A Job Description is required for staff positions at DePaul University. The purpose of the Job Description is 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.
A Job Description is a shared responsibility with activities defined for the manager and for Human Resources (Compensation).
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.
Step 2 - Job Data Section
Enter the job information where indicated in the boxed area of the form. See "To Be Completed by Manager" on the form.
Step 3 - General Summary
Begin this section with an indication of the reporting relationship within the University. It should be 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:
Why does the job exist?
What is the person in the job responsible for accomplishing?
What is the overall end result of the job?
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.
Step 4 - Principal Duties and Responsibilities
Outline the principal responsibilities, the tasks and duties of the position that are primary and most important to get the job done.
- Select five key tasks or duties that are vital to the position.
- List each task or duty with an indication of the estimated percentage of time spent on each task. The total must equal 100%.
- List in order of overall importance and include anything that requires 10% or more of the position's time.
- Include Performs other duties as assigned as the last task or duty.
- Structure sentences in the format of verb/object/explanatory phrase. The explanatory phrase should clarify the how, where, why and how often. A link to a language website, http://www.job-analysis.net/G053.htm, may provide assistance.
- Use action verbs in the present tense. Acronyms should be spelled out.
- Do not use modifiers that allow for misinterpretation such as "several, occasionally, sometimes" etc.
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.
Step 5 - Managerial/Supervisory Responsibilities
- Indicate the kind of decisions made in this position and the kinds of decisions referred to the supervisor.
- Indicate the number of direct reports and percentage of time spent in supervisory duties.
- If this section is not applicable please indicate by marking the template "N/A".
Step 6 - Financial Responsibility and Dimensions
Detail the job's financial accountabilities:
- Budget dollars
- Value of assets under the job's control
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.
Step 7 - 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).
Step 8 - 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.
Step 9 - 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.
Step 10 - 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.).
Step 11 - Other Information
Indicate if the position routinely requires travel (including percentage of time), overtime, weekend and/or evening, etc. work hours.
Step 12 - 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."
Resources
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Compensation Request Form Coming Soon!
Contact Information
Department of Compensation
X 2-8500
