The position description serves as the formal document that summarizes the important functions of a specific job upon which the university bases position postings, job interviews and performance appraisals. It is a critical formal document which supports every employment action—hiring, compensation, promotion, corrective action and terminations.
Position descriptions should accurately represent actual duties and responsibilities as well as qualifications and required skills. The position description is also a representation of the university and our departments. The candidate will gain their first impression of us through the position description, so it should feel welcoming to everyone. Remember to use gender inclusive language. The position description should also portray our core values and attract candidates who share those values. Therefore, stating our core values and emphasizing that we intend to create an inclusive and diverse work environment on every position description is imperative.
Every position description will include the following statement at the end of the position objective:
Building a welcoming and inclusive community is the foundation of the work we do as professionals working with students. Fully including people of diverse backgrounds and perspectives helps us all thrive by working together, focusing on our collective well-being, and helping students gain insight from their academic endeavors and real-world experiences.
In addition, every position description must include the following statement in the required skills section:
Commitment to working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background and ability.
Finally, we will include the university Diversity and Reasonable Accommodations Statements - for advertisement of the position at the end of the position description.
Edit and Negotiate
Once the position description is drafted, send it to your supervisor and HRA for feedback. Your supervisor will have the knowledge of exactly what you are looking for and your HRA will have the experience working with the compensation analyst to see if your description has all requirements necessary to be reviewed.
Once the compensation analyst and the hiring supervisor agree on the position description, the compensation analyst will evaluate and issue a salary grade (SG - salary range to pay your new hire) and a job code. This job code is needed to begin the hiring process in HCM.
The hiring supervisor will also have to sign the HR job certification form which states:
"I have reviewed the job description for accuracy and completeness. I certify that the description is an accurate statement of the major duties and responsibilities of this position and its organizational relationships."
HR compensation analysts will not approve the position in HCM until they receive this signed form.
Next step: Posting the Position