For detailed guidance, refer to the Workday Learning module How to Write Effective and Inclusive Job Descriptions. This resource provides practical strategies for developing descriptions that are clear, concise, inclusive and aligned with the role.

An effective job description offers a realistic picture of the position and answers a fundamental question: What skills, experience and education are required for this role? It should focus on core responsibilities rather than every task, allowing flexibility as duties evolve over time. While either a staff member or supervisor may draft the description, final approval must come from the supervisor.

Writing Style Best Practices

To ensure clarity and consistency:

• Use clear, direct language throughout
• Avoid narrative or overly complex sentence structures
• Begin each statement with a present-tense action verb (e.g., writes, manages, coordinates)
• Maintain parallel structure across responsibilities
• Focus on essential duties; omit minor or infrequent tasks
• Organize responsibilities in a logical sequence
• Use precise language; avoid vague terms like “handles”
• Favor plain, non-technical language when possible
• Spell out acronyms on first reference
• Refer to the position title, not individual names

Core Sections of a Job Description

To streamline the process, UHR provides sample job descriptions that can be adapted as needed. While sample grades are included, final classification depends on factors such as reporting structure, scope of responsibility and decision-making authority. UHR reviews all job descriptions and assigns grades accordingly.

Staff can access their current job description in Workday by running the “My Job Description” report.

Strong job descriptions begin with clear, measurable action verbs that describe observable responsibilities and outcomes. These verbs help ensure responsibilities are specific, measurable and aligned with the expectations of the role.

Examples include: