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Sample responsibility statements are intended to assist University employees in composing responsibility
statements for the position description and the Job Documentation Questionnaire. The statements below
are arranged by job focus and representative of the sentence structure
to be used. When writing your own individual responsibility statements,
please remember to:
- Describe fundamental responsibilities as they currently exist and which account for five percent or more of the work;
- List responsibilities of this job in descending order of importance;
- Use clear and concise language; closely related duties should be grouped together in one responsibility statement;
- Begin each sentence with an action verb;
- Avoid gender-based language.
Sample statements for:
PUBLIC RELATIONS/ADMISSIONS/DEVELOPMENT
Identifies, solicits,
cultivates, and stewards donors and donor prospects including corporations,
foundations, and individuals.
Oversees the planning
and coordination of fund-raising activities including television on-air,
direct mail and telemarketing campaigns, and special events including
banquets.
Writes solicitation
proposals, reports, press releases, and communication materials.
Assists in short-
and long-range strategic planning activities to create and implement fund-raising
goals and objectives.
Designs and produces
promotional materials including brochures, newsletters, and flyers.
Maintains database
files and records including those used to track contributions and maintains
accurate mailing lists.
Develops and maintains
a comprehensive list of press, media, and community communication mediums;
writes, produces, and distributes press kits, feature stories, calendar
listings, public service announcements and other items for all sponsored
events.
Conducts media relations
efforts; establishes and maintains contacts with key media personnel;
develops and implements press conferences, photo sessions, and press/media
events.
Assists in the development
of and manages production and delivery of publications, including season
brochures, flyers, posters, direct mail promotions, calendars, and other
marketing support materials; writes, designs, and produces materials.
Assists in the development
and implementation of a variety of special events and promotional activities.
Develops and manages
a promotional display and signage program.
Assists with sales
and market analyses of public relations programs.
Interacts with donors
and prospective donors to cultivate and increase support.
Oversees the maintenance
of database records and files, including those used to track donor and
gift information.
Coordinates and produces
a range of financial, budget, and ad hoc reports, proposals, and analyses
for management.
Maintains official
records of endowments, scholarships, major gifts, and other contributions;
prepares a variety of financial, statistical, and analytical reports for
management and departmental use.
Plans, develops,
and implements student recruitment strategies, goals and objectives, and
administers and evaluates all recruitment activities for the school.
Oversees and coordinates
the student applications process, and the development of applicant data;
reviews and screens first-year, transfer, and visitor applications, and
participates as a committee member in decision making regarding acceptance
of applications.
Advises prospective
and accepted students on a broad range of issues pertaining to admissions/acceptance
standards and requirements, and financial and administrative assistance
programs and resources.
Develops and administers
operating policies and procedures pertaining to student admissions which
are in compliance with related federal/state regulations and guidelines
and overall University and school policies.
Develops and publishes
various student recruitment and admissions materials; responds to external
inquiries from a range of constituencies with regard to admissions and
financial aid.
Oversees, coordinates,
and administers the financial aid function for the school, to include
grant aid and merit awards to students; interprets and implements financial
aid policies, regulations, and procedures; directly participates in the
solicitation of funding for financial aid programs.
Acts as principal
liaison with the University Financial Aid Office in the provision of financial
assistance for students and in the resolution of financial aid problems.
Plans, develops,
and presents seminars, publications, and information materials regarding
student admissions and financial aid programs.
Keeps abreast of
current national and regional trends and data in student admissions and
financial assistance programs; prepares and presents comprehensive written
reports.
Represents the organization
at various community and/or business meetings; promotes existing and new
programs and/or policies.
Identifies, gathers,
and summarizes bibliographic materials from both University and external
resources for monthly higher education publication
Reads and summarizes
research materials that have bearing on higher education to maintain information
as a reference resource for articles.
Edits and proofreads
documents to check for adherence to standards of usage and publishing
style.
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RESEARCH/RESEARCH SUPPORT
Plans, coordinates,
and conducts scientific research requiring judgment in the independent
evaluation, selection, and substantial adaptation and modification of
standard scientific techniques.
Demonstrates and
applies thorough understanding of scientific methods, research protocols,
assessment instruments, and data interpretation.
Designs, performs,
and/or oversees experiments and data collection to ensure data integrity,
quality control, and protocol compliance.
Collects, analyzes,
and interprets data; prepares statistical and narrative reports and/or
graphs, as appropriate to the specific position; prepares manuscripts
for publication; presents research results to scientific conferences and
other groups.
Performs most research
assignments independently with instructions as to the general results
expected.
Ensures proper care
in the use and maintenance of equipment and supplies; promotes workplace
safety.
Maintains a broad
knowledge of state-of-the-art technology, equipment, and/or systems.
Searches computer
databases for reference works, literature, documents, newspaper articles,
and statistical records to obtain data on assigned subject for research
projects.
Analyzes data and
prepares statistical models to evaluate validity of information utilized
in the assigned research project.
Writes reports and
presents data to professional groups in formats such as abstracts, graphs,
bibliographies, or maps to convey mutual understanding of the research
findings and results.
Interviews individuals
to seek answers to research questions and to obtain data in accordance
with study protocol.
Develops technical
manuals and reports on the operation of complex apparatus uses in instructional
and demonstration laboratories to assist laboratory workers in proper
use of facilities and equipment.
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STUDENT SERVICES
Conducts scheduled
counseling sessions with each first-year student for the purpose of monitoring
progress toward individual goal achievement.
Plans and implements
life and study skill workshops and special orientation sessions to enhance
student's university experience.
Provides accurate,
relevant information to students regarding financial aid and post-secondary
educational institutions to assist students in making appropriate informed
selections.
Promotes communication
among various University-wide programs and services which aid new students
in the transition to the University in order to coordinate related services
and to identify operating efficiencies.
Counsels undergraduates
on all facets of career planning and placement so that students will have
clear understandings of available career paths after graduation.
Analyzes trends in
student recruitment and retention programs; designs and implements recruitment
programs for targeted groups of potential students and develops strategies
for program evaluation.
Creates and distributes
a range of resource and promotional materials designed for the recruitment
and retention of targeted groups.
Prepares reports
and proposals and responds to inquiries from students and external agencies.
Plans, organizes
and implements class reunions using direct mail, telephone, and personal
solicitations to ensure optimum participation.
Monitors the assignment
of all classrooms and the movement of courses within the University registrar’s
classroom pool and performs space utilization analyses to ensure that
available space is put to most efficient use.
Establishes and maintains
residence life programs and services for University single student residence
halls.
Responds to inquiries
and investigates and resolves problems related to transactions handled
by the department; serves as liaison with other departments or units in
the resolution of day-to-day administrative and operational issues.
Coordinates the assignment
of apartments, duplexes, houses and individual rooms within the residence
halls in order to ensure high levels of resident occupancy, safety and
security.
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ADMINISTRATIVE SUPPORT
Monitors revenue
and expenses for departmental or unit accounts; ensures expenditure control
and compliance with funding and reporting requirements, University policy,
and standard accounting procedures.
Prepares financial
data for input into the institution's automated financial and human resources
management systems and generates reports; performs calculations which
may include interest and depreciation.
Coordinates the preparation
of regularly scheduled and special billings, costs reports, analyses,
studies, inventories, and financial statements for local, state, federal,
and private funding sources.
Reviews and approves
expenditure, personnel, and purchasing documents for availability of funding,
mathematical correctness, and compliance with University policy and state
and federal funding requirements.
Analyzes, reconciles,
balances, and maintains accounting records; develops budgets and special
financial reports.
Prepares, reviews,
and processes budget, revenue, expense, payroll, and related correcting
entries and may prepare bank reconciliations of intermediate complexity.
Instructs department
members in unrestricted and restricted funding requirements and methods
and provides information for budget development.
Monitors and reviews
accounting and related system reports for accuracy and completeness; prepares
and reviews budget, revenue, expense, and payroll entries, invoices, and
other accounting documents.
Analyzes revenue
and expenditure trends for the funding monitored by this position; recommends
appropriate budget levels and ensures expenditure control.
Develops accounting
applications for personal computers, supervises the input and handling
of financial data and reports for the institution's automated financial
and human resources management systems, and serves on committees which
develop fiscal policies and procedures.
Interacts with internal
and external auditors, participates in auditing projects, and provides
information and access to accounting records as required.
Oversees daily processing
and accounting for revenue and expenditures by departments; audits and
reports financial transactions to funding sources; ensures accuracy, completeness,
and compliance with University, local, state, and federal requirements,
and standard accounting and audit procedures.
Maintains key unrestricted
and/or restricted fund ledgers and provides specialized accounting for
the maintenance, control, and reporting of revenues, expenditures, assets,
liabilities, equities, and payroll.
Interprets and analyzes
financial operations and transactions, forecasts trends, and develops
special complex reports and analyses for management and funding agencies;
makes recommendations for asset utilization and expenditure control.
Designs complex accounting
and database applications for personal computers; balances and maintains
ledgers for the automated financial and human resource management systems.
Keeps abreast of
University policies and procedures, current developments in accounting
and auditing professions, and changes in local, state, and federal laws,
as applicable.
Oversees the supervision
of assigned personnel, which includes work allocation, training, and problem
resolution; evaluates performance and makes recommendations for personnel
actions; motivates employees to achieve peak productivity and performance.
Plans and develops
archival collections, including participation in the establishment and
implementation of policies and standards for the archive.
Analyzes and evaluates
printed and/or non-printed materials to appraise value to posterity; coordinates
the acquisition, cataloging, maintenance, and preservation of valuable
material and the disposition of worthless material.
Prepares descriptions
and reference aids for use of archives, such as lists, indexes, guides,
bibliographies, abstracts, and microfilmed copies; cross-indexes materials
as required.
Develops and implements
procedures for the acquisition, processing, and preservation of archival
materials.
Advises and assists
researchers in the application of archival materials in research activities;
interprets requirements and supplies and consults on archival information.
Requests and/or recommends
pertinent materials available in libraries, private collections, or other
sources for inclusion into archives.
Supervises development
and preparation of research proposals, contracts and subcontracts, including
assistance in budget and form preparation and interpretation of funding
requirements and regulations; serves as an advisor and liaison for administrators,
faculty, and/or staff requiring assistance in the preparation of proposals,
contracts, and agreements.
Analyzes and evaluates
contract and grant budgets for correct calculation of expenditure categories
such as salaries, percentage of effort, salary adjustment increases, fringe
benefits, indirect costs, materials, and equipment.
Acts as the lead
negotiator and liaison between the University, funding agencies, and contract
entities; researches, drafts, and approves formal responses to requests
for proposals, quotations, contracts, and agreements.
Analyzes and evaluates
awarded proposals, contracts, and subcontracts for compliance with funding
agency, state, and University policies and procedures; prepares required
acceptance documentation and obtains official University signatures.
Formulates processes
and procedures to effectively and efficiently negotiate contract and grant
pre- and post-awards to meet University requirements within policy parameters;
researches appropriate federal, state, and local requirements to facilitate
compliance by all parties; assists in arbitration and resolves conflicting
interests as necessary.
Coordinates receipt
of awards and contracts with principal investigators and post-award contract
and grant accounting administration; maintains proposal and funding records
in database systems and prepares scheduled and special reports, studies,
and analyses; recommends approval or rejection of deviations from contract
specifications.
Participates in special
projects and performs associated administrative duties as assigned; may
provide functional direction to lower level technicians on assigned work.
Manages multi-craft
activities involved in preventive, scheduled, and emergency maintenance,
cleaning, repair, and renovation of buildings, mechanical systems, physical
plant, and grounds.
Oversees all facets
of the daily operations of the organizational unit, ensuring compliance
with University, state, and federal laws, policies, and regulations.
Develops and implements
policies and procedures consistent with those of the organization to ensure
efficient and safe operation of the department.
Oversees activities
of contractors, vendor personnel, and suppliers.
Monitors contracts
for compliance and controls costs; monitors general expenditures of unit.
Maintains compliance
with departmental security, audit procedures, and University policy.
Assists in facility
and space usage planning; advises administration on the application of
institutional policy, regulations, and standards relating to the management
of physical resources.
Performs quality
control inspections to ensure adherence to contract specifications and
industry standards.
Develops and implements
systems to maintain records on employees, equipment, and compliance activities.
Develops and maintains
emergency/disaster preparedness and recovery plans.
Provides information,
resolves problems, and trains customers on products and services, ensuring
customer satisfaction.
Ensures proper care
in the use and maintenance of equipment and supplies; promotes work place
safety.
Manages daily operations
of employment programs reflecting the highest service orientation including
recruitment activities, applications processes, candidate screening and
referral services; reviews employment practices and departmental selection
processes; provides direction and leadership in the management of employment
strategies, programs, and practices.
Monitors program
efficiency; develops reporting procedures and other methods to establish
program accountability and measure success; revises processes and procedures
to reflect contemporary approaches to human resource management and to
improve program effectiveness.
Supervises professional
and administrative support staff; assigns work and special projects; monitors
workload and productivity; evaluates performance; promotes staff training
and development; provides assistance in analyzing and resolving complex
issues.
Provides guidance
to managers and staff regarding employment practices, policy interpretation,
problem resolution, and compliance with University regulations and state
and federal law.
Designs and implements
programs and services that assist individual applicants, enhance career
opportunities for current employees, and strengthen the quality of applicant
pools.
Directs and evaluates
the development of valid assessment tools, scoring and rating standards
used in evaluating job applicants' training and experience, and researches
and applies valid selection criteria.
Supervises the maintenance
of search, applicant, and employee personnel files and the accurate entry
of data to human resources information systems and databases to achieve
the optimal use of available technology.
Conducts outreach
recruitment activities with University and community groups, minority
organizations, and public employment offices to establish rapport, maintain
employment referral contacts, and enhance job placement opportunities
for members of protected groups.
Oversees the new
employee orientation program.
Manages and administers
a variety of employee- and employer/employee-supported benefits programs,
including group life insurance, health and accident insurance, flexible
spending accounts, and retirement programs; monitors program effectiveness
and makes recommendations for program improvement.
Writes requests for
proposals, negotiates with insurance carriers and contractors, and oversees
administration of contracts or other agreements involving employee benefits.
Responds to and resolves
employee concerns regarding University benefits programs; advises, approves,
or denies exception requests.
Ensures that development
and execution of administrative policies governing employee benefits are
in compliance with all local, state, and federal regulations.
Serves on designated
committees and advisory boards as appropriate in order to maintain open
communications with
faculty, staff, healthcare providers, insurance carriers, and other constituent
groups.
Oversees processing
of all documents necessary for implementation of various benefits programs
and maintenance of such records as required for compliance with ERISA,
COBRA, and other applicable regulations.
Compiles and analyzes
financial and statistical data for contract negotiations, administrative
reporting, and program evaluation.
Oversees and/or conducts
employee benefits orientation sessions; oversees production and dissemination
of all benefits information materials.
Informs, gives advice,
and counsels management on trends and current developments in the field
of employee benefits programs.
Establishes and implements
short- and long-range goals, objectives, policies, and operating procedures.
Counsels staff on
career issues; administers and interprets career and personality assessments.
Assesses mental and
emotional health of staff; makes referrals when appropriate.
Oversees and coordinates
day-to-day career counseling and advisement activities; plans, schedules,
and delivers presentations on career development, job searches, personality
types, and team building to University classes, student organizations,
and other University departments.
Oversees materials
in the career resource library; makes recommendations for purchases of
books, software, videos, publications, and other career resource materials.
Prepares brochures,
pamphlets, and handouts on career services for general distribution; prepares
and distributes publicity for career fairs, speakers, and other services.
Oversees all facets
of the daily operations of the organizational unit, ensuring compliance
with University, state, and federal laws, policies, and regulations.
Establishes and implements
short- and long-range goals, objectives, policies, and operating procedures.
Represents the organization
at various community and/or business meetings; promotes existing and new
programs and/or policies.
Oversees and coordinates
the production of all biweekly, monthly, special compensation, and summer
session/summer research payrolls; oversees the issuance of special checks
on a daily basis.
Ensures the accurate
payment and reporting of all University employee benefits in compliance
with the provision of tax laws, federal/state regulations, and University
policy.
Manages the development,
implementation, and administration of department records systems and procedures;
oversees, monitors, and controls quality of the data entry of all payroll
records onto the human resources system.
Oversees and coordinates
the planning, implementation and administration of programs to develop,
adjust, and/or enhance payroll systems and procedures as required, due
to changes in tax laws, regulations, and University pay policies/compensation
initiatives.
Plans, coordinates,
and oversees the production and distribution of all employee tax statements
and notifications as required by law.
Develops and manages
annual budgets for the organization and performs periodic cost and productivity
analyses.
Plans, develops,
recommends, negotiates, and administers complex contracts and proposals;
evaluates and awards bids and proposals.
Ensures that purchasing
business practices are compatible with University policies and state and
federal laws.
Assists in responding
to customer inquiries; serves as customer service representative.
Approves all large
dollar volume acquisitions for compliance with appropriate regulations.
Manages specific
small business and/or purchasing programs.
Ensures compliance
with all environmental health and safety standards promulgated by all
local, state, and federal agencies through development and implementation
of on-site inspection and monitoring programs.
Researches, designs,
constructs, and tests electronic systems and equipment to support the
specific and immediate research needs of faculty members of the department.
Directs activities
of staff to ensure that manufacturing, construction, installation, and
operational testing conform to functional specifications and client requirements.
Monitors and maintains
appropriate revenue levels by actions such as letter of credit draw downs
and cost reimbursement or fee-for-service billings; oversees major liability
accounts for the organization.
Designs complex accounting
and database applications for personal computers; balances and maintains
ledgers for the automated financial and human resource management systems.
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COMPUTING/MEDIA SERVICES
Directs departmental
operations and supervises employees directly and through lower level managers
and supervisors.
Participates in development,
implementation, and maintenance of policies, objectives, short- and long-range
planning; develops tracking and evaluation programs to assist in accomplishment
of established goals.
Develops and establishes
policies and objectives consistent with those of the organization to ensure
efficient operation of individual departments.
Consults and coordinates
with University officials on matters of policy, interdivisional interaction,
and capital improvement issues.
Collaborates with
departments and administration to establish goals and priorities for technology
solutions to meet institutional needs.
Develops and manages
annual budgets for the organization and performs periodic cost and productivity
analyses.
Develops and administers
budgets and plans for technology development and deployment at the institution.
Recommends, participates
in the development of, and establishes University policies and procedures;
may serve on University planning and policy-making committees.
Maintains a broad
knowledge of state-of-the-art technology, equipment, and/or systems.
Develops and designs
methods and procedures for collecting, organizing, interpreting, and classifying
information for input into computer and retrieval from computer utilizing
knowledge of symbolic language, optical or pattern recognition, database
construction, and retrieval methods.
Develops alternate
designs to resolve problems in input, storage, and retrieval of information,
utilizing knowledge of electronic data processing principles, mathematics,
and computer capabilities.
Performs needs assessment
activities and works with other information systems personnel to determine
feasibility of development of new databases and/or enhancements or modifications
to existing databases.
Develops specifications
for data capture and input; monitors input to ensure consistency, quality,
and integrity of data.
Programs, debugs,
and runs a variety of scheduled and ad hoc listings, summaries, statistics,
labels, and other electronic and/or presentation reports.
Provides technical
assistance and training to department personnel in the use of personal
computers, standard software packages, and on-line information systems.
Makes recommendations
for on-line program enhancements; assists in testing and implementation
of modifications and enhancements.
Sets up and maintains
staff security access codes; manages departmental local area and/or wide
area networks.
Maintains a broad
knowledge of state-of-the-art technology, equipment, and/or systems.
Oversees and coordinates
the provision of computer hardware/software and network support, to include
systems design, implementation, and troubleshooting, security and backup
design, user access, and administration.
Interacts with department
faculty and staff to determine and interpret information requirements;
acts as primary point of liaison with user departments, and plans, designs,
and develops integrated hardware/software solutions.
Designs, creates,
and oversees the implementation of software applications as appropriate
to meet specific information requirements; oversees the development of
programs and generation of reports.
Develops, installs,
manages, and services the local area network(s) for the entity; performs
file maintenance, responds to calls for assistance, and schedules and
coordinates maintenance and repairs.
Evaluates, procures,
and coordinates installation of computer hardware, software, and associated
supplies in accordance with operational requirements and budget restraints.
Oversees all facets
of the daily operations of the organizational unit, ensuring compliance
with University, state, and federal laws, policies, and regulations.
Oversees the supervision
of assigned personnel, which includes work allocation, training, and problem
resolution; evaluates performance and makes recommendations for personnel
actions; motivates employees to achieve peak productivity and performance.
Establishes and implements
short- and long-range goals, objectives, policies, and operating procedures.
Plans and designs
telecommunications, cable television, and campus data communications network
conduits and cabling to meet organizational requirements; determines where
and how cables should be laid, where to cut cable, what type of cable
to use, and what route to follow.
Performs various
traffic tests to determine cabling needs; consults with University administrators
to plan network additions, renovations, and expansion.
Evaluates requests
for system enhancements and develops schedules for completion.
Researches and documents
existing conduits, cabling, and/or campus data communications networks;
keeps charts and records to show location of all cables.
Performs tests and
analyzes test figures made when cable faults occur to determine exact
location of cable breaks or malfunctions; determines where and how cables
should be cut and spliced.
Develops bid specifications,
obtains project estimates from contractors, and coordinates work in progress.
Develops and maintains
emergency/disaster preparedness and recovery plans.
Develops and implements
concepts, policies, and standards for the operation of the Web site, within
overall goals and parameters established by senior management of the organization;
designs consistent methodologies for the development of Internet resources
across the organization.
Coordinates, integrates,
and manages information contributed to the Web site; establishes template
formats and logical structures for Web pages as appropriate; may guide
and assist contributors with editorial and publishing-related issues as
appropriate.
Performs short- and
long-term strategic planning of the integrated Internet resources for
the organization.
Identifies training
needs and prepares and delivers technical training to contributors and
others on the use of authoring language, conversion tools, and other Web
site methods and techniques, as appropriate.
Performs ongoing
evaluation of Web site software and hardware to ensure the continued and
future effectiveness and efficiency of the Web site.
Establishes and maintains
Web site directory structures, configuration files, and content files;
oversees the testing and troubleshooting of Web site systems and applications
software and hardware.
Evaluates, recommends,
and administers Internet search systems and programs; designs interactive
authoring language forms to support on-line information exchange.
Instructs, assigns
work, and functionally supervises staff and/or student employees engaged
in similar work activities.
Collaborates with
faculty and staff to research, design and produce highly complex computer
media development and multimedia projects for use in computerized instruction,
training, presentations, etc.
Researches, illustrates,
designs, and supports comprehensive Web page development including motion
graphics and audio files.
Trains and assists
campus faculty in computer-based applications for use in World Wide Web
publishing and instruction.
Consults with and
advises manager with regard to project status, client budgets, and special
requirements.
Estimates costs and
provides detailed records of procedures, time worked, and billing information.
Illustrates, designs,
and edits printed publications, brochures, flyers, catalogs, and curriculum.
Researches, locates,
and coordinates with outside services including publishers, printers,
video and live action digital media editors, photographers, and advertising
and promotion companies.
Reviews and evaluates
computer software to meet media design needs.
Utilizes new software
and instructs internal staff and institutional clients in software applications
as expertise is achieved.
Ensures that computers,
printers, film recorders, and other specialized equipment are in working
order; arranges for repairs as necessary.
Troubleshoots computer
files, software and equipment.
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