Job Description Procedure

Eligibility

All active staff positions within Reed College will have a corresponding job description.

Definition

A job description summarizes the essential functions, responsibilities, activities, qualifications and skills for a role. A job description may not be inclusive of all assigned responsibilities and may be amended at any time at the sole discretion of Reed College with the approval of management and Human Resources.

Creating the Job Description

When the need arises for a new job description to be created, the hiring manager, with approval from their VP/Dean, will request services from their HR representative to begin the process.

The hiring manager is responsible for providing minimum qualifications, essential job functions, and job summary drafts to their human resources representative. The position’s “Top 10 attributes” will not be noted in the job description but used to create the job posting during searches and recruitments.

The human resources representative is responsible for validating the minimum qualifications, essential functions, and physical demands of the position. In addition, HR will perform a complete job analysis using internal and external market data points.

The hiring manager and HR must agree to the final job description before it is published; disagreements will be escalated and resolved by the hiring manager’s VP/Dean.

Completed job descriptions are housed within a designated human resources system and maintained in a centralized location for manager and employee view.

Job Description Approval Path

Executive Level
Step one
Human Resources (HR) obtains approval at the executive level (VPs/Deans). HR works with the hiring manager to determine approval path.

Human Resources
Step two
HR initiates a job description form; the form is sent to the hiring manager.

Hiring Manager
Step three
The hiring manager drafts the description—job summary, essential functions & minimum qualifications; form is returned to HR.

HR/Hiring Manager
Step four
HR and the hiring manager agree on the final description (may take a couple of rounds); final form is sent to the executive leader.

Executive Level
Step five
Executive leader reviews and may provide feedback before approving the description.

Human Resources
Step six
HR finalizes the job description.

Job Description Components

Job Title and Directory Title

The Job Title describes a job for what is being defined and may not be inclusive of all duties and responsibilities for one or multiple roles that are similar within a department or office. The job title will be used in the HRIS system for employee work classification.

The Directory Title is a provisional title that may be proposed by the employee and approved by the department’s Sr Director and/or Executive for use when appropriate to align with the history and norms of the department and should not typically elevate the position by one or more levels. The directory title will not appear on any of Reed’s job descriptions or internal human resources information systems.

Salary Grade

This is the specific salary grade that the position has been mapped to based upon essential functions required for the role, as well as comparisons to market benchmark data.

All job descriptions are evaluated and graded by the Compensation Advisor once the approval path is completed, which typically takes up to two (2) weeks.

Management Level

The management level defines the degrees of authority and responsibility within the college. All management/supervisor positions must have no less than 2.0 full time, non-student direct reports and have complete authority over employment decisions, which includes but is not limited to hiring, termination, performance evaluations, merit planning, and timecard review within those roles.

Management Level

Standard: Managers/Supervisors must have no less than 2.0 FTE non-student direct reports and have complete hire/termination authority.

Level	Position Scope	Definitions	Position Categories
Executive	Strategic	Typically oversees multiple business units or departments with Sr Directors reporting directly to the role.	Executive
Sr Director	Planning	Generally a senior staff member who typically reports to an Executive leader. This role is also responsible and accountable for planning for the department which includes oversight and execution.	Administration
Director	Organizing	This management level role typically reports to the Sr. Director or Executive leader and is responsible for organizing and execution of the department.	Professional/Technical
Manager	Leading	This management level role typically reports to the department Director and is responsible for leading the day-to-day tactical plan of the department.	Professional/Technical Service Occupations
Supervisor	Controlling	This management level role typically reports to the department manager and is responsible for controlling day-to-day processes that are implemented and accurate within the department.	Professional/Technical Service Occupations
Individual Contributor	Transactional	This position is a non-management level role with no staff or faculty direct reports. Some positions may have some student reports as support periodically throughout the academic year.	Administration Professional/Technical Office & Operational Support Service Occupations

Position Categories

The position category is a broad-based defined group of jobs with comparable responsibilities.

Category	Definitions
Executive	A job that determines and formulates policies and provides overall direction of the college within guidelines set up by a board of directors or similar governing body. Plan, direct, or coordinate operational activities at the highest level of management with the help of subordinate executives and staff managers.
Administration	A job that reports to a member of the President's staff or an designated Executive who are typically charged with executing leadership’s strategic direction and goals.
Professional and Technical	A job that may require a specific level of college education, typically a specialized certification and/or bachelor's degree or higher OR specialized work experience requiring several years of job related experience for someone to perform its duties and responsibilities.
Office & Operations Support	A job that oversees operations and/or a specific function within their designated department or office. They are generally responsible for responding to questions, coordinating meetings, appointments and/or directing various administrative projects.
Services/Safety	A job that is responsible for campus grounds, environmental operations, and/or the safety and wellbeing of faculty, staff, and students. Includes first line supervisors and lead staff.

Job Summary

The job summary is a written narrative that outlines the position’s role and includes key tasks and related duties required by the position. The summary includes the job’s direct reporting manager and division Vice President/Dean.

Duties and Responsibilities

The duties and responsibilities that are essential functions required to perform the core tasks of the position. The list may also include highlights of the day-to-day activities, work environment, and duties to ensure employees and candidates understand the essential function of the job. The duties and responsibilities are not tied to any one person performing the work, rather the list is a general essential function of the position as it may relate to the department’s needs.

Minimum Qualifications

Minimum qualifications, aka “Min Quals”, define the minimum level of knowledge, skills and/or abilities as described by education level and/or work experience to perform the essential functions of the job. The definition level must be met for a candidate to be considered for the position.

Physical Demands

The physical demands section refers to what level and duration of physical exertion is generally required to perform the essential job functions with or without reasonable accommodations. The Human Resources representative is responsible for entering position physical demand into the job descriptions.

Job Description Evaluations

Once a job description is through final approval, it will remain in place for no less than two years. Job description evaluations are conducted at a minimum of every three years to reevaluate essential functions, and to update the minimum qualifications as needed. If a job description requires an evaluation prior to three years, approval through a VP/Dean with compelling circumstances is required. Revision date: December 2022

Human Resources