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Guidelines and Format Job Description Purpose: To provide a core set of duties and responsibilities that allow both the employee and management to have a clear understanding of the purpose and essential functions of the position. Procedure: It is the supervisor's responsibility to draft and update a complete job description using the approved university Job Description Form. The Office of Human Resources reviews and approves all university job descriptions. Read each item on the form carefully. It’s imperative that all information be thoroughly completed. All items will be taken into consideration when reviewing for classification and recruiting for the position. Job descriptions must be submitted on the approved form, and should be one to two pages in length. Instructions for completing the Job Description Format follow. Job Elements: Begin by entering the job information where indicated in the boxed area of the form. See "To Be Completed By Manager" on the form. General Summary: This section begins with an indication of the reporting relationship within the University. It is written so the reader can understand the basic purpose of the job and the general nature and level of the work being performed. General Summary answers the questions:
The General Summary is succinct and no longer than three to five sentences. It may be easier to write the general summary after completing the other sections of the job description. Principal Duties and Responsibilities: The principal responsibilities are the tasks and duties of the position that are primary and most important to get the job done.
NOTE: The job description is not an exhaustive list of every task the incumbent performs. Job descriptions that are too detailed are difficult to keep up to date. Managerial/Supervisory Responsibilities:
Financial Responsibility and Dimensions: Indicate the job’s financial accountabilities.
This section provides some measure of the size and scope of the position. Data should be on an annualized basis for the current fiscal year. Education and Experience: Indicate the preferred level of education that would be necessary to perform successfully the principal responsibilities of the position. Equivalent work experience that may be substituted for a degree should be noted (i.e., Bachelors degree preferred or fours years of administrative work in a university development office setting). Required Certification(s): Indicate any required certifications (e.g., Certified Public Accountant or Certified Employee Benefit Specialist) that are necessary for successful performance of the principal responsibilities. Physical Requirements: Indicate any physical demands that must be met by the incumbent to successfully perform the principal responsibilities of the position. Examples would be “the position routinely lifts 25 pounds”, “the position requires standing for prolonged periods” of time. Other Required Skills and Abilities: List any other skills and abilities which are necessary for the position (e.g., keyboard skills, software such as Microsoft Office, etc.). Other Information: Indicate if the position routinely requires travel (including percentage of time), overtime, weekend and/or evening, etc. work hours. Completed by: Indicate who completed the job description, title and date of completion. Approvals are handled through email. (Note: EVP approval is needed if the job description is for the VP level position.) Disclaimer clause: The disclaimer text is included in the footer of the job description form. It reads: "The above statements are intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities. DePaul management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary." |
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