Creating an effective job description is crucial for attracting the right candidates and setting clear expectations for the role. It should precisely represent the duties and responsibilities, offering a genuine portrayal of the position. A well-composed job description clarifies the role's actual functions, answering the pivotal question, "What does the person in this role do?"
The job description should offer a realistic view of the role without being overly detailed. An accurate and well-constructed job description plays a crucial role in performance evaluation, talent development, and legal compliance.
Tips for Writing an Effective Job Description
- Focus on the fundamental activities and anticipated outcomes that accurately define the role.
- When using terms such as “assists, handles, and performs,” always describe “How” the person assists, handles, or performs using the word “by” and then detailing the processes, tasks, or operations performed.
- Only include assigned duties today. Do not include potential future duties, and eliminate any duties that are no longer required.
- Avoid abbreviations and acronyms. Other people reading the position description may not be familiar with them. If abbreviations and acronyms are necessary, define them the first time you use them.
- Use descriptive action verbs in the present tense (for example, writes, operates, or performs).
Example: Assists in streamlining office communication by organizing, prioritizing, and summarizing emails, ensuring timely responses and efficient information flow.
Job Title
- The proposed title should be concise (1 - 4 words).
- Choose a precise and specific title that reflects the role accurately.
- Avoid industry jargon and ensure the title is understandable within your industry.
Examples include Archivist, Associate Director, Program & Student Support, Executive Assistant
Position Summary
The Summary provides the “bird’s eye view” of the role and scope of responsibility consisting of three or four sentences. Provide a concise summary of “Why the job exists?”
- Start by succinctly capturing the essence of the job, its reporting hierarchy, and its purpose within the College.
- Ensure the summary avoids detailing specific tasks and responsibilities. Focus instead on the scope of responsibility and purpose of the job's existence.
Example: Reporting to the Director of Financial Aid, the Manager of Student Employment oversees the Federal Work-Study program and coordinates all aspects of the Student Employment Program. This role involves proactive collaboration with students, student employment supervisors, external organizations, and internal departments to ensure the comprehensive management of all facets of the program.
Essential Job Duties
List the essential functions of the position in the order of importance.
- Prioritize Duties: List the duties & responsibilities, starting with the most critical ones first.
- Be Specific: Instead of saying "manage projects," specify what types of projects, the scope, and the expected outcomes.
- Avoid compiling task lists or sporadic activities. While these might appear to bolster the job responsibilities, if they are not essential to the job, they may not add value. Focus instead on the essential and regular duties that accurately define the role.
Examples:
- Identify and expand employment opportunities for students by actively seeking and securing on- and off-campus employment opportunities that will enhance their access to wide-ranging work experiences.
- Provide advice and guidance to students on finding jobs by conducting individual counseling sessions and facilitating networking events.
Qualifications
Qualifications are deemed required or preferred and represent what is needed to perform a job effectively.
- Specify the required and/or preferred level of education.
- Specify the minimum years of experience and specify what experience the candidate must have.
- Specify essential hard skills - e.g. technical proficiencies, necessary certifications or licenses.
Include preferred education and qualifications to describe desirable but not mandatory credentials.
Note: Be sure that the duties and responsibilities clearly align with the qualifications and competencies needed to be effective in the position.
Knowledge, Skills and Abilities
KSA’s- knowledge, skills, and abilities commonly associated with the job. Make it representative but not an all-inclusive list.
- List skills and/or abilities required for the incumbent to be successful in this role.
- Soft skills (e.g., teamwork, communication, multi-tasking, organization).
Physical Abilities
The physical demands and activities commonly associated with performing the functions of this job.
- This helps candidates understand the physical demands of the job.
- Include things like exposures (hazardous materials, loud noise, or extreme heat/cold), physical requirements (climbing, standing, stooping, typing), physical effort/lifting (sedentary - up to 10 pounds; light - up to 20 pounds; medium - up to 50 pounds; heavy - over 50 pounds).
Important: Well-documented physical abilities are a vital reference point for FMLA leave requests, accommodation requests, and Workers’ compensation claims.
Work Environment
Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- Clarify whether a position is on-site, remote, or hybrid.
- Indicate the work schedule (weekends, nights, on-call), and travel requirements.
- Describe the physical workspace – Will they work in an office, warehouse, or studio setting?