Administrator IV position, but may be responsible for interviewing,selecting and hiring a student worker. It is important to remember to include only information that pertains tothe position and not specific to the skills, experience, and education of the incumbent. The following are all theJob Factors listed in a job description and examples of responses:Minimum Education Level Required BaccalaureateThe minimum experience level required Three years of relevant administrative, marketing and/or event(All qualifications listed must be job related.) planning experience is preferred
The amount of supervision received by the employee The incumbent reports to the Assistant Director. After initial(What is the job classification and working title of the supervisor? How, orientation, the incumbent will be given general direction from theand to what extent, is the employee's work checked? Note the distinction Assistant Director, but is expected to perform duties and responsibilitiesbetween initial or special training and ongoing supervision.) independently
The analytical skill required The job requires excellent analytical and communication skills as(What is the complexity or standardization of the tasks which areperformed?) statistical and financial reporting is an essential element to this position
BOTH the level and budget volume (Dollar Amount) The incumbent is responsible for managing event budgets. Thisof financial responsibility/accountability(What is the extent of the employee's responsibility for calculating and includes collaborating on budget development, monitoring andverifying figures; gathering data; typing requisitions or budget approving budgetary expenditures, and analyzing statistical anddocuments; monitoring or analyzing expenditures; preparing reports; financial reports. The budget for a single event can range from $5,000approving purchases; planning and authorizing department or grantbudgets, etc?) - $50,000
The impact of actions carried by this position Poorly executed events could result in a negative image for the School(What are the probable results of inadvertent error or mistake injudgment, interpretation, or exercise of responsibility?) and the University or potentially lose funding opportunities
BOTH the diversity and complexity of the supervisionexercised This position is not responsible for supervising any staff positions
(List the job classification and working titles of those directly trainedand/or supervised by this person)
The scope of the human resources impact of thisposition(Explain supervisory role in hiring, firing, promoting, evaluating, increasing Occasionally responsible for interviewing prospective candidates andsalaries, etc. of other employees. Does the position carry "lead" providing input into the hiring process
responsibility? Explain how, and to what extent, the work of others ischecked by the employee.) The incumbent has regular contact with senior level University staff andBOTH the level and nature of the INTERNAL contacts faculty, such as Deans, Directors, Senior Administrators, etc. In(What, if any, University departments does the incumbent contact. Why addition, the incumbent maintains contact with several areas across theare these contacts made and how frequently are they made?) University including University Marketing Communications, Institutional Advancement, the Special Events Office, etc
BOTH the level and nature of the EXTERNAL contacts External contacts include staff members at other colleges and universities, government and industry representatives
-6- Job Description Writing GuideJob Description Dos and Don’tsBefore writing a job description, here are some helpful hints to consider:DO: ¾ Refer to the Job Description Writing Guide ¾ Attend a Job Description Workshop ¾ Use a factual and impersonal style when writing the job description ¾ Base the job description on the department’s needs ¾ Write an accurate, concise, and complete job description ¾ Use complete sentences ¾ Keep sentence structure as simple as possible, omitting unnecessary words that do not contribute pertinent information
¾ Begin each duty/task with an action verb (see page 8 for a list)
¾ Be consistent when using terms like “may” and “occasionally.” (These should be used to describe tasks that are performed once in a while, or tasks that only some employees perform.) ¾ Refer to job titles rather than incumbents, i.e., “Reports to _______ Manager” instead of “Reports to Mary Smith.” ¾ Be precise. This is critical for accurate job evaluation and analysis
¾ Focus on critical activities
¾ Use a logical sequence in describing duties and responsibilities (Key Responsibility first, followed by the corresponding duties) ¾ Call your Compensation Analyst for guidanceDON’T: ¾ Use the narrative form when writing a job description ¾ Base the content of the job description on the capabilities, skills, and interests of the incumbent ¾ Write the job description based upon the desired job classification ¾ Write the job description as step by step guide on how to do the job ¾ Include minor or occasional tasks, which are not unique to a specific job
-7- Job Description Writing GuideAction Verbs accommodate communicate draft interface recruit achieve compile edit interpret reduce acquire complete eliminate interview regulate address compose enforce investigate report adjust compute establish issue research administer conduct evaluate lift resolve advise confer execute maintain review allocate consolidate expand manage schedule analyze construct explore monitor search apply consult facilitate motivate select appoint control formulate negotiate solve approve coordinate furnish observe specify arrange correspond generate operate strategize assess counsel guide organize streamline assign create handle participate strengthen assist customize hire perform summarize audit delegate identify plan support augment deliver illustrate predict teach authorize demonstrate implement prepare train budget design improve present translate calculate develop improvise process troubleshoot circulate devise incorporate program update clarify direct increase provide validate clear disseminate inform quantify verify collaborate distinguish initiate recognize collect distribute instruct recommend combine document interact record -8-
Job Description Writing Guide - 1 - This guide provides the basics of writing a job description and covers the following sections of the job Coordinate the initial registration process for students, review and ocess, post transfer credits, and provide general information to students. Administrative support to the Program Director
Why are Job Descriptions Important for the University? Each University staff position should have its own job description – it is generally used as the basis for creating, classifying, and recruiting staff positions.
Job Duties Writing Methods. When the Job Duties are well written and organized, they can accurately convey the complexity, scope, and level of responsibility of a job. To assist in the organization and writing of the Job Duties, two writing methods have been developed: Method # 1:
Job Duties The Job Duties section is the foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job. Due to the significance of this section, it is important to accurately, concisely, and completely describe the duties and responsibilities of a job.
For general matters of spelling, the recommended dictionary is the Merriam-Webster online dictionary. If two or more accepted spellings are given, the first is the one preferred for University publications. Any questions about University of Pittsburgh writing style or this manual should be directed to the Office of University Communications.