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Overview of the Job Description Process

Job Descriptions can be defined as the following:

  • A summary of the most important features of a job, including the general nature of the work performed (duties and responsibilities) and level (e.g., skill, effort, responsibility and working conditions) of the work performed
  • Typically includes major employee characteristics required for competent performance of the job
  • Should describe and focus on the job itself and not on any specific individuals who might fill the job  (WorldatWork, 2011)

Process Requirements:

  • Accurate job descriptions are required for all full-time staff positions at the University
  • Managers are accountable for developing job descriptions and keeping them current

Either the manager or the employee can complete the job description, depending on which person is more familiar with the position. If the incumbent is new to the job or the position is new, the manager is advised to complete the job description. If the employee completes the job description, the manager is still required to validate it. For guidance on how to complete the Job Description Form, please refer to the Job Description Guidelines.

The Compensation team is available to provide additional guidance on job description development.

-New and revised job descriptions are completed utilizing the approved university Job Description Form

Requests that require submission via PeopleSoft’s Position Data Request System  (you must be signed in to Campus Connection in order for link to work):

         New Position- a new position to the university or area

         Major Revision- thirty percent or more change to the duties and responsibilities of the position

         Minor Revision- changes to HR or Functional title, department, or reporting (supervisor) changes

Other revisions to the job description, which are not covered above, are currently submitted via email to Compensation.

-Compensation reviews and approves all university job descriptions

Job descriptions should be reviewed every 2-3 years as part of the on-going dialogue between managers and employees.

All new or revised job descriptions require second level managerial review and approval.

In addition to ensuring that job descriptions are maintained in departmental employee files, a copy of each job description should also be provided to Compensation and the employee.

Please contact the Compensation department for assistance.


Job Description Tools:


Position Request Tools:

Job Description Guidelines 
Job Description Form


Desk Reference for Position Data Requests