Job Posting Process

In some instances, it may be appropriate to gather input from the incumbent(s), specifically if there are a small number of people in the position (3 or fewer) and if there is ambiguity regarding the position’s responsibilities. If an employee provides input, the supervisor retains responsibility for reviewing the final job description and completing the review and approval steps with their HR Business Partner. If you are unsure of the necessary information, please consult your HR Business Partner.

A strong job description clearly shows what the employee does, how they do it, and why the role exists. It should describe the work, not the person.

1. General Purpose (3–4 sentences)

Use this section to answer:

• Why does this job exist? What is its primary purpose?
• What are the main areas of work it owns? How does this role contribute to the departments goals?
• How does it impact day-to-day operations, patients/customers, colleagues, and the organization?

Write in plain, specific language. Avoid vague phrases like “provides support as needed.” Instead, use outcomes such as “ensures accurate and timely preparation of monthly clinic productivity reports.”

2. Job Duties & Responsibilities (4–7 responsibilities)

Use the table in the template to capture the major “buckets” of work, not every small task.

• List 4–7 responsibilities that together describe the full job.
• Start each responsibility with a strong action verb: “Performs,” “Coordinates,” “Analyzes,” “Prepares,” “Leads,” “Maintains,” “Communicates.”

• “Other duties as assigned.” Should always be the last line item, and does not require an associated percentage of time

• Describe observable work, not traits.
  • Write: “Prepares weekly staffing schedules for a 20‑person unit.”
  • Don’t write: “Is organized and works well with others.”

Add explanatory phrases so someone unfamiliar with the job can picture the work. For example: “Collects, validates, and enters clinic visit data into the EHR to support accurate billing and quality reporting.” Consider the following questions:

• What does a typical day look like for this role?
• Are there seasonal or project-based tasks that occur periodically?
• Who does this role interact with most frequently (internal or external)?
• Which departments or roles does this role collaborate with?
• What tools, systems, or technologies does this role regularly use or implement?

3. Percent of Time

Each responsibility must have an estimated “% of Time Spent” that totals 100%.

• Use 5% increments (e.g., 10%, 15%, 25%).
• A single responsibility is rarely more than 25–35% unless it truly dominates the role.
• Responsibilities should be listed in order of higher percentage of time to lowest.
• Pulse-check using a typical week:
  • 10% ≈ 4 hours/week
  • 25% ≈ 10 hours/week
  • 50% ≈ 20 hours/week

Ask yourself: “Over a typical year, how much time is really spent on this?” Adjust so the whole job is accurately represented.

4. Essential Functions (Y/N)

Essential functions are the core duties the job exists to perform.

Mark “Y” for essential when:

• The duty is fundamental to the role (if removed, the job would change significantly).
• It is performed regularly, not just once a year.
• It cannot be easily reassigned to another role without changing this position.

Write essential functions with enough detail that you can evaluate whether someone is performing them.

5. Remote Work (Y/N)

For each responsibility, indicate whether it can be performed remotely.

• Mark “Y” only if the duty can be fully and effectively completed off‑site (e.g., data analysis, documentation, virtual meetings).
• Mark “N” when the duty requires an on‑site presence (e.g., direct patient care, in‑person lab work, physical equipment handling).

This should reflect the work itself, not individual preferences.

6. Qualifications

The “Required” and “Preferred” qualifications should directly connect to the duties you’ve listed.

• If you require a specific skill or credential, there should be at least one responsibility where that requirement is clearly used.
• Keep “Required” to what is truly necessary to do the job.
• Use “Preferred” only for experience or education that adds value but is not essential.

• The lowest amount of experience request to successfully complete the role

• • Only one year amount should be listed (example – if you feel 3-4 years are needed, we would use ”3 years required”.
• If a certification is required, list within what timeframe (upon hire, within 1 year, etc.)
  • Write out full name of certification without acronyms

7. Scope

• Only one level (box) should be selected for each job scope question, with the exception of Financial Responsibility, which can have more than one selected

8. Hazard Assessment

• Y or N populated for each line

9. Sign Off

• Required approvals populated, including department head’s signature

10. Style and Formatting Tips

For consistency across UR job descriptions:

• Use present tense and third person (e.g., “This position coordinates…”, “The incumbent prepares…”).
• Avoid internal jargon and undefined acronyms; spell out terms at least once.
• Focus on the job as it exists today, not potential future duties.
• Keep to one page for the core description whenever possible.

11. Quick Quality Check

Before submitting:

• Can someone outside your department picture a typical week in this role from the description alone?
• Do the duties, job scope, and required qualifications tell a consistent story about the level of the role?
• Do the percentages total 100%, and are essential functions clearly identified?

If the answer is “no” to any of these, revise for more clarity or specificity.

Once complete, the new or revised job description should be shared with your HR Business Partner to begin the review process. Ensure your manager and any other key stakeholders are appropriately involved throughout this process.

Once a position is approved, it will be posted to the University of Rochester careers website and distributed to a number of job boards, including Indeed.