RICEWorks Job Description Template
POSITION DETAILS
Job Title Should be consistent with other similar jobs at Rice and easily understood by people outside of Rice
Example: Department Administrator
Position Summary The position summary should:
-
Be the last section you write
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Be a summary of the job duties
Include information about funding periods, unusual schedules and travel requirements
May choose to include information about the work environment (such as information about the type of work the department does, information about the university, etc.)
Example:
Serve as the primary administrative manager for the department to ensure smooth and efficient operations, effective budget management, and a safe and comfortable work environment. Manage and direct support personnel and processes for the department to ensure efficient operations and achievement of departmental goals and objectives. Manage the daily budgetary operations of the Department and is instrumental in the strategic budgetary planning process for the Department. Manage facilities operations for the department to ensure compliance with government regulations, environmental, health and security standards, and to ensure a safe and secure work environment.
The incumbent will be required to work weekends during August and January.
Education Required -
Level of degree and required fields of study, if any.
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Use “related field” in conjunction with some identified fields of study that would be acceptable
Example: Bachelor’s Degree in accounting, finance, economics, business management, or other closely related degree
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RICEWorks Job Description Template
POSITION DETAILS
Substitution for
Education
Requirement
Education Preferred Include the educational background(s) that would make the candidate more qualified to do the job. This could be the level of the degree and/or the field of study
Example: Bachelor’s Degree in finance or accounting
Experience
Required
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Minimum # of years and type of experience needed to be qualified for the job
Designate if experience gained as a student is acceptable
Example: Five years of experience in an administrative management, financial, or accounting position
Substitution for
Experience
Requirement
Communicates any acceptable alternatives for the education required (i.e. a HS
Diploma plus 4 years of job related experience for a Bachelor’s Degree)
Select: o May substitute additional related experience, above and beyond what is required, on an equivalent year for year basis in lieu of the degree requirement. o Experience may not be substituted for the education requirement
Experience
Preferred
Communicates any acceptable alternatives for the experience requirement (i.e. a Master’s Degree substituted for 2 years of experience)
Select: o May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement. o Education may not be substituted for the experience requirement
Usually a higher # of years and/or a more specific type of experience that would make one candidate more qualified or better qualified for the position than one that only had the required experience.
Example: Five years of experience as an administrator in a university setting
License/Certification
Required
List any licenses or certifications required to perform the job
Examples: Driver’s license, RN, Electrician’s license, PHR
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RICEWorks Job Description Template
POSITION DETAILS
License/Certification
Preferred
List any licenses or certifications that would make a candidate more qualified to do the job
Other Skills
Required
Other Skills
Preferred
Supervisory
Responsibilities
List any knowledge, skills, or abilities that a candidate would need to have to be able to perform the job
Example

Must be proficient in using Windows Operating System as well as Microsoft
Office applications (Microsoft Word, Excel, and PowerPoint).

Must be able to effectively communicate information and ideas both orally and in writing.

Must be able to solve complex problems independently.
List any knowledge, skills, or abilities that would make a candidate more qualified to do the job.
Provide job title, grade, and number of each employee supervised.
Example: The Department Administrator is responsible for supervising the administrative staff within the Department – a total of 3 full time staff positions. S/he provides daily supervision of tasks as well as direction and leadership to the team. S/he is responsible for making hiring and firing decisions, conducting performance evaluations, and identifying and promoting professional development opportunities. The type (and number) of positions supervised include Accountant I (1), Department Coordinator (1), Staff Assistant
(1).
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RICEWorks Job Description Template
POSITION DETAILS
Fiscal
Responsibilities
To complete this section, answer these questions:
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Will this position have any budget responsibility? What is the level of complexity (size of budget, # of funds, etc.)?
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Will this position have signature authority for purchases, check requests, other financial transactions?
Example: The Department Administrator will be responsible for developing, planning, and managing complex, multi-fund budgets for the department. In addition, the Department Administrator will be responsible to approving budgetary expenditures and has authority for conducting purchasing card transactions.
Internal / External
Contacts:
List individuals with whom the incumbent will have contact. Indicate the type and frequency of contact (greeting visitors, negotiating contracts, answering questions).
Example
 Internal Contact: This position will routinely have contact with the Dean’s
Office, the Provost’s Office, the Office of Graduate Studies, the Office of
Research, Payroll, Budget Office, and Human Resources.
 External Contact: External contact will be limited and occasional based upon the needs of the department and may include vendors, visitors to the
University, alumni, prospective students, donors, etc.
Physical Demands: -
Must be tied to an essential function of the job
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Only include physical demands that cannot be easily accommodated (i.e.
Should not include a phrase like “Must be able to stand for extended periods” if it is work that could be done while sitting also)
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Written carefully and specifically
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RICEWorks Job Description Template
POSITION DETAILS
Working Conditions Include information about the following:
Work Environment (i.e. lab setting, office setting, weather/temperature)
Work Hazards (i.e. dangerous equipment, exposure to chemicals)
Work Schedule (i.e. overtime, weekends, evenings, travel)
Make sure to quantify where appropriate.
Instead of this: Required to work a few weekends during the fall and spring semesters
Use this: Required to work one or two weekends per month in September,
October, February and March.
Example:
Work Environment: Office setting
Work Hazards: No known hazards
Work Schedule: The incumbent will be required to work weekends during
August and January.
PROPOSED JOB DUTIES
Write in complete sentences
Start each sentence with a descriptive action verb (analyze, research, compile, advise, create)
Write in layman’s terms
% of time:
50
Description of job responsibility/duty:
Operations
Manage and direct support personnel and processes for the department to ensure efficient operations and achievement of departmental goals and objectives.
Direct or coordinate the supportive services for the department
Hire and terminate clerical and administrative personnel.
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Set goals and deadlines for the department.
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Analyze internal processes
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Recommend and implement procedural or policy changes to improve operations.
Prepare and review operational reports and schedules to ensure accuracy and efficiency.
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RICEWorks Job Description Template
POSITION DETAILS
Budget
Manage the daily budgetary operations of the Department and is instrumental in the strategic budgetary planning process for the Department.
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Plan annual budgets for the department
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Devise long term forecasts related to departmental goals and projects
Monitor and analyze budgetary expenditures
Create budgetary reports
Facilities
Manage facilities operations for the department to ensure compliance with government regulations, environmental, health and security standards, and to ensure a safe and secure work environment.
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Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.
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Monitor the facility to ensure that it remains safe, secure, and well-maintained.
Other duties as assigned
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