Position Descriptions

Effective July 8, 2024, all non-faculty staff position descriptions must be updated using the Position Description Online System.

The position description is Mercer University’s primary personnel administration document. It is a crucial tool for supporting internal programs such as performance management, training and professional development, recruitment, and compensation and classification, as well as for compliance with the Fair Labor Standards Act (FLSA), the Americans with Disabilities Act (ADA), and Mercer University policies.

Position descriptions help employees understand their job responsibilities, what is expected of them, and the standards by which they will be evaluated and rewarded. They can also help supervisors manage employees’ performance and set expectations, develop recruiting materials, identify professional development opportunities and training needs, and ensure consistency and equity among positions.

Each position description should be written in such a way that it provides all the information a supervisor, employee, or search committee needs to clearly understand the duties for which the incumbent is responsible. It must accurately reflect all the duties and responsibilities required of the incumbent as well as the qualifications that person needs to satisfactorily fill the position.

General Tips for Writing an Effective Position Description

The development of a position description should be done thoughtfully and carefully. Do not let the pressing needs of a search process minimize the importance of developing an accurate position description.

• Use specific and clear language:
  • Instead of a general term like “good communication skills,” state that the person needs “the ability to communicate policies to employees at levels, both in person and in writing.”
• Begin with action verbs in the present tense:
  • Examples include supervise, inspect, produce, organize, motivate, educate, administer, compose, analyze, and repair.
• Avoid jargon that the search committee and applicants may not understand.
• Be accurate in describing the duties:
  • Do not overstate or understate since doing so may result in classifying the position incorrectly and/or it may affect the compensation of the position.

Engage Employees in the Process

There are several approaches a supervisor can take when creating or editing position descriptions. While the final decision-making authority rests with the supervisor/unit leadership, it is important to engage the employee in the crafting of their position description. Depending on your department and your management style, it is recommended that you utilize one of the following methods:

• Draft position descriptions for your employees’ jobs based on your knowledge and experience, then discuss your draft with them to solicit their feedback for your consideration.
• Ask employees to develop or edit a draft of their own position description, which you then review and edit.

Regardless of which method you choose, it is critical to follow up with the employee once you have finalized the position description to ensure they understand your expectations and their role and responsibilities.

Update position descriptions regularly

Position descriptions should be reviewed and updated at least annually, in conjunction with the annual performance review process, to ensure accuracy. If a substantial change occurs within the unit or to that position, such as a reorganization that changes the duties of the position, the position description should be reviewed and updated at the time the changes occur.

Access Position Descriptions

At Mercer University, position descriptions are created, edited, maintained, and accessed in our Position Description Portal. Managers should log in to this portal to create, edit, or view position descriptions. Employees can view their position descriptions in this same portal.

Key Benefits of the PD System

• Single Sign-on: Ability to use your same Mercer University username and password for existing systems (e.g. Workday).
• Clarity: Provides clear instructions for each field within the position description.
• Accessibility: Easy access for all supervisors, managers, and employees to view position descriptions for their direct reports.
  • Note that employees can only “view” their own PD. They will not have the ability to make any edits.
• Efficiency: Simplifying the process for supervisors and managers of creating and editing position descriptions for their employees.

What You Need to Know

• Training: This new PD system is very intuitive. However, after reviewing the PD website and related job aids, if you would like to schedule a training session, please contact Melissa Pollock at pollock_md@mercer.edu or x. 2777 to set up a time to familiarize you with the new system.
• Job Aids: HR has developed the job aids below to assist you with instructions on how to access and use the system for your respective team members.
  • Navigating the Portal and Viewing a Position Description
  • Editing a Position Description
  • Adding a New Position Description
• Feedback: Your feedback is invaluable to us. As you start using the system, please share your thoughts and suggestions with us so we can continue to improve. After logging in, you should see those employees who report to you as well as their subordinates. If there is a problem with the list of names or if you have any other problems with the system, please contact Melissa Pollock at pollock_md@mercer.edu or x. 2777.

Click Here to Access the Position Description Online System
 

IMPORTANT: After one hour of inactivity, you will automatically be logged out of the PD system and none of your work will be saved. It is important to complete your work before moving on to another task or to periodically save your work as a draft.