Instructions for Preparing Job Descriptions
1. Cover letter for job descriptions. To help expedite the grading of a job, it is useful to have a cover letter from
the supervisor of the job to the HR Consultant, giving some background on the reason for considering the grade.
Such a letter need be no more than a page. The letter might describe:
 an organization change affecting the job or the reason for starting a new job,
 the nature of the new work such as a new program or sponsored project,
 the changes or additions of responsibilities to the job if it is an established job presented for regrading.
If there is a comparable job which should be considered in the grading, it is useful to identify that job or those jobs.
2. Parts of the job description
Heading. A new job with no established title can have a title that the author of the description wants to
propose, with the understanding that the University may already have a title that can be used if another job like this
one exists. Otherwise, use the title that the current incumbent has.
Job Summary. State the purpose of the job in just a sentence or two.
Scope. The scope presents quantitative dimensions of the job. These give the size of the accountability
and the size of the job’s impact. If there are no reporting subordinates or no budget or financial responsibility,
enter “0” or “None” in those spaces.
Principal Accountabilities. Accountabilities are sometimes called duties or responsibilities or activities,
but the meaning of accountability is in the end results to be achieved in each activity. The end result is a measure
of the impact the job has on the department and the university. No results mean little impact and a lower job grade.
Accountability for results means a more impactful job of greater grade.
Each accountability statement should give an understanding of what is done, why it is done, and how it is done.
Each accountability statement may be a paragraph of several sentences. The words represented by any acronym
should be used with the first instance of the acronym so that any reader can know what the job is about.
The Organization Chart helps give the context of the job and shows how it relates to the jobs around it,
especially with respect to supervision both above and below. If the diagram in this template is too small, a separate
page can be prepared. Each box should have the title of the incumbent and the incumbent’s name for the job
represented in that box.
Qualifications and Competencies. These are helpful for recruiting and identification of the background
that job applicants need in order to do the job.
3. Length.
length.
Any job can be described in four pages using this form. It expedites the process to keep it to this
4. Job Opening Data. For new jobs to be opened, complete the Job Opening Data for New Positions, which
follows the Organization Chart. This information is needed for jobs whose funding and recruiting information is
not already established in HRIS.
Northwestern University Job Description
JOB TITLE:
INCUMBENT:
DEPARTMENT:
DEPARTMENT NO.
DATE PREPARED:
JOB CODE:
POSITION NO:
SALARY GRADE:
REPORTS TO (NAME):
REPORTS TO (POS. NO):
Job Summary BRIEFLY (UP TO 50 WORDS) DESCRIBE THE JOB’S PURPOSE. WHY DOES THIS JOB EXIST?
Job’s Scope
HOW MANY PEOPLE REPORT TO THIS JOB, INCLUDING SUPERVISORS AND THEIR SUBORDINATES? (SEE NOTE)
HOW MANY PEOPLE ARE IN THE DEPARTMENT OR ORGANIZATION THAT THIS JOB SERVES?
STUDENTS:
FACULTY:
STAFF:
WHAT IS THE ANNUAL BUDGET FOR THE PEOPLE AND ACTIVITY THIS JOB SUPERVISES?
WHAT IS THE ANNUAL BUDGET FOR THE DEPARTMENT OR ORGANIZATION THIS JOB SERVES?
WHAT IS THE ANNUAL EXPENDITURE THIS JOB AUTHORIZES WITH NO OTHER APPROVAL?
NOTE: SUPERVISION MEANS HIRING, FIRING, AND PROMOTION OR INCUMBENT’S RECOMMENDATIONS ARE USED FOR THESE
DECISIONS; RESPONSIBILITY FOR TRAINING; ASSIGNING WORK; AND EVALUATING PERFORMANCE AND CONDUCTING THE ANNUAL
PERFORMANCE REVIEW DISCUSSION WITH THE SUBORDINATES.
Principal Accountabilities
DESCRIBE THE JOB’S ACTIVITIES IN TERMS THAT ENABLE SOMEONE WHO KNOWS NOTHING ABOUT THE
JOB TO UNDERSTAND WHAT IS DONE IN EACH ACTIVITY.
THEN SPECIFY THE END RESULT EACH ACTIVITY IS TO ACHIEVE.
% of
Essential
Time Function
in this
(E) *
activity
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
THE QUALIFICATIONS LISTED BELOW MUST SUPPORT THE ESSENTIAL FUNCTIONS AND SERVE AS THE PRIMARY CRITERIA FOR
SELECTING CANDIDATES.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
1.
Minimum Competencies: (Skills, knowledge, and abilities.)
1.
Preferred Qualifications: (Education and experience)
1.
1
updated Jan 2011
Preferred Competencies: (Skills, knowledge, and abilities)
1.
Working Conditions:
ARE THERE PARTICULAR WORKING CONDITIONS ASSOCIATED WITH THIS JOB THAT SHOULD BE NOTED (I.E., WORKING
ENVIRONMENT, HOURS OF WORK, WORKSPACE, ETC.)?
YES
NO IF YES, PLEASE EXPLAIN:
Organization. IF THERE IS ALREADY AN ORGANIZATION CHART THAT INCLUDES THIS JOB, ATTACH IT TO THIS DOCUMENT.
OTHERWISE, COMPLETE THE CHART BELOW BY ENTERING THE JOB TITLE OF EACH JOB AND THE NAME OF THE INCUMBENT IN
THAT JOB.
THE JOB’S SUPERVISOR
THE JOB’S
PEERS
THIS
SUBORDINATES
JOB
THE JOB’S
PEERS
REPORTING TO
THIS JOB
2
updated Jan 2011
Northwestern University Job Opening Data for New Positions
Complete the following section if the job description is for a position that is to be posted. Human Resources will
create the position number and job description in HRIS and contact the data coordinator when the job opening can
be created in eRecruit.
Location Code:
Check Address Code:
Position End Date:
(if applicable)
Exempt
Nonexempt
Percent Full Time:
Hrs Per Week:
Approved Funding Source:
Fund (3)
Dept (7)
Project (8)
Activity (2)
Funding Stop Date
(if applicable):
Account (5)
Percentages
eRecruit Roles:
Data Coordinator
Hiring Manager
Authorizer
Recruiter
Resume Receiver
If less than a 12 month position:
9 months
10 months
11 months
Does this position require driving a vehicle on University business as a job duty?
Does this position require driving a vehicle in excess of 26,000 pounds gross vehicle
weight or carrying 15 or more passengers?
Does this position have access to social security numbers or credit information of
students, parents, donors, faculty or staff, or other sources of payment to the University?
Does this position have access to over $5000 in cash or merchandise or procurement
card purchase authority, access to student residences, to controlled substances, or to
minor children?
Does this position require access to Northwestern Memorial Hospital?
Yes
Yes
No
No
Yes
No
Yes
No
Yes
No
3
updated Jan 2011