UCSD ONLINE JOB DESCRIPTION: WHATS NEW

Section 1 - What's New in 2008?

DEFINITION OF ACCESS LEVEL FOR PREPARER, HR CONTACT, SUPERVISOR AND ALTERNATE AUTHORITY

Preparer:

Access to create and edit job description only - cannot submit to Compensation unless their employee ID number is listed in the “Allows Access” section as the HR Contact or Alternate Authority.

HR Contact:

Access to edit and submit job description to Compensation - unless employee ID number is removed from the “Allows Access” section.

Supervisor:

Access to edit job description only - cannot submit to Compensation unless their employee ID number is listed in the “Allows Access” section as the HR Contact or Alternate Authority.

Alternate Authority:

Access to edit and submit job description to Compensation - unless employee ID number is removed from the “Allows Access” section.

(Note: The Preparer, HR Contact, Supervisor and Alternate Authority may be listed in more than one area that allows access.)

VC Authorization

This section gives the VC Offices the ability to create superusers who will have access to in-progress job descriptions for the entire VC area which is in addition to the job descriptions they create themselves..

The Online Job Description for 2008 has a tabbed interface.
Each section is edited and saved separately.
Anyone with Single Sign-On may create/begin a new job description.
They become the "Preparer."
The preparer may then appropriately select themselves or others
as the "Supervisor," the "HR Contact," and the "Alternate Authority,"
but only the supervisor is displayed on the official Job Description.
Access to edit/modify descriptions is given to the
HR Contact, Alternate Authority, Supervisor, and Preparer
Your personal interface displays links to all your job descriptions
Again, each user sees their own unique list in "My Interface..."
Access to the Submit button restricted to 'HR Contact' and 'Alternate'
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Browsers mostly supported: Internet Explorer 6 or FireFox 1.5 or MacSafari 2
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Spell-checking: Internet Explorer requires GoogleToolbar** or IESpell.
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consider contacting your system-support area to install the latest browser version.
Understanding the Create page features:
The first screen has special functionality.
It is only available once for each JD!
Based on your selections from the "drop-down" lists, the first screen retrieves supporting data from the UCSD PPS system.
Be sure to give the page a few seconds to deliver the data each time you make a selection from the "drop-down" lists. You will see the page refresh and then you may continue. Be as complete as possible here. (When you are finished with this page, further work continues in "My Interface: Work-in-Progress List," using the Tabs you will see across the top.)
To continue work at a later time, select "My Interface: Work-in-Progress" from the main menu. The initial data from the "Create" page may still be changed at any time, but after leaving the "Create" page, you will be required to look up email addresses, phone extensions etc. on your own.
Using the Create-From-Copy features:
First, Search the Library for an appropriate job card.
Copy (or write down) selected job card number.
Enter it into box on Main Menu.
Click "Continue."
Fill in the contact data on the preliminary page as completely as possible (see "Understanding the Create feature" above.)
Your job description is now mostly finished, since the majority of the information has been merged. Check each tab for accuracy before submitting to the Human Resources Compensation unit.
Printer Settings help:
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Here are suggested Browser settings for printing with Firefox.

Section 2 - Understanding the Job Description

Jump to a section:
Purpose of the Job Description
Special Conditions of Employment
Names of Employees Directly Supervised by this Position
Functions and Tasks
Knowledge, Skills and Abilities (KSAs)
Signature and Date

Purpose of the Job Description:

The job description documents essential job functions, skills, knowledge, abilities and other characteristics needed for satisfactory performance of the job. It should be updated regularly to ensure that it reflects the employee's current assigned responsibilities. The job description is used for recruitment, selection, training, performance evaluation, and for determining the most appropriate classification. It is maintained as the official record of the duties assigned to the position.

When It Should Be Completed:
A job description should be completed for all new positions.
A job description should be revised whenever substantial changes occur in the functions assigned to an existing position.
A job description should be reviewed for accuracy prior to each recruitment, with particular attention paid to the required knowledge and skills.
A job description should be reviewed for accuracy prior to the annual performance review cycle.

How It Should Be Completed:
When developing a job description, be as clear, concise, and as complete as possible.
The instructions for sections that may not be self-explanatory are listed below:

The "Create" Page:
This page is only visited once for every description. The auto-complete features are only available at this stage. They will not appear the next time you work on your description.
"Summary" tab:
The majority of the information on this page should has been completed when initially creating the description. Data may be modified but the auto-complete features are not present.
"Overview" tab:
- The Department Overview is a new, optional feature which allows a functional unit to provide additional information about the department/unit or project.
- Below this is the Position Overview. Write a brief statement (Position Overview) that summarizes the responsibilities of the position, starting with the essential functions. (Before writing this statement, it may be helpful to complete the Functions/Tasks section of the job description to determine the essential functions of the position.)
- The Working Title is often used to describe the position for a job posting or for an advertisement during recruitment.

Physical & Mental Requirements/Environmental Working Conditions:
Identify the physical and mental abilities required to perform the essential functions and tasks assigned to the position. Specify the frequency of each attribute by selecting "Occasionally" or "Frequently" etc.

Each task of a job will require one or more physical or mental abilities. To identify these requirements, it is important to focus on the required outcomes rather than only on the traditional methods of performing the specific tasks. For example, filing in a bottom drawer may have been performed traditionally by bending or squatting depending upon the personal preference of the person performing the task. A non-traditional approach to perform this task could involve the use of a short, stable stool to enable the individual to perform the task while seated. Thus, there are a number of ways to perform a task in order to achieve a desired outcome.

The following information is provided to clarify the meaning of a few of the terms typically used in this section of the job description.

Analyzing	Examining, evaluating data, and presenting alternative actions in relation to the evaluation.
Bending [neck]	Bending the head downward, upward, and/or side-to-side at the neck.
Bending [waist]	Bending the body downward, forward, and/or side to side at the waist.
Calculations	The performance of arithmetic operations and reporting on and/or carrying out a personal action in relation to them. Examples include: adding numbers; dividing dollar amounts; measuring items; performing statistical computations using formulas etc.
Carrying/Lifting	Carrying involves supporting the weight of an object while walking. Lifting requires the raising or lowering of an object from one level to another.
Climbing	Ascending or descending using feet and legs and/or hands and arms.
Crawling	Moving while on hands and knees or hands and feet.
Finger Movements	Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling. Examples include: moving fingers to manipulate items such as a keyboard, a calculator, or a sewing machine.
Handling Objects	Seizing, holding, grasping, turning, or working with the hands in other ways. Fingers are involved only to the extent that they are an extension of the hand. Examples include: machine operation, shifting vehicle gears, carrying objects, and use of tools.
Kneeling	Bending the legs at the knees to come to rest on the knee or knees.
Pushing/Pulling	Pushing involves moving an object by pressing against an object to move it away or ahead. Pulling involves exerting force upon an object to cause it to move towards you.
Reaching	Extending the hands and arms.
Reading & Comprehending	Reading comprehension involves interpreting and understanding written information such as technical reports and manuals, manuscripts, mailing addresses, city maps, written directions and warnings etc.
Reasoning	Using logic to analyze data to make generalizations, evaluations, recommendations, and/or decisions based on judgment criteria.
Sitting	Remaining in a normal seated position.
Squatting	Bending the body downward and forward by bending the legs at the hips and the knees.
Standing	Remaining on one's feet in an upright position without moving about.
Twisting [neck]	Rotating the head in a sideways motion at the neck.
Twisting [waist]	Rotating the body in a sideways motion at the waist.
Walking	Moving about on foot.
Writing	Preparing information or documents such as grant proposals, technical reports, press releases, memos, letters, program brochures, recording telephone messages etc.

Special Conditions of Employment:

Special conditions of employment are special requirements that are NOT included under knowledge, skills or physical or mental requirements. Special conditions might be something unique about the position, the work location, the hours, etc. For example: on call assignments, substantial and consistent overtime, non-standard work hours, shift rotations, physical exams, bonding and/or background check requirements, professional licenses, driver's license, overnight travel, etc. The need for a driver's license should be considered carefully. If the function to be performed requires that the employee drive a University vehicle on a constant basis then it may be appropriate to require a driver's license. If the actual function requires that an employee will on occasion transport materials or themselves to alternate locations, the statement might read: "Must occasionally provide own transportation and transport materials to other sites within Orange County."

Type of supervision Received: Indicate the type of supervision the incumbent will receive after the training/orientation period.

Close Supervision	Indicates that the incumbent is assigned duties according to specified procedures. Work is checked frequently and, in addition, there may be formal training.
Supervision	Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referring to the supervisor's guidelines.
General Supervision	Indicates that the incumbent develops procedures for performance of a variety of duties or performs complex duties with established policy guidelines.
Direction	Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results or work are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.
General Direction	Indicates that the incumbent receives guidance in terms of broad goals or overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work and typically formulates policy for this area but does not necessarily have final authority for policy approval.

Names of Employees Directly Supervised by this Position:

Show only those positions and incumbents who are truly supervised. If the authority of the position is limited to directing the work of peer or companion workers, this should not be listed as supervision, but rather indicated in the Functions and Tasks section of the job description as "work directions." The position must supervise at least two (2.0) career, full time equivalencies (FTEs); and the duties of the positions supervised must be substantially different from the duties performed by the supervisor. The supervisor must have the authority on behalf of management to hire, assign and direct job responsibilities, evaluate and reward performance, discipline up to and including dismissal, and address employee complaints or effectively recommend such action. Specific supervisory language must be included in the job description. Supervision cannot be a separate job function; it must be combined with another function.

Functions and Tasks:

The term "function" refers to a general category or type of work that is performed on the job. It includes similarly related tasks that make up one area of the job responsibility that is distinctly different from another area. There are typically 4 - 8 major functions or distinct types of work in a given position. A major function is not a statement of a specific duty that is performed. It is generally a short phrase that refers to a set or group of duties that are interrelated. In developing a job description, major functions serve as guides that assist in identifying and organizing the many different duties that are performed. The purpose of identifying major functions is to organize the job into logical groupings that are more understandable than a series of ungrouped task statements. After outlining the major functions, one has an overview of the entire job.

Determine what percentage of time each function should be assigned. List the functions in general order of importance. Frequently the order of importance starts with the function with the highest percent-of-time. The total of all percents-of-time for all functions must equal 100%.

Example--Working title of position is Receptionist. Major functions might be:

Receptionist - 55%
Administrative Support - 20%
Secretarial Support - 15%
Event Coordination - 10%

A "task" is one piece of the function that describes what the employee does on the job. A task statement should provide a clear, complete picture of what is being done and the desired outcome. Characteristics of a task statement typically include the following:

What the employee does (action verb)
How the task is performed (procedures, materials, tools or equipment used)
Why the task is performed (purpose, product or service)

Each major function generally contains 4-12 duties or task statements. It is important to remember that although there may be dozens of tasks for each category of the job, it is not always necessary to include them all in the job description. Concentrate on identifying the primary tasks that are carried out on a regular basis for each major function. A more detailed listing of all tasks performed can generally be found in the desk procedures for each position.

Example:--Major function is Event Coordination. Assigned tasks might be:

Schedule guest speakers (What/Action verb) for weekly lecture series (Why) by calling individuals identified by Department (How), ascertaining availability and composing confirming correspondence.
Order refreshments for weekly lecture series by selecting from alternatives provided by campus vendor.
Schedule classrooms for weekly lecture series by submitting requests to UCSD Conference facilities.

Review all the tasks and specify whether the function is an "Essential Function" by checking the appropriate box on the form next to the function name.

Essential Functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. Each job task should be carefully examined to determine which functions are essential to performance. An important purpose for identifying the essential functions of a position is to be able to determine whether an individual with a disability is qualified to do the job. Regulations consider a "qualified individual with a disability" to be someone who has a disability, yet with or without reasonable accommodation, can perform the essential functions of a job. Certain assigned tasks may be considered marginal or nonessential functions. If a nonessential function were removed from the job, it would not fundamentally change the job. An individual who, because of a disability, cannot perform nonessential job functions cannot be disqualified from a job. Factors to consider in determining essential functions include:

The reason the position exists is to perform that function. Example: If a position is established to proofread documents, proofreading is an essential function because it is the reason the position exists.
There are a limited number of other employees available to perform the function. Example: If a department has a limited number of employees on a shipping and receiving dock, it may be essential that all employees be capable of moving 50 pounds from point A to point B because it is not feasible to redistribute the work.
The function is highly specialized requiring specific expertise or ability. Example: A research department is funded for a new research project that requires hiring a Research Associate with a highly specialized background in the field.

Functions that do not meet the criteria for "essential function" should be left unchecked in the job description form. Nonessential functions can typically be assigned to another position or be delayed. A function with tasks described as "Other duties as assigned" is generally never considered an essential function and is therefore left unchecked.

Knowledge, Skills and Abilities (KSAs):

After identifying the functions and tasks of the position, the necessary skills, knowledge, and abilities are developed. The KSAs are limited to those required for a fully-trained employee to satisfactorily perform each task listed on the job description. The KSA statements should indicate the level of knowledge or skill that is required. Avoid general references to personality, interest, intelligence, judgment, and specific years of education and experience. Describe only one KSA in each statement. There are typically 10 to 15 KSA statements per job.

Review each KSA statement and indicate the specific Function/Taskgroup(s) that requires the knowledge or skill by checking the appropriate box(es). Frequently, a KSA statement will relate to more than one Function/Taskgroup and there are some KSAs that will be required for all of them. Example:

1 Writing skills to prepare clear and concise, grammatically correct business correspondence.

1 3 6 Ability to plan, coordinate, and execute logistics for special events, including coordinating catering and facilities.

1 2 3 4 5 6 Ability to use standard office equipment including copier, fax, and calculator.

Indicate the importance of each skill, knowledge and ability using the following designations:

Required A qualification that is critical to satisfactory job performance and that the individual must possess at the time of application.

Preferred A qualification that the employer would like the applicant to have, but is not required at the time of hire. This is primarily used for screening purposes when a large number of applicants possess all of the required skills and knowledge.

Acquired Qualifications that may be gained on the job.

Signature and Date:

New employees should sign the job description on their hire date. Current employees should sign the job description each time it is updated or revised. The Supervisor and Department Head signatures are required at the time the job description is prepared to certify that the job description is complete and accurate. Departments are required to retain the Official Copy of Record for business control purposes.

UCSD Human Resources

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