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This guide provides the basics of writing a job description and covers the following sections of the job description:
♦ Position Details
♦ Job Duties (“What you do”)
♦ Performance Standards (“How you do it”)
♦ Job Factors
For more comprehensive instruction, the Compensation Department offers Job Description workshops to provide administrators, managers, supervisors, and staff employees with the necessary tools to write effective job descriptions. Please see the Compensation Main page or FSDP page on the Organization Development website for dates and times of the next Job Description Workshop available to you.
Position Details
This Position Details section contains general information about the job – the current or requested classification, 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 is important to stray away from vague and very specific job titles, instead create a working title that appropriately describes both the level of responsibility and role of the job. Here are some examples of good working titles and 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 III
Job 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 postings
Comparable Positions – Use this section to list any positions in the department that have a similar role or level of responsibility. It is useful to the Compensation Analyst during the classification process and helps to ensure positions are classified consistently.
On the following page, you will find an example of the Position Details section.
Position Title
Job Classification (^) Administrator I Hiring Range $20,064.00-$30,480. FLSA Status Non-Exempt Provisional Period 6 Months Pay grade level 5 EEO-6 Category (^) PR Salary Minimum (^) $20,064. Salary Midpoint (^) $30,480. Salary Maximum (^) $40,896.
Position Information
Department (^) 99999 – Department Name Working Title (^) Admissions Coordinator Assignment Category Regular, Full-Time Position number: 5557777 Campus Oakland If other campus, please specify Job Type Staff Bargaining Unit Staff Work Months (^) 12 Percent of Effort (Use numbers only) 100
Job Description Summary (Note: This summary is the language that will be used in the posting to advertise the position on the OHR Employment Web site)
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 admissions correspondence. Coordinate the initial registration process for students, review and coordinate the transfer credit evaluation process, post transfer credits, and provide general information to students. Administrative support to the Program Director 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 department, identify these positions by position number and note the similarities and differences.)
Method # 2:
- 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
- Review the list and group the duties based upon the specific functions and responsibilities of the position, also known as Key Accountabilities.
- Establish the Key Accountabilities. For this group, the Key Accountabilities may include: Event Coordination, Administrative Support, and Budget Administration.
- 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
Duty Statements
Coordinate all Dean’s Office events. This includes securing the event location, scheduling presenters, coordinating the production of event marketing materials and 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 job description:
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
Performance Standards
The 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 performance
This section is typically completed by either the supervisor, hiring manager, or designated administrator in the department. There is a Performance Standards section associated with each Key Accountability which provides information about the performance expectations of that particular area of responsibility. Here is an example of a Performance Standard for the “Event Coordination” example in the Job Content Section:
Key Accountability Event Coordination
Duty Statements
Coordinate departmental and programmatic events Secure the location Schedule presenters Make travel arrangements Coordinate the production of program / event marketing materials Maintain RSVP list Make arrangements for catering and any necessary equipment Staff the event
Performance Standards
Event Coordination activities are expected to be carried out with minor supervision. Must be capable of setting priorities and working under pressure 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
Job Description Dos and Don’ts
Before 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 guidance
DON’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.
Action 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
