JOB DESCRIPTION QUESTIONNAIRE

Teachers College Professional StaffJOB DESCRIPTION QUESTIONNAIREINSTRUCTIONS FOR COMPLETING THE FORM1The attached "Job Description Questionnaire" is to be completed by all full time professional staff employees inthe organization.Once the form is complete, the “Approvals” section should be signed and dated by you and then forwarded toyour immediate Supervisor/Manager for review. When these two steps are complete, your Supervisor/Managershould send the packet, including the "Supervisory Comment" page to Human Resourcess, Box 149 for furtherreview.1. Position Responsibilities:Please list five to eight major responsibilities for the position and the percentage of time spent on each. Thissection describes ongoing responsibilities. Position responsibilities are statements of important end results forwhich the job exists. Each statement should relate to a single end result which could be applied against a unit ofmeasurement.A responsibility statement begins with an action verb that describes the incumbent's role, the primary activity(s),followed by the measurable or observable end results of that activity. The following is an example of anAdministrative Assistant position: (A limited glossary of action verbs is provided).ACTIVITY END RESULT ESSENTIAL OR % OF TIMENON-ESSENTIALTypes, files,coordinates, plans andprepares reports andrecords.To provide generalassistance to thedepartment in order toinsure its overallE 75%Directs and recordsphone callsefficiency.in order to ensure theflow of calls to theproper party.E 25%* Activities which require less than 10% of the incumbent's time should not be noted.* Essential responsibilities are primary duties without which the position would not exist. Non-essentialresponsibilities are all other duties; please indicate with E for essential or NE for non-essential.2. Position Summarv:Briefly explain in 2-3 sentences the basic purpose and function of your job. Please include why the job exists,major challenges and objectives, and the basic purpose of the position. An example is as follows: AccountsPayable Supervisor - Supervise timely and accurate invoice processing and payment to comply with applicablecorporate and government financial requirements.3. Decision Making Authoritv:This refers to how the position directly effects the major objectives of the organization. Are decisions madeindependently collectively or is prior approval needed?Complete Chart 3.4. Scope and Dimensions:This is a summary of pertinent statistics for the position. They can be budget related or statistical; i.e.,. number ofaccounts, number of invoices processed, etc. revised 6/00

25. Working Relationships:These are the continuing contacts with whom the incumbent must interface to accomplish the duties of theposition. List the major interactions the position has with others inside and outside the organization and brieflydescribe the purpose or result of these contacts.6. Skills, Knowledge, Education, Experience and Other Requirements:Identify any educational or specialized, technical skills which are essential to perform the position in order tocarry out the position's responsibilities; i.e., special licenses. Please note, these items may not necessarilycorrespond with the current incumbent’s credentials.Please make them as specific as possible. Some examples are as follows:* Interpersonal Skills:Interviewing, hiring, coaching, directing, measuring and rewarding performance.*Professional/Technical Skills:Systems programming, financial analysis, accounting, legal, etc.*Administrative/Managerial Skills:Planning, organizing, reviewing, budgeting, controlling and directing.7. Organizational Chart:Please show to which position you report and other positions that report to the same Supervisor/Manager. Ifyou have supervisory/managerial responsibility, also include the title of your direct reports and the basic purposeof their positions with the number of incumbents in each job title. If your position does not fit this chart, pleaseattach a copy of your own.8. Working Conditions:See instructions on questionnaire.9. Comments:10. Please provide any additional information which you feel is relevant to the evaluation of your position.SUMMARYThe Job Description Questionnaire can be a valuable communication tool for supervisors and managers to reachan understanding and agreement about job activities and responsibilities. Therefore, it is important that eachindividual complete his/her own questionnaire and review it with his/her Supervisor/Manager.ADJUST - Bring to more satisfactory state; change to enhance a situation.Glossary of Action VerbsADMINISTER - Exercise and implement control over the performance of specific operations, approved plans, or established policies within the scope of limited andwell-defined authority.ADVISE -Give information or opinion pertinent to a probable course of action.ANALYZE -Study the factors of a problem to determine a proper solution.ARRANGE - Put into suitable order or sequence; to make preparations or plan.ASSIST -Take an active part or give support in performing a function.BALANCE -Arrange so that one set of elements exactly equals another.CALCULATE - Work out by mathematical computation.CHECK -Compare with a source, original or authority.

COLLATE -Arrange or assemble in a specific order.COMPILE -Put together a series or group of facts or figures from somewhat related sources into a related whole; usually used in the sense of making a report.COMPOSE -Form by putting together; formulate or write.CONDUCT -Exercise leadership in a project or study.CONTROL -Exercise restraining or governing influence over activities to accomplish planned results by: (1) establishing standards, (2) measuring work in progress, (3)interpreting results and (4) taking corrective action.COORDINATE - Combine (through balancing, tuning, or integrating) the efforts of separate groups to accomplish a specific objective; coordination can be exercisedwithout line authority.COUNSEL -Give advice and guidance to another.DEMONSTRATE - To show clearly; illustrate or explain with many examples.DEVELOP - Advance programs, planning or personnel capabilities to higher state.DIRECT - Authoritatively define, regulate or determine the activities of subordinate organizational units to achieve predetermined objectives.DISTRIBUTE - Give out; divide among several.EXECUTE -Put into effect according to a plan (See "Administer").FILE -Arrange in order for preservation or reference; place among official records.GATHER -Come or bring together into a group mass or unit.INITIATE -Start, begin or introduce a program or action.INSTALL -Set up for use or service.LIST -Place in a specified category; register.MAINTAIN -Keep in an existing state; to continue or preserve; keep in a state of efficiency or validity.MANAGE -Plan, organize and control to achieve coordinated objectives by leading and directing subordinates without giving detailed supervision.MONITOR - Watch, observe, or check for a special purpose; keep track.NEGOTIATE - Reach agreement on specific proposals through discussion with others of a different viewpoint.OBTAIN - Gain or attain by planned action or effort.OPERATE - Perform a function.ORGANIZE - Set up plans and procedures for achieving objectives.PARTICIPATE - Take part in and share responsibility with others for action but without individual authority to take action.PERFORM -Carry out, accomplish; to do in a formal manner or according to a prescribed method.PLAN -Devise or determine a course of action to achieve a desired result.PROVIDE -Furnish necessary information or services.POST -Transfer an entry or item from one record to another.PREPARE -Make ready for further action or purpose.PROCESS -Perform a series of actions or operations leading to an end.PROVE -Determine extent of agreement or disagreement with intended relation between results.RECOMMEND - Offer for acceptance and support a course of action to persons responsible for approval or authorization.RECORD -Register, make a record of.REPAIR -Restore by replacing a part or putting together what is torn or broken; to fix.REPORT -Give an account of; make a written record or summary.RESEARCH - Careful or diligent search; investigate or experiment with the aim of discovery and interpretation of facts.REVIEW -Critically examine (completed work, reports, performance) with a view to amendment or improvement.SCHEDULE - Plan a timetable; to set, appoint, or designate for a fixed time.SORT -Put in a certain place or rank according to kind, class or nature.SUPERVISE - Oversee or watch with authority work, proceedings, or progress; control employment status, including hiring, salary adjustment, promotion, termination;implies day to day concern with details of operation.Instruct subordinates in details of the work they perform (either directly or by enforcement of well- established rules), allocate work, observe performance in detail, andwork with subordinates to improve performance.TABULATE - Arrange figures or items in rows and columns; computing by means of a table.TRANSCRIBE - Make a written copy; dictated or recorded information in longhand or on a typewriter; transfer from one recording form to another.VERIFY - Determine the accuracy of one thing or figure in relation to other things or figures known to be accurate.3

4Teachers CollegeJOB DESCRIPTION QUESTIONNAIREFor Professional StaffName: ____________________________________________________Date: ___________________Job Title: ____________________________________________________________________________Department: __________________________________________________________________________Name of Supervisor/Manager: ____________________________________________________________PURPOSE:This questionnaire is designed to collect information about the nature and scope of the duties and responsibilitiesof your current job. The information you provide will be used to:* Analyze specific job functions;* Analyze job/organizational issues; and* Determine appropriate job grade levels.INSTRUCTIONS:Please review the entire questionnaire and the accompanying Teachers College Job Description Questionnaire-Instructions For Completing The Form to make sure you understand its total scope before attempting tocomplete any individual section. Then, complete each section being as specific and precise as possible. Describeyour job as it currently exists according to the duties and responsibilities. Information should be legibly printed. Ifany question does not apply, simply indicate "N/A". Should you have any questions, please contact HumanResources, x3193.Upon completion, return this form to your Supervisor/Manager for review and approval.Questionnaires which have been completed and reviewed should be forwarded by your immediate Supervisor/Manager to Human Resources, Box 149, Room 112 Main Hall.APPROVALS:Completed By:_________________________________(Your Signature)Reviewed By:__________________________________(Supervisor/Manager Signature)Date:_________________Date:_________________1. POSITION RESPONSIBILITIES:What are the five to eight main responsibilities and end results expected of your position? Try to write statementsthat describe the activity - including an action verb, (directs, plans, types, supervises, etc.) and also the "why" -the end result (in order to accomplish, to assure quality, etc.). Also, provide the percentage of time spent on theactivity. Note: Please identify overall FUNCTIONS and NOT TASKS. In others words, describe the WHAT ofyour job, NOT THE HOW.

5ACTIVITY END RESULTESSENTIALOR NON-ESSENTIALTO THECOREFUNCTION%TIME2. POSITION SUMMARY:What is the main purpose and function of your job?______________________________________________________________________________________________________________________________________________________________________________________

6___________________________________________________________________________________________3. DECISION MAKING AUTHORITY:Describe the decisions you are able to make on your own. What types of decisions do you refer toyour immediate Supervisor/Manager?_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Please check the most appropriate description of the supervisory/managerial responsibilities of this job.FunctionReview and ApproveSubordinate DecisionDecide and/or TakeAction DirectlyRecommend toSupervisorHiringTrainingSchedulingBudgetingAppraising PerformancePromotingCompensatingDisciplining/TerminatingOther (list)______________________________________________________________________________________________________________________________________________________________________________________4. SCOPE AND DIMENSIONS:Number of People Supervised:Part Time Professional__________ Full Time Professional____________ Total___________Part Time Support_________ Full Time Support__________ Total__________Dept. Operating Budget $_______________________________None*If budgetary responsibilities, please complete:Grant $ ________________________ (combined total)Non-grant $ _______________________Revenue Volume of Dept. (if applicable, i.e., fees collected, sales, pledges) $__________________________5. WORKING RELATIONSHIPS: Identify positions/departments with which you have frequent contact.Please note which contacts are essential and which are non-essential.A. Internal Relationships:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________B. External Relationships:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

76. SKILLS, KNOWLEDGE, EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS:Describe specific skill or education levels needed to do this job (i.e. word processing; knowledge of marketing;etc.). Indicate the length of time necessary to become proficient at this job.______________________________________________________________________________________________________________________________________________________________________________________7. ORGANIZATIONAL CHART:Your Supervisor/Manager’s Title____________________________________________Your Job Title___________________________________________________________Other Positions Reporting to Your Supervisor Positions that Report to You** Total #Title: __________________________***Title: __________________________***Title: __________________________***Title: __________________________***** Note the title of each person who reports to you on the line in the box. List the basic purposes of theirposition next to the bullets. Please note the number of incumbents in each job title in the column on the right.****************Within your department, to what other positions do you go for guidance?______________________________________________________________________________________________________________________________________________________________________________________8. WORKING CONDITIONS:A. Physical Environment:Please select the statement which best describes the surroundings or physical conditions under which the workmust be performed.1.______Usual office environment.2.______Good working conditions. Occasional exposure to some unpleasant elements making conditions lesscomfortable than usual office environment. Please specify unpleasant elements.___________________________________________________________________________________________3.______Typical non-office environment with some undesirable working conditions such as:___________________________________________________________________________________________4.______Non-office environment which is disagreeable due to exposure to noise, dust, heat, fumes and otherelements which are continuously present, such as:___________________________________________________________________________________________B. Physical Demands:

8Please select the statement which best describes the physical demands of your job.1. _____ Usual office environment where I may occasionally lift or carry light envelopes, small boxes, books, etc.2. _____ Usual office environment where I may frequently lift or carry large, heavy or cumbersome office relatedmaterials; or may stand for long periods, such as:______________________________________________________________________________________________________________________________________________________________________________________3._____Non-office environment where I am required to do the following physical activities (enter crawl spaces,climb ladders, etc.)______________________________________________________________________________________________________________________________________________________________________________________4._____Other unusual physical demands (i.e., extraordinary heavy travel) such as:____________________________________________________________________________________________________________________________________________________________________________________C. Mental and Visual Demands:Please select the statement which most clearly describes the extent to which the position requires coordination ofthe mind, eyes and hands in the performance of normal duties. This factor does not relate to knowledge oranalytical ability.1._____ Flow of work and nature of duties involve normal coordination of mind and eyes much or all of the time.2._____ Must concentrate mind and eyes closely on work for sustained periods.9. COMMENTS:Please indicate any other aspects not covered in the preceding sections which you feel are important to fullyunderstanding this job.___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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