Creating or Revising a Job Description - Hamline University

[Pages:5]Creating or Revising a Job Description

For Department Leaders

When a new position is created or when the duties or functions of a University staff position evolve or change so that the current job description is no longer an accurate depiction of the position, a job description must be created or revised. The following document will assist you in making revisions to a job description, or as needed, in creating a job description for a new position.

Step 1: Gathering Information

Identify the need for a new or updated job description. If the changes are needed to an already created position, obtain the most recent copy of the job

description from Human Resources.

Step 2: Complete the Job Description Template

Download the Hamline University Staff Job Description Template found here and located on the Human Resources website, under the Leader Toolkit tab. Always be sure to start with a fresh copy of the Job Description template - Human Resources updates the template as needed, so the most recent version of the template will be on the website.

Once downloaded, complete each section of the job description, including all required information. 1. Enter title of the position 2. Enter Department name 3. Date - At the bottom of the page, in the footer, enter the date of the creation or revision of the job description 4. Job Summary - Write a brief summary of the objective or focus of the job. This should be only 12 sentences that capture the general scope of the job. 5. Essential Functions and Responsibilities - List the job duties regularly performed by an employee in the position. Essential functions are functions key to this job that are primary or critical responsibilities required for the job objective to be achieved. They typically occupy a significant portion of time or are performed on a regular or recurring basis. List the tasks in order of importance when possible; closely related functions should be grouped together in one statement.

8/2016

The last function listed should always be "All other duties as requested", if there are several subsections of functions within a job description, add a subgroup of "Additional Responsibilities" to include "All other duties as requested".

6. Reporting Relationship - List the title of the position to which this position reports. Also identify the number of employees and/or student workers this position supervises - both directly and indirectly through other employees by selecting from the `drop box' options available.

7. Budget Management Responsibilities - If the position is responsible for the management of a budget, identify the budget line and the budget range for which the position is responsible for by selecting from the `drop box' options.

8. Required Knowledge, Skills, Abilities and Key Competencies - Describe the knowledge, skills and abilities required to perform the essential functions of the job. See the Additional Resources below for the recommended Standard Job Description Language as a reference.

9. Minimum Education/Experience - State the minimum education, knowledge and/or work experience required to effectively perform the job. BE SPECIFIC (i.e., specify the number of years of experience required, spell out any computer use requirements, etc.).

10. Preferred Education/Experience - List any additional or desired education and/or experience that would enhance the capability of any individual to effectively perform the job.

11. Required Licensure/Certification/Registration - State all licensing, certification or registrations required for the job.

12. Working Conditions/Equipment - Describe any special working conditions or physical demands of the job. This may include: exposure to loud noise, chemicals, radioactive material; any lifting required and approximate weight and frequency; ability to work for long periods of time at desk and/or computer; ability to stand for long periods of time; ability to work on call; any heavy equipment use; ability to travel on and off campus locations; ability to travel internationally.

13. Additional Information - List any additional information important to fully understand the scope of the job. List the expected hours if the job so requires per weeks and months per year as applicable. Additional important information to note is: evening and/or weekend schedule, expected travel (and frequency), or any other position specific information.

14. EEO/Diversity Statement Do not alter this statement. As needed, this statement will be revised by Human Resources.

Step 3: The Consultation Once complete, consult Human Resources. 1. Discuss why a new job description or revision is needed. For the consultation and as applicable, be sure to provide a copy of the "old" job description, as well as a "revised" copy for reference. 2. Changes in duties may or may not necessitate a change in title or pay ? discuss this with Human Resources. Human Resources will complete a Position Description Supplemental form.

Step 4: Finalize If revising a job description, review the revised job description with the employee holding the position; ensure the employee has an updated copy of his or her revised job description. If the employee has feedback or recommends changes to the revised job description, discuss with the employee. Once complete, the final job description must be received by Human Resources.

8/2016

Additional Resources

Standard Job Description Language:

Supervision or management of people Recruit, select, train, supervise and evaluate the ongoing performance of department staff/student workers Coach, provide feedback, and guide others Develop and manage departmental budget

Additional Responsibilities Perform other duties as requested

Leadership Demonstrated ability to effectively lead and develop a team Strong teambuilding, communication, and leadership skills Strong interpersonal, influencing and coaching skills Outstanding leadership and conflict management skills Ability to work in and lead through ambiguity Strong collaboration skills

Critical Thinking Strong analytical and critical thinking skills Excellent problem solving skills, including the ability to analyze problems, draw relevant conclusions and devise appropriate courses of action Outstanding ability to multi-task and adapt to changing priorities and tasks Strong attention to detail Exercise independent judgment

Communication Excellent interpersonal communication skills Excellent presentation, written and verbal communication skills Ability to communicate clearly and concisely, conveying complex information in a manner that others can understand, as well as ability to understand and interpret complex information from others Outstanding organization and planning skills Proven ability to work under stress and tight deadlines

Confidentiality and Legal requirements Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices with regard to the maintenance of confidential student information. Be familiar and comply with the Health Insurance Portability and Accountability Act (HIPPA) and exercise best practices with regard to the maintenance of confidential information. Be familiar and comply with the Higher Education Opportunity Act (HEOA) and exercise best practices with regard to reporting college costs, graduation data, other consumer information, and to emergency procedures and fire safety reports. Be familiar and comply with the Fair and Accurate Credit Transactions Act (FACTA) and exercise best practices with regard to the maintenance of confidential information.

Diversity Experience and sensitivity working with students from diverse backgrounds. Experience working with students in crisis.

Computer Use Regular use of Microsoft Office Suite, Google, Google Apps, Banner and Crystal reporting

8/2016

Quick Guide:

Item Title Department Date Job Summary

Essential Functions and Responsibilities

Reporting Relationship

Budget Management Responsibilities Required Knowledge, Skills, Abilities and Key Competencies

Minimum Education/Experience

Preferred Education/Experience Required Licensure/Certification /Registration Working Conditions/Equipment 8/2016

Definition/Type of Information Current title of job Department of job At the bottom of the page, enter the date of revision Write a brief summary of the objective or focus of the job. This should be only 1-2 sentences that capture the general scope of the job.

List the job duties regularly performed by an employee in the position. Essential functions are functions key to this job and that are primary or critical responsibilities that are required for the job objective to be achieved. List in order of importance; closely related functions should be grouped together in one statement. The last function listed should always be "All other duties as requested", if there are several subsections of functions within a job description, add a subgroup of "Additional Responsibilities" to include "All other duties as requested".

List the title of the position to which this position reports. Also identify the number of employees and/or student workers this position supervises both directly and indirectly through other employees by selecting from the `drop box' options. If the position is responsible for the management of a budget identify the budget line and budget range in which the position is responsible for by selecting from the `drop box' options Required Knowledge, Skills, Abilities and Key Competencies - Describe the knowledge, skills and abilities required to perform the essential functions of the job. See the Additional Resources below for the attached Standard Job Description Language document for reference. State the minimum education, knowledge and/or work experience required to effectively perform the job. Be specific (i.e., specify the number of years of experience required, spell out any computer use requirements, etc.).

List any additional or desired education and/or experience that would enhance the capability of any individual to effectively perform the job. State any/all licensing, certification or registrations required to successfully complete the essential duties of the job.

Describe any special working conditions or physical demands of the job, this may include exposure to loud noise, chemicals, radioactive

Example Administrative Assistant Marketing Department 8/1/2016

The primary purpose of this position is to coordinate marketing tactics and to facilitate off-campus recruiting efforts to identify, attract and enroll students into the graduate and post-baccalaureate programs of Hamline University.

Provides first point of contact for all inquires to the Office of Student Affairs (phone, email, face to face, etc.)

All other duties as requested.

This position reports to the: President.

This position supervises 1-2 employees.

This position supervises 3-5 student workers. This position is responsible for the following budget: Football

Budget Range: $50,001-$100,000 Working knowledge of Microsoft Office Suite, Google, Google Apps, Banner and Crystal reporting.

Bachelor's Degree

5 years of experience in a

leadership

role

within

intercollegiate athletics or 4 years

of coaching intercollegiate

athletics, or a combination 5 years

of leadership and coaching

Proven record of compliance with NCAA rules and regulations.

Master's degree

5+ years successful budget management experience

Physicians Assistants must hold a

NCCPA certification, and be

registered with the Minnesota

State Board of Medical Practice.

Must be able to work on a

computer for extended periods of

time.

Additional Information

EEO/Diversity Statement

material; any lifting required and approximate weight and frequency; ability to sit for long periods of time at desk and/or computer; ability to work on call; any heavy equipment use; ability to travel on and off campus locations; ability to travel internationally.

List any additional information important to fully understand the scope of the job. List the hours per weeks and months per year as applicable. Additional important information to note is: evening and/or weekend schedule, expected travel (and frequency), or any other position specific information.

Do not alter this statement. As needed, this statement will be revised by Human Resources.

Ability to lift at least 25 lbs on an occasional basis.

Ability to work an on-call schedule.

Ability to travel on and off campus locations.

This is a full time, 0.75 FTE position that requires a minimum of 40 hours a week, 9 months a year.

This position may require overtime during peak seasons.

Occasional night and or weekend work maybe be required.

Hamline University does not discriminate on the basis of race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, disability, religion, age, or veteran status in its education or employment programs or activities.

8/2016

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download