The Compensation Office has designed forms that gather all of the information that is necessary in order to properly evaluate a position for the type of review being requested. Using these forms means that people requesting the review know exactly what information is needed, and that the requested information is provided in a uniform, organized way. If you are not sure what forms are necessary for the type of review you are requesting, see the Professional Staff Position Review webpage.
Either the employee, supervisor or manager can prepare the position description, however the Compensation Office has found that the most complete information is obtained when the employee and supervisor jointly prepare the form.
An employee who completes the Position Description Form must also complete the Employee Signature Form. The manager reviews the Position Description Form and signs the Employee Signature Form.
If the manager completes the position description, the employee should review and sign the Employee Signature Form.
Briefly describe why this position exists and how it fits into the department/organization's overall operations. If the position is not already in the Professional Staff Program, or if you are proposing that the basis for exemption be reviewed, it is also helpful to include information about the functions of the position that support the professional staff exemption criterion that you believe applies to the position. Summarize those tasks and responsibilities that best demonstrate the nature and level of work that a particular exemption criterion requires.
Briefly describe the most demanding or difficult aspects of the position, taking into consideration:
It is helpful to provide information that indicates the magnitude of the position's impact, such as:
Duties: Identify the percent time spent on each major duty, listed in decreasing order of importance. The total job duties must equal 100% regardless of position % FTE. Include all major or critical duties performed. The percent time devoted to tasks are key to helping the Compensation Office understand the position. While you do not need to include duties incidental to the position, you should include duties infrequently performed that are important to the position's function.
If job duties are listed but are not prioritized and do not have percent time assigned to them the Compensation Office cannot properly identify those functions that are of greatest importance to the overall functioning of the position.
| Poor Example | Better Example |
|---|---|
| Coordinates data collection activities. (20% of time) | Oversees data collection operations of Dr. Smith’s research center. Designs data collection protocols and develops data collection tools. Supervises three Research Study Coordinator Assistants who collect data. Reviews data collected and ensures it meets research study standards. (20% of time) |
| Manages staff. (10% of time) | Interviews and hires staff, assigns and reviews work, conducts annual performance reviews, and takes corrective action, up to and through termination, as needed. (10% of time) |
Lead responsibilities: If the position does not have supervisory responsibilities as described below, but does direct work or review work assignments, provide performance evaluation input, and/or provide input to hiring or corrective action recommendations; describe what the position’s specific responsibilities are in these areas.
Supervisory responsibilities: Supervision means that a position has the following responsibilities:
Describe the position's responsibilities for supervising staff.
Use the Organization chart section of the form to list the FTE and payroll titles of people supervised.
Required - Minimum education: What is the minimum level of education required to satisfactorily perform the duties and responsibilities of this position? (This is not necessarily the incumbent's current education level.) Specify whether there is an equivalent combination of education and work experience that can substitute for the minimum education.
Required - Minimum work experience: What type of experience is required and what are the minimum number of years required to satisfactorily perform in this position?
Desired - Education, work experience: Describe any education and/or work experience beyond the minimum requirements that would be ‘desirable’ but not required to satisfactorily perform the duties and responsibilities of the position.
Describe the working conditions for this position, including:
Include information not provided elsewhere which you believe would be important for the Compensation Office to know about.
The Contacts/Interactions section identifies the significant direct person-to-person contacts this position has, and the purpose and frequency of the contacts.
"Position will have direct contact with" section
Check all boxes which apply to the direct contact this position has with the indicated person or group. Do not check the box if the contact is with an "office" but not directly with the person/group indicated. For example, you would check the box if the contact is with the University president, but not if the contact is only with individuals in the president’s office.
"Purpose of each contact checked" section
If the purpose of the contact is not the same for each box checked, indicate the purpose of the most important contact.
"Frequency of contact" section
If the frequency of contact is not the same for all contacts, indicate the frequency of the most important contact. The choices are:
The Organization Chart section provides information about the size and structure of the organization or function;
"This Position" section
"Managers" section
"Other Positions Reporting to this Position’s Manager" section
"Subordinates" section (the form will auto-calculate the totals for each column)
Column A — Employees Directly Supervised by This Position
Column B — Headcount of Positions Reporting to Column A Position.
Column C — Total FTE of Positions Reported in Column B.
After completing the Professional Staff Position Description Form, what is the next step?
Send the completed Professional Staff Position Description Form and the other documents required for the review to:
HR Compensation Office
Box 354562
OR, if completing the Professional Staff Position Description form as part of a recruitment, attach the completed position description form to your UWHIRES requisition.
Copyright © 2007 University of Washington
