Job/Position Descriptions | Job/Position Definitions |
Job/Position Description Template Instructions | Job/Position Description Template*
Position Description Writing Tips | Glossary

Requirements

• The directions below are for Eudora e-mail users (may be slightly different for other e-mail packages)
• MIT Certificate Required

Once you open the Job/Position Description Template*, the following asterisk fields are required:

• Department/School
• Reports to (title)
• Prepared by (Your Name & E-mail address) at end of Part I.

Reminder

• If you submit a job or position description without entering information into the required fields, you will receive a message reminding you to go back and complete.
• Remember to select your Human Resources Officer (HRO) from the drop down box so that the Job/Position Description Template can be submitted to him/her.
• If you do not know who your HRO is you should call the Compensation Office at (617) 253-8269 or (617) 253-9780.

Part I (Information critical to every job/position description)
Remember to read the bulleted points before completing the text boxes in this section. These points explain what is required in each section. The text boxes will provide as much space as needed to articulate all necessary information about the job/position.

You may want to print this instruction page out in order to follow along while filling out the form.

Please fill out completely the text box for each of the following:

• Overview Statement
• Principal Duties and Responsibilities
• Decision making and judgment
• Supervision Received
• Supervision Exercised
• Education
• Qualifications/Technical Competencies

Fields at the end of Part I:

• Approval if necessary** - If the description requires authorization beyond that of the person writing it, enter the authorizing person's name & e-mail address here. When the description is submitted it will be sent to this person for his/her authorization (a copy will also be sent to your HRO and Compensation at that time). (See footnote at end of instructions).
• "Status" drop down box has two options (select one):
  • Selecting "approved" lets your HRO and the Compensation Office know that no further approval is required and they should begin the evaluation/review process. In this case the fields for "approval if necessary" (name & e-mail) should be left blank.
  • Selecting "pending" lets your HRO and the Compensation Office know the description requires further authorization prior to proceeding with an evaluation/review. In this case the fields for "approval if necessary" (name & e-mail) should be completed.
• When you select "pending", the person who has final authorization must notify the appropriate HRO, Compensation, and the originator of the job/position description of any changes he/she wants made or if he/she "approves" the description as is.

Part II (Job/Position Descriptors)
Job/Position descriptors are used to frame a job/position evaluation discussion and provide an understanding of the job/position's relationship to others in the Department, School, or across the Institute. Under each of the job/position descriptor categories, click the button for the most appropriate descriptor level (select only one). You can provide your own descriptor language if what is listed does not fully describe an appropriate level by clicking "Other" and completing the text box.

Remember to make a selection under each of the following Job/Position Descriptor categories:

• Knowledge, Skills & Expertise
• Critical Thinking and Problem-Solving
• Collaboration
• Communication Effectiveness
• Decision Making
• Influencing and Leading
• Responsibility and Accountability

• Yourself
• Your designated department authorization person/senior officer (if authorization is required)
• Your HRO
• Compensation Office

When your HRO and/or the Compensation Office receives an approved description for evaluation they will contact you directly to begin the evaluation and classification process.

If you have any difficulties with these instructions you should contact the Compensation Office for assistance.

**Approval if Necessary: Once the individual receives the e-mail version of the job/position description for his/her approval, he/she can edit or make comments in the e-mail by selecting the Forward option. The Subject line on the e-mail should be changed from Pending to Approved before the updated e-mail is sent. (TIP: the edited e-mail can be returned to all by copying the "To:" line of the original e-mail and pasting it in the new "To:" line).

When the e-mail version of the job/position description is sent to someone for approval, he/she will only see the selected descriptor level chosen by the job/position description originator. In Part II Job/Position Descriptors there will be a web address (URL) to click on to connect to the web page to view all possible selections under each descriptor.