Changing a Position Description

Update the official position description of any position that is changed to reflect additional duties granted or duties taken away.

An up-to-date position description gives employees a guideline for their tasks. Any time there is a change to a position, it is important to make changes to the official position description.

Additional duties and a change in title will result in a salary increase. Review the salary tables to determine if the new salary is over the maximum for the grade level. If the salary increase will be over the maximum, you will need to submit a President's Approval letter with the ePTF.

Download a Template

Change Process for Job Type and Funding Source

Update a State Classified Position

Each state job has an associated line number. The first step in creating a new position is requesting a line number. If you have permission to request a line number:

Develop a Position Justification

Preparing a justification for your position explains what has changed within your organization resulting in the need for a specific position. 

Answering these questions will assist you in the development of a justification:

  • Why is the position being created or changed and why at this time?
  • Has anyone held this position at this university previously?
  • How will this position impact other positions in the department?
  • What other circumstances or issues make this position necessary?

Develop a Position Description

Use these guidelines to develop your position description:

  • Detail the tasks you expect the employee to be responsible for
  • List the tasks in order of importance
  • Include the percentage of time performing each task
  • Identify the type of experience the most successful candidate for this position will require
  • Include a brief summary about your department and how your department fits into the larger university
Save Your Position Description on Your Computer

A saved position description can both be copied into UB Jobs and reused or edited for future positions.

Determine the Position Title

Compare your position description to the classification standards to find the best fit title for your position.

Create an Organizational Chart

An organizational chart is a way to view the reporting relationships within the organization. 

Use an application familiar to you, such as Microsoft Word or Microsoft Powerpoint, to create your chart.

Try using a SmartArt Hierarchy tool  in Word or Powerpoint to create your chart.

Include Significant Positions In Your Chart

Show these positions in your organizational chart:

  • The proposed position
  • All positions reporting to the position in question, including vacant positions
  • All position reporting to the immediate supervisory, including vacant positions
  • The reporting chain up to the president
  • Student positions including work study, students, interns, student assistants, graduate assistants

Information Required For Each Position

When looking at an organizational chart, reviewers need to be able to compare positions quickly. To make the review of positions easier, include position details such as:

  • Official title
  • Employee name or vacant
  • Salary level or grade for professional, classified and research foundation positions
  • Line number for all state positions
Don't Forget

Be sure to include your department name and the date the chart was last updated.

Complete the Secretarial Questionnaire

The Secretarial Questionnaire includes specific questions to help determine the level of support expected of  the position for both the incumbent and the direct supervisor of the position.

Contact an Expert

Jamie Lynn Bluhm


State Workforce Planning and Recruitment

Phone: 716-645-4433





Related Links and Procedures

Contact An Expert

Recruitment Support

UB Jobs Support


Phone: 716-645-5627


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