Executive Assistant Job Description Template Job Description Template Show Introduction

							                     Job Description Template

       Show Introduction      Show Job Description Guide       Show Formatting Guide


Introduction
This document is a template for writing a UW job description and can be
regarded on two levels: content and presentation.

Content: Authors of job descriptions are asked to review the job description guide
below for assistance with providing relevant content in each section in the
template.

Presentation: A more simple presentation is preferred since this document will
not be viewed publicly. Human Resources staff will reformat this document for
presentation on the web. Please attempt to follow the formatting guidelines
below to ease the reformatting process.


Job Description Guide
General Accountability

The general accountability section provides the reader with a brief understanding
of the type of position, who the position reports to and what the general idea of
why the job exists. This section should specify the primary actions involved in the
position.

Example:

      As staff administrator of the Faculty of ABC, the Executive Assistant is accountable to
      the Dean for financial management, human resource administration, the management of
      facilities and equipment, liaison with student organizations, and other administrative
      functions as required to support the teaching, learning and research missions of the
      Faculty.



Nature & Scope

The purpose of this section in the job description is to provide context about the
environment in which the job operates, main responsibilities of the position, major
challenges and other reporting relationships.

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This section should provide the reader with a general knowledge of:

      Associated reporting relationships
      Information that would aid in understanding the environment in which the
       position operates
      Challenges faced
      Participation in team activities/committees
      Internal/external relationships
      Nature and source of controls


Statistical Data

The purpose of this section is to provide some information on the positions
measurable components which many include such information as operating
budget of unit, number of clients, number of employees, total assets, purchases,
etc.

Examples:
       Number of full time and part time students           24,000

       Tuition and Incidental Fees                          $135 million

       Residence Fees                                       $17.5 million

       Annual Operating Budget                              $297 million



       Number of computers supported                        500

       Number of undergraduate users                        4,000

       Number of computers solutions impact                 3,000




Specific Accountabilities

Typically, key job responsibilities and outcomes are listed under this section in
point form.




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Example:

          providing support to the Director;
          maintain the budget;
          providing general administrative support for the Office including maintenance of the website;
          contacting Deans or department heads to ensure deadlines are met, requesting additional
           information, requesting revisions, etc;
          maintaining a request tracking system, logging incoming requests, assigning the request to an
           Analyst and maintaining records of information sent;
          ensuring that documentation of existing reports/systems is developed, maintained, and
           available to all Office staff;
          updating the Office databases with new data as it becomes available, reviewing the data when
           required; and
          undertaking other duties, as assigned by the Directo r.


Working Conditions

The purpose of the Working Conditions section is to identify a variety of factors in
the job which are a requirement of the position and may or may not result in
adverse affects on the incumbent. This may include physical effort required,
physical space conditions, or other conditions of the job.

Example:
       Much of the time is spent sitting in a comfortable position with frequent opportunity to move
       about. Located in a comfortable indoor area. There is a frequent need to give close attention to
       various stimuli such as written material and information given verbally to co-workers. The work is
       varied. There are deadline pressures, while at the same time there is a demand for thoroughness
       and accuracy




Qualifications Required

The purpose of the Qualifications Required section is to identify the current
minimum education and experience as well as the preferred skills and assets
which are necessary to perform the job competently.

Example:

      A graduate degree (masters or doctorate) in the profession
      Theoretical and practical training in the field.
      Training in assessment is desirable.
      Experience with young adults in a similar setting is desirable.




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Formatting Guidelines

Human Resources staff will reformat the following document for presentation on
the web. Please attempt to follow these guidelines to ease the reformatting
process:
             Use Times New Roman font and left alignment;
             Use bold, italics and underlining sparingly
             Use proper numbers/bullets and sub-numbers/bullets by clicking
               these buttons:

                 Do not add extra space between paragraphs.


Bullets and sub bullets are used as follows:

                    creates a bullet.

                     o      shifts the second bullet inwards.

                    shifts the third bullet back outwards.

Pressing [Enter] twice turns off bulleting and numbering.

             1.      Numbers work in a similar fashion.

                     a.     Sub-numbering is done the same as before.




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Job Description Template

 Job Title:                 click here to insert Job Title
 Department:                click here to insert Department
 Grade:                     USG click here to insert Grade
 Reports To:                click here to insert Reports To position
 Effective Date:            click here to insert Effective Date
 Position Number(s):        for HR use only


General Accountability



Nature and Scope



Statistical Data




Specific Accountabilities



Working Conditions



Qualifications Required




                                         Page 5 of 5              Template revised January 2006