Training and Professional Development Online Courses - Office of Human Resources, Oregon State University

Performance Management Cycle

Topic 1. The Position Description

Major Duties (cont.)

Use an Active Voice

When writing position descriptions, the verbs are important for getting to the heart of what is being done.

Example of moving from passive to active:

From Passive --> is recommended, will be filed, were summarized, should be reported.

To Active --> recommends, files, summarizes, reports.

Poor Wording	Good Wording (Does What-->To Whom or What-->Output/Result)
Is familiar with University accounting policies and procedures and practices, and works closely with AP to ensure compliance and resolve discrepencies that may come up so that "rough spots" are kept to a minimum.	Assures compliance-->to University accounting policies, procedures and practices-->to expedite approval by Accounts Payable.
Positions in/out patients receptive mode to allow for MRI, CT, US.	Positions patients-->for radiological studies (e.g., magnetic response imaging, computerized tomography, ultrasound)-->to comply with doctor’s request and set procedures.

A Further Look

We are, again, focusing below on an Academic Advisor and Accountant Position for simplicity and continuity.

Task Statement	Does What (Action Verb)	To Whom (Object of Verb)	For What Purpose/Output (A Product or Service Result)	How, Where, Machines, Tools, Process
Registers incoming students using the online web registration system to meet requirements for completion of their degree program.	Registers	incoming students	to meet requirements for completion of their degree program	Using the online web registration system.
Tracks at-risk students by examining current grades and determines if intervention is needed to retain their admission status.	Tracks	at-risk students	and determines if intervention is needed to retain their admission status	by examining current grades
Evaluates expenses from project managers' written and oral reports to track budget and prioritize resources.	Evaluates	expenses	to track budget and prioritize resources	From written and oral reports
Conducts account review of grants using the Financial Information System (FIS) to determine budget compliance and writes report of findings to project managers.	Conducts	account review	to determine budget compliance and writes report of findings to project managers	using the Financial Information System (FIS)