JOB CLASSIFICATION – Data Collection Process

The following steps describe the job classification – data collection process.

Step 1: A job classification review is to be initiated:

 for the creation of a new job.

 when job duties have changed, either increased or decreased substantively,
or
 when a vacancy occurs in a position for which there is no up-to-date job
description.
 revision is made in payroll status, job classification or title

Step 2: The hiring manager or designee, completes the Position Analysis Booklet
(PAB) and acquires department head approval.

Step 3: Send the Position Analysis Booklet to the Human Resources Department.

Section I: General Information

Please enter information in boxes provided on the form. This form is only to be used
for an approved position. Use the tab key to navigate through the form.

Date:
Department: Building:
Division: Site:
Title: Floor Room
Supervisor: Phone Number:
Vice Ext:
President:
Classification Administrative
Faculty
Staff
Status: Full-Time Part – Time
Shift: Day Faculty Program
Evening Coordinator
Coach Temporary
Other: Explain:

1. Is this a new job? No Yes

Section II: Job Basic Purpose
Part I: Job Summary

 Purpose: Please summarize in two or three sentences the basic purpose of the
job.
 Job Duties and Responsibilities: The description of duties and responsibilities
should be concise but clearly outline the basic components of the activity to be
performed.
Essential Functions: These duties are the fundamental reason for the position to exist
in which the employee must be able to perform with or without reasonable
accommodation. They relate directly to the knowledge and skill qualifications that you
establish for the position. Use action verbs such as operates, develops, and supervises,
etc., when listing the essential duties of the position. Note: One aspect of the
Americans with Disabilities Act is to identify the essential functions of a position.

Job Duties ( In order of importance)

1.
2.
3.
4.
5.
6.

Non-Essential Functions: These are duties that, if not performed by the person in this
position, could be assigned to others and still allow your department to function
adequately.

Job Duties ( In order of importance)

1.
2.
3.
4.
5.

Part II: Job Analysis

1. Education – What is the minimum level of formal education required for this
position? Check one.
Less than high school
High school diploma or equivalent
Related coursework, or specialized training beyond high school
 Associate’s degree or equivalent
Bachelor’s degree Major:
Master’s degree Major:
Doctorate degree
Other
Does this position require licensure/certification?
No Yes (if yes please list)
2. Experience – What is the minimum level of experience necessary to perform this
job? Check one.
No previous experience
Up to 1 year
Up to 2 years
3 to 5 years
More than 5 years
Sufficient experience to successfully perform the job.
What is the average time requiring learning and performing this job in acceptable
manner?
Up to 3 months
Up to 6 months
Up to 1 year
3. Decision Making – What is the extent of judgment used to carry out job duties?
Check one.
Performs repetitive tasks that require detailed instructions and no choice as to
procedures.
Performs routine tasks with specific procedures and may interpret
instructions.
Compiles information, selects and applies alternative procedures.
Analyzes a variety of information with limited discretion in the application of
methods.
Interprets and applies broad discretion and may serve as technical authority
in application of methods.
4. Independence – What is the extent of supervision or direction received and work
assignments reviewed? Check one.
Close supervision with detailed instructions and work reviewed on an
ongoing basis.
Immediate supervision with review at regular intervals. Questions are
referred to supervisor.
General supervision where deadlines are established and where work is
reviewed by results obtained.
General direction where objectives are defined and work is reviewed on the
basis of meeting those objectives.
Administrative direction where assignments are based on broadly defined
functional objectives and directly accountable for results.
5. Authority – What is the extent of supervision this position provides to others?
Check one.
No supervisory responsibility.
Occasionally supervising part-time or university work studies.
Immediate supervision of a single function or small group where duties
involve instructing, reviewing work and problem-solving.
Supervises a group of related functions without line authority where duties
involve analyzing data and consulting with key administrators.
Supervises a department or group of diversified functions where duties
involve establishing procedures and performance standards.
Directs one or more departments in meeting objectives.
Administrative direction for a major section or division of the University.
6. Impact – What is the extent of supervision or direction received and work
assignments reviewed? Check one.
Activities impact outcome of assigned task. Errors are detected by immediate
supervisor.
Activities impact end results of related assignments. Errors detected in
succeeding operations.
Activities impact unit or program within a department. Errors may not be
readily apparent.
Activities impact the direction of a department. Errors may not be readily
apparent.
Activities impact institutional policies and long range plans in one or more
university areas.

7. Confidentiality – What is the level of access this position has involving

confidential data? Check those that apply.
None Is the position responsible for developing,
implementing and/or administering a
Some (Explain) department budget? No Yes
Amount INR
Department – level (i.e. student Does this position have signature authority
data, employee data, alumni for purchase approvals? No Yes
data)
Does the position supervise highly Does this position have signature authority
technical areas? No Yes for salary increases? No Yes
Does the position supervise multiple Other:
or diversified functions and/or
departments?
No Yes
8. Contacts – What is the nature, frequency and level of contact required of this
position to carry out job duties? Check one.
Requires very little contact with others outside own work areas.
Requires some contact within or outside the University to give or obtain
 information.
Requires frequent contact with students, parents, faculty, staff and general
public. Advises others of options, interprets procedures, and resolves
problems.

9. Physical Effort – What is the extent of physical effort required to carry out job
duties? Check one.
Average physical effort with some handling of light weights such as supplies
or materials on an infrequent basis. (10-15 lbs)
Occasionally an above average amount of physical effort including constant
standing, lifting, and carrying light to moderately heavy materials or
equipment. (15-50 lbs.)
High level of physical effort such as pushing, pulling, bending, lifting, and
carrying heavy objects. (Over 50 lbs.)
Often
Occasionally
10. Working Hours– What are the hours the person will work? Check those that
apply.
8:30 am – 4:30 pm
9:00 am – 5:00 pm
10:00 am – 6:00 pm
Registration week 6:30 pm
Other (This should include travel, if required):
11. Skills Required – Knowledge of or familiarity with are phrases used. This will
list basic requirements, not what someone will demonstrate after 3 years on the job?
Check those that apply.
Word
Excel
PowerPoint
Typing 35 – 55 wpm
Other
Other

1
Title: Admissions Associate Status: Full Time Date: 2005
Category: Associate FLSA: Exempt
Level: 2 Incumbent:
Department: Admissions
Division: Undergraduate
Site Location: New Castle
I. Reporting Relationship:

Position Reports to: Director of Admissions

II. Essential Functions
1. Requires frequent contact with students, parents, faculty, staff and general public. Advises
others of options, interprets procedures, and resolves problems.
2. Interviews student prospects and appraises prospects regarding academic program
information
3. Processes prospect inquiries and applications - including data entry when necessary.
4. Interviews and advises Foreign Students and processes appropriate materials and
documents.
5. Provides unofficial transcript evaluations (qualified verbal advice) to transfer students with
10 courses or less. Refers transfers with 10 courses or more to Academic Advisement.
6. Provides assistance / direction in Graduate Nursing programs to include: formation of
packets, collect applications and required documents, assist in coordinating of information
sessions, coordinate tracking of materials with appropriate admissions and nursing
personnel
7. Perform other duties as assigned by the Director of Admissions.
Non-Essential Functions
1. Train with consultant and utilize consultant services when necessary.
2. Train staff when necessary.
III Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals with disability
to perform the essential functions.
Education:
Bachelor’s degree in education, counseling or related field.
Experience:
Minimum 3 to 5 years customer service experience, preferably in higher education.
Decision Making/Judgment
The incumbent is frequently expected to compiles information, selects and applies alternative
procedures. General direction where objections are defined and work is reviewed on basis of
meeting objectives.
Skills/Aptitudes:
Must be computer literate and proficient in word processing (Word) spreadsheet programs
(Excel) Must be a self-starter with excellent organizational, interpersonal and communication
skills and have ability to work independently but also as a team member. Ability to maintain
professionalism and confidentiality in any situation is a must.
Physical Demands/Work Environment:
The work in this position is performed within routine office conditions. Average physical effort
with some handling of light weights such as supplies or materials on an infrequent basis (10-15
lbs). Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
Working Conditions:
Incumbent may be required to work until 6:00 pm one day per week. During registration and the
first week of classes, incumbent will be expected to work until 6:30 pm.