Job and Position Descriptions

Generic job descriptions for Administrative, SRS Administrative and Support Staff can be found in the catalog. These descriptions capture a significant amount of the work performed by each role, however, they do not capture every duty that someone might perform. As a manager, you may use these generic job descriptions as a baseline to create a more specific, detailed position description. Position descriptions capture additional and/or more detailed, specific information that a DLCI may want to include in a description. Learn more about position descriptions below.

A job title is a generic title assigned by HR and used by HR to group similar jobs together. A position title, determined at the School or DLCI level, is the public-facing title that appears in the MIT directory. For some roles, the job title and position title will be the same.

For the Compensation evaluation process, it is critical to provide an accurate and up-to-date description to Compensation so that positions can be classified appropriately. The classification process is interactive — requiring input from Compensation, the Human Resources Officer, and the manager or the appropriate department administrative officer. Typically, a job should not be posted until it has gone through this classification process.  In all cases, the classification process should be completed with Human Resources before having any discussions with employees or prospective employees.

Describing position responsibilities clearly and concisely can be challenging. The following tips may be helpful to you.

1. Initial preparation

Do some initial preparation and advance thinking:

• What are the 4-6 major end results the position must accomplish on an ongoing basis?
  • What are the activities associated with getting these end results accomplished?
  • What type of independent judgment and discretion is exercised?
  • What types of decisions are made?
• Begin by listing the activities associated with the position, then cluster those activities into related groupings. Review the groupings to identify the nature of the accountability associated with the activities.
• List the responsibilities in descending order of importance and assign a percent of time spent on each. This helps the reader get a clearer picture of the position. (Note: the FLSA regulations no longer use "percent of time" in the duties tests, so this percentage will be used primarily to understand the job content.)

2. Put yourself in the reader's place

• Think about how to describe the position to someone who is unfamiliar with the position or department.
• Avoid the use of jargon, acronyms, or other non-standard language.

3. Structure your statements

Use the following model as a way to structure each statement:

    Action Word    +    Subject    +    Specific Activities

Hint: Make sure to be specific about the activities to be performed. See below for examples and see the glossary for more action words.

Examples:

Action Word	Subject	Specific Activities
Prepare	Monthly financial reports by	Collecting and verifying financial data Entering current data into spreadsheets Running analysis reports Consolidating financial figures into standard monthly reports
Maintain	Audio-visual equipment inventory by	Tracking borrowed equipment Entering new equipment into equipment log Ensuring the accuracy of the equipment database

The following terms are commonly used for describing position responsibilities. While this is not an all-inclusive list of acceptable terms, consider using them for either non-exempt or exempt positions.

Term	Explanation
Administer	To perform or direct in a prescribed manner.
Advise	To counsel, recommend, or suggest.
Analyze	To systematically study data, information or a situation to determine solutions or alternatives.
Appraise	To evaluate or judge.
Approve	To authorize action; exercise final authority; act independently without further consultation.
Assist	To provide help, support, or aid.
Audit	To examine in depth to verify accuracy or conformity with requirements.
Authorize	To give others the power or right to act with final or definite authority.
Conduct	To direct the course.
Control	To exercise authority over; to regulate.
Coordinate	To organize or harmonize actions or efforts for a common goal or purpose.
Counsel	To give advice and guidance to another.
Delegate	To entrust to another person's management and/or handling.
Design	To conceive, invent or form a plan.
Determine	To reach a decision about after thought and/or investigation; to find out exactly, to calculate
Develop	To bring gradually and methodically into existence; to expand or realize potential
Direct	To show or point the way, carry out the organization; manage, supervise, and determine the course.
Document	To provide with factual or substantial support; construct or produce with a high proportion of details.
Edit	To modify by deleting, adding, revising, correcting for clarity and length.
Ensure	To make sure or certain; guarantee; protect.
Facilitate	To make easier or to expedite.
Implement	To carry with effect; fulfill; accomplish.
Initiate	To cause or facilitate the beginning.
Maintain	To keep in existence; to defend or sustain; to preserve or retain.
Manage	To plan, organize and/or supervize a function or individual (s); to be in charge of; control.
Monitor	To watch, observe or check for a special purpose; keep track.
Organize	To give orderly structure; put into working order.
Perform	To carry out; accomplish; to do in a formal manner.
Plan	To formulate a program to accomplish or attain a goal or end point .
Prepare	To put together or create by combining multiple parts, inputs, materials.
Promote	To contribute to the progress or growth of; to advocate or urge the adoption of.
Propose	To offer or suggest.
Provide	To furnish necessary information, materials, or services; to make available.
Oversee	To watch over and direct; to supervise.
Recommend	To counsel or advise that something be done; to promote something as reputable, worthwhile, appropriate.
Review	To examine with an eye to criticism, correction or approval.
Serve	To actively carry out duties within the framework of a specialized activity, such as a committee.
Supervise	To direct and inspect the performance of employees;  to instruct employees in details of the work they perform (either directly or by enforcement of well-established rules), distribute and assign work, observe performance in detail and work with employees to improve performance; to be responsible for hiring decisions and terminating employment.
Train	To increase others' skill or knowledge though capable instruction, usually in relation to predetermined standard.
Validate	To confirm, support, or corroborate on a sound or authoritative basis.