Compiled here are a number of tips and resources to consider when developing a new job description or modifying an existing one.
Job Description Summary
The Job Description Summary should be no longer than four sentences. It is intended to be a brief general summary of the position and should be consistent with and reflective of the more detailed responsibilities, giving an overview of the level of skill required and scope of responsibility. Detailed duties or responsibilities should be included in the Job Description, not the Job Description Summary. Every job profile has a job description summary, but each position (and subsequent posting may depart from that summary for further customization).
Job Profile Title vs. Job Posting Title and Business Title
Every position will be tied to a general job profile from which specific attributes will be derived—every job profile will have associated Job Classifications- EEO category, FLSA code, ORP (retirement) eligibility, TRS job category, SOC code, Longevity Eligibility. Job profiles may not always fit a unique position, but the title can be modified as a Job Posting Title and Business Title.Sample Job Profile vs. Job Posting Title and Business Title
- Assistant Professor vs. Assistant Professor-Marketing
- Admissions Coordinator vs. Coordinator of Transfer Services
- Assistant to the Vice President vs. Assistant to the Vice President for Academic Affairs
Required Education and Experience and Required Knowledge, Skills, and Abilities
Minimum education, experience, knowledge, skills and abilities (job qualifications) are established by the position review and study process performed by Human Resources. Job qualifications assist in the course of job analysis and make possible a meaningful comparison of jobs for evaluation purposes. Job qualifications should describe job requirements, not human characteristics or qualifications. Departments can suggest minimum job qualifications for newly developed positions but should consider the following when making suggestions. Human Resources will ultimately define the job qualifications based on the needs to the position and comparative analysis.
Job Requirements
| Required Education | Designates the minimum level and type of education needed to be successful at the job as well as any acceptable equivalencies (i.e. additional experience in lieu of the required degree). |
| Required Experience | Designates the minimum level and type of experience needed to be successful at the job as well as any acceptable equivalencies (i.e. additional education in lieu of the required experience). |
| Knowledge, Skills and Abilities Required | Designates specific skills, abilities, or knowledge that an incumbent must have to be successful in the job. |
| Required Licenses and Certification | Designates any licenses and/or certifications necessary or required by regulation to do the job (i.e. Bus Driver must have a valid Texas Driver’s License). |
Certain position types may have strict requirements that are the result of licensing agencies or accreditation organizations. A department may be interested in a higher level of education required for a position; however, this will need to be contained in the “preferred” section of the qualifications. It is always best practice to ensure there are “business” reasons for setting minimum education, experience, knowledge, skills and abilities.
Job Duties – Action Verbs
It is recommended that departments use action verbs when describing the essential and nonessential duties on a job description. Since every function of a position should be a description of something an employee does, it makes sense to lead with a word that describes that action. An action verb is a word that conveys actions or behaviors and reflects the type of performance that is to occur. Action verbs reflect behaviors that are measurable, observable, verifiable, and reliable. Texas A&M University has developed a list of action verbs are frequently seen in job descriptions, with a brief definition of each.
Job Duties – Performs Other Duties as Assigned
Should be assigned no more than 5% of total duties. If something is assumed for other duties as assigned to be essential or more than 5%, then the duty should be specifically listed elsewhere.
Job Duties – Physical Demands and Work Environment
Should be indicated within the duties and assigned as essential functions of the position. Should clearly and specifically state those physical demands or work environment conditions that may not be easily accommodated and be written with carefully chosen words to convey the essential functions of the position so that the description is not prejudicial to qualified persons with disabilities.Sample Physical Demands
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 regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to sit, climb or balance and taste or smell. The employee must regularly lift and /or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 100 pounds. Employee may occasionally be required to lift and/or move over 100 pounds assisted. Specific vision abilities required by this job include close vision/distant vision, peripheral vision and depth perception.Sample Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
While performing the duties of this job, the employee is exposed to outside weather conditions. The noise level in the work environment is usually moderate.