2/20/2008 - How to Write a Job Description that Works


By Dalya F. Massachi

 When a key employee leaves your organization, who has time to write the perfect job description for a replacement? Chances are, you have a lot of other pressing tasks cluttering up your proverbial plate.

While only you can determine your exact needs, I can give you some advice on crafting your message to attract the types of candidates most likely to be a great fit. That is: hire the right person the first time around and you will reduce your personnel costs down the line.

The idea is to speak directly to the needs and interests of your readers.

Here is a quick list of 7 essentials to be sure to cover.

1) Position Objective: In general terms, what would the ideal candidate do for your organization? How will the person fit into your overall operations? This is the equivalent of the job’s “mission statement.” These days, jobseekers need to understand how crucial their role is in making a difference at your organization and on the issues you address.

2) Duties: What tasks will be expected of the new hire? The more specific you can be, the more your jobseekers will be able to find a good match with what they have done, can do, or are well-positioned to learn.

3) Qualifications Needed: This is not just about the “hard” skills, experience, education and other resources the person can bring to your organization. I also encourage you to think about the kind of “soft skills” and work habits you are looking for. This can begin to describe your organizational culture and the general type of person who would do well in that environment. Examples include:

  • Able to work with or without close supervision
  • Oriented toward both details and “big picture” thinking
  • Able to make quick decisions
  • Resourceful and well-connected
  • Flexible and able to handle changing priorities
  • Excellent at multi-tasking
  • Oriented toward customer service
  • Interested in collaboration styles


4) Benefits: I recommend including a section on how the successful candidate would benefit from the position (in addition to the traditional benefits of a paycheck, health insurance and paid time off). This is especially important for nonprofit organizations because financial resources are often not our strongest point (to say the least).

By offering a desirable work environment, you can cut your employee turnover costs, increase the level of productivity and professionalism in your organization, and “walk the talk” of your mission by improving the quality of life of your staff.

Benefits can also include things such as: experience with your slice of the nonprofit sector; generous opportunities for training, professional development and advancement; opportunity to work with well-known or experienced colleagues; academic credit; and family-friendly policies. No doubt you can think of many more.


5) Logistical Details: Here we’re talking location, hours, duration, etc. These things can make or break the deal because your employee has to see how the job can fit into his or her life. If you offer flexibility in any of these areas, be sure to say so.

6) Compensation: If you can give an approximate salary or wage range, that will be helpful to the jobseeker. You don’t want to waste anyone’s time.

7) How To Apply: Make it easy, but be specific! Give simple, detailed instructions that must be followed to proceed in the employment process. This, of course, is the first task you are asking your potential employee to complete. So it is an important test of competency, thoroughness, and accuracy.

Of course you will need to comply with all employment regulations of non-discrimination. If you are an Affirmative Action employer, go ahead and say that too!

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Got a question about writing in the nonprofit job market? Just want to check in about your experiences? I’d love to hear what you have to say. Submit a “comment” on this page and let’s get a dialogue going!


Dalya F. Massachi specializes in helping nonprofit professionals advance their missions through outstanding written materials. She has worked with community-minded organizations for more than 15 years: authoring countless successful marketing pieces, articles, and grant proposals; teaching popular writing workshops; and coaching professionals one-on-one.

Download her free tip sheets and subscribe to her free e-newsletter at:
http://www.dfmassachi.net
dalya@dfmassachi.net

NOTE:For many more writing tips, check out my forthcoming book, Writing to Make a Difference: 25 Powerful Techniques to Boost Your Community Impact. If you pre-order right now, you will get a pre-publication discount of 15% at:http://www.dfmassachi.net/wmd.html

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