For guidance on writing new job descriptions or updating existing job descriptions, please refer to the online training module called How to Write Effective and Inclusive Job Descriptions in Workday Learning. This module provides guidance and resources on how to write a job description that is clear, concise, inclusive and accurately defines the position.

When well-written, the job description produces a realistic picture of a job and answers the question, “What skills, experiences and education does this role require?” It should not include every detail of how and what work is performed so that it remains useful even when minor changes occur. Either a staff member or supervisor may write the job description, but the supervisor must approve it.

Here are some writing style recommendations for writing a clear job description:

• Use a clear, direct style throughout the description
• Avoid the narrative form. Keep sentence structure as simple as possible
• Begin each sentence with a descriptive action verb in the present tense (i.e. writes, operates, or performs), using parallel structure
• Focus on essential activities; omit trivial duties and occasional tasks
• Adhere to a logical sequence in defining responsibilities and be precise
• Avoid vague words like "handle" that do not specify what actions the position takes
• Use factual, non-technical language whenever possible
• If acronyms are used, spell out the words the first time they are mentioned
• Refer to job title rather than individual names

The following outlines the major sections of the job description and some effective strategies completing each section:

Recognizing that creating a job description can be a time-consuming process, here are some sample job descriptions to review and edit. While a grade has been included for each, appropriate grade levels for positions will depend on such factors as reporting relationships, the extent to which work and decisions are delegated, dimensions, etc.

UHR will review the job descriptions and assign appropriate grades as needed. Staff can directly access their current job description in Workday by running the "My Job Description" report by typing the report name into the search feature.

Use action verbs when describing the essential and non-essential duties in a job description. Since every responsibility in a job description describes something the staff member does, it makes sense to lead with a word that describes that action followed by the desired outcome for that action.

Action verbs should reflect behaviors that are measurable, observable, verifiable, and reliable. The following are action verbs that are frequently seen in job descriptions, with a brief definition of each. Note that this list is a sample of potential verbs, and not meant to be an exhaustive list of all verbs to be used.