Writing Job Descriptions Webinar
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Writing Job Descriptions Webinar
- 1. Creating and Updating Job Descriptions RU Human Resources Wednesday, March 31, 2021 11am
- 2. Agenda Purpose Objectives Introduction to job descriptions •Overview •Position Details •Knowledge, Skills and Abilities (KSAs) •Qualifications •Job Duties and Percentages •Work environment and working conditions The components of a job description •Logging in •Accessing your descriptions •Updating a job description PeopleAdmin Questions
- 3. Purpose Why do we need updated Job descriptions?
- 4. Objectives •summarize the job you are writing in 2 brief paragraphs Summarize •Identify at least 3 areas of responsibility and calculate the percentage of time spent on each responsibility Identify •Define the knowledge, skills and abilities for the position you are writing Define •Navigate and utilize PeopleAdmin Navigate and utilize
- 5. Components of a Job Description Position Details KSAs/Qualifications Duties & Responsibilities Working Conditions
- 6. Job Analysis Methods • Interview • Questionnaire • Observation • Work Log
- 7. The Position Details Components of a Job Description
- 8. Position Details FTE Formula: Hours worked per week divided by FT work week (37.5) FLSA Status: Exempt or non-Exempt Job Type: Full time or Part time Location: Which campus? Department: List your department
- 9. Position Summary Summarizes the main points of the job description Write four or five sentences to state the major purpose, objective or function of the position. Include information about your division, department and/or program.
- 10. Knowledge, Skills and Abilities Components of a Job Description
- 11. Knowledge, Skills and Abilities Knowledge: theoretical, conceptual or procedural understanding required to perform certain tasks. Can be gained from books, studying, or research. Knowing how to do something doesn’t necessarily mean you know how to physically do it, even if you understand it. Skill: While knowledge is a theoretical proficiency, a skill is a practical proficiency; they are learned behaviors that can be improved over time through training and work experience. Ability: Skills are learned behaviors whereas abilities are innate characteristics. They are enduring capabilities, personality traits or talents needed to perform certain tasks well. Because they are innate, they are more difficult to train.
- 12. Knowledge Skill Ability Conceptual, theoretical or procedural understanding about something Practical ability or proficiency to perform certain tasks Innate characteristic needed to do certain tasks well Can be learned/increased Can be learned/improved Comes naturally
- 13. Qualifications Refers to the education, work experience, and additional qualifications needed for the job Consider the following: • Experience • Education • Industry-Specific certifications, knowledge or licenses
- 14. Exercise #1
- 15. Multi-task, prioritize and manage time effectively MS Word, Excel, and PowerPoint. Editing/proofreading Financial services industry Responsiveness, integrity, sound judgment Strong verbal and written communication Sustainability and integrated design guidelines Ability Skill Skill Knowledge Ability Skill Knowledge
- 16. Duties and Responsibilities Components of a Job Description
- 18. Key Accountabilities: Methods Method 1 Forest first, then the trees Method 2 Trees first, then the forest
- 19. Duty Statement Action verb/object/explanatory phrase=duty statement
- 20. Hours spent on responsibility ÷ hours worked in day/week/month/year Example: Data Analysis : 4 hours per day, 3 days a month, is 12 hours per month spent on reporting ÷150 hours per month for FT position. Time Spent on Duties
- 21. Exercise #2
- 22. Working Conditions Components of a Job Description
- 23. • Environment, such as office or outdoors. • Exposures encountered, such as hazardous materials, loud noise, or extreme heat/cold. • Physical effort/lifting, such as sedentary - up to 10 pounds; light - up to 20 pounds; medium - up to 50 pounds; heavy - over 50 pounds. • Irregular schedule such as work weekends, nights, or be on-call as a regular part of the job. • Travel requirements. This Photo by Unknown Author is licensed under CC BY-SA
- 24. Physical Requirements Time Spent List As 0 - 33% Occasionally 34 – 66% Frequently 67% - 100% Constantly
- 25. Questions?
- 26. PeopleAdmin Demo