Metadata Services Department
Job Description Preparation Aid

Process tips:

• Supervisors should prepare the draft job description using MS Word or other software outside of the campuswide database. It will be easier to edit and amend based on outside feedback and review. The department AA can input the final version into the campuswide database.
• In the campus job description database, the blank template for new job descriptions includes yellow, circled question marks for various elements. Hovering your cursor over these question marks permits a pop-up window explanation which can be helpful.

Header section:

• Working titles are non-payroll titles created by departments in order to provide a better description of the job. Official payroll titles may not be used as working titles. Do not use "Manager" for positions that are not officially designated as management.
• We do not have to list student employees by name, but we may list "students" (including the number of students if important) if it is an important part of someone's job description.
• We should list all staff employees by name, including limited term, student-to-staff, post-retirement returnees, and contract positions. Do not revise job descriptions simply to update names.

Position Overview

• This element is a summary of the purpose/objective of the position, including a brief description of the major duties and responsibilities. Do not list KSAs in this section.

Functions with Corresponding Tasks

• An environment statement is not necessary.
• A function is a major and distinct area of responsibility. Typically the frequency should not be less than 10%, and certainly not less than 5%. If you have a function that is less than 10% effort (less than 4 hours/week), consider how these tasks may fit under one or more of the other functions. [Per Maria Din, 12/22/03]
• If there are two or more essential tasks that don't fit under one of the functions and they are critical to the job, consider creating a separate "general" function such as "General Support" or "Other Duties." Here you can lump important tasks that may not appropriately fit under one of the other major functions. [Per Maria Din, 12/22/03]
• A "General Functions" section--meaning attending/participating in meetings, reading email, counting statistics—is not necessary. Everybody does this, so it is assumed and does not need to be explicit.
• "Other duties as required" or "Other duties as appropriate" may be used, but only as a very small percentage task and not as a function. It should not be separated or broken out as a separate percentage but should be part of a larger category (e.g., Other Responsibilities.) It cannot be such a large task as to be the basis for affecting someone's classification level. [Per Maria Din, 12/22/03]
• The job description should begin with the highest percentage function/task, and work down to the smallest percentage.
• Within a function, keep tasks with a similar classification level together.
• Do not include the standardized wording section on Shared Decision Making.
• Frequencies (daily, weekly, monthly, quarterly) for the functions and tasks are no longer required.

Knowledge, Skills, and Abilities (KSAs)

• Include KSAs in the job description that are key to performing the essential functions and tasks.
• Include the following wording for all job descriptions:
  • Working knowledge of UCSD Libraries rules for safety and security.
  • Working knowledge of UCSD Libraries preservation principles and practices sufficient to handle all library materials appropriately.
• This section should reflect both the position and the incumbent. It can contain KSAs that the incumbent has that we may not look for if we were recruiting for the position, but it also must include everything necessary for the position.
• We no longer need to include "required, acquired, preferred" for job descriptions with incumbents.

Physical, Mental, Environment

• Identify the requirements "traditionally" needed to perform the essential functions of the job. Campus HR does not screen out applicants based on physical and mental requirements, only on skills and knowledge.
• We do not try to standardize or coordinate this section across the department, as supervisors are in the best position to know individually what the physical, mental and environmental requirements are for specific positions.
• This section should reflect the position rather than the incumbent.

Prepared by L. Barnhart for the MSD Unit Heads
Vetted by Maria Din November 2006
January 25, 2007