Forms, Policies, & Guides

302 - Job Descriptions

Subject: Job Descriptions

Section: U302

Date: October, 2016


Purpose:

To establish a standardized process for documenting the roles and responsibilities of positions within the University. Job descriptions define the talent role and inform role expectations.

Policy:

All positions must have a job description which defines the purpose, scope and level of impact, describes the work to be performed (i.e., essential functions, job-related qualifications), outlines specific responsibilities and duties, summarizes the competencies (i.e., knowledge, skills and abilities) required, and articulates the FLSA exemption status, working conditions, and mental and physical requirements. The job description template provides a consistent format for summarizing a position, percentage of time dedicated to specific responsibilities, and provides a common platform for the job evaluation process. Keep in mind, Job descriptions define the role, not the incumbent performing the role. Job descriptions are the foundational elements used in the following processes:

• Job code and title review - determine the appropriate job profile (i.e., job code and title assignment)

• Job evaluation – begins with job code and title review, FLSA exemption review, and includes alignment of base pay with level of role and scope of responsibility, leveraging both internal peer and external market data to inform decision process

• Talent Acquisition process – provide guidance for candidate evaluation and selection

• Training & Development – identify growth and development opportunities

• Performance management process – define expectations of role and provide basis for evaluation.

procedures:

1. People manager partners with the employee to author, review, and update the job description to accuracy reflect the role.

2. Human Resources Partner (HR Partner), in conjunction with the people manager, are responsible for ensuring job descriptions are kept current and accurately capture the position's purpose.

3. Under exceptional circumstances, job profile updates (i.e., changing job profile assignment) can be given to an employee, retroactively to a maximum of three months, providing timing is within the same calendar year. Note, job profile updates may result in a posting requirement.

4. The HR Partner will use both Workday and UChicago Jobs to communicate new and updated job descriptions to HR-Compensation (non-union roles) and HR-Employee and Labor Relations (union roles). Job descriptions are required for all requisitions submitted through UChicago Jobs.

5. It is best practice to review the job description on a quarterly basis as part of the performance management dialogue and annual compensation process; and continue to update as the role evolves. This gives both the employee and the people manager the opportunity align on the role and expectations.

6. Additional details are available at job profile resources on HR Connect, including job description template and best practices in authoring an effective job description

Employees represented by a bargaining unit may be governed by the appropriate bargaining unit agreement.