A written job description provides a clear, high-level overview of a position and its responsibilities. At a minimum, it should include the position title and a broad summary of the role. For example:
The executive director is the chief executive officer and is responsible for carrying out board policies, engaging with the philanthropic community, and overseeing the grant review and grantmaking processes.
This offers a general picture of the role, but it’s also important to define specific duties to guide expectations and performance. A detailed list might include:
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Collaborates with the board to establish program guidelines and areas of strategic focus
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Prepares materials for the annual planning meeting, including statistical reports, program documents, and trend analysis
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Researches areas of program interest and stays informed on developments in relevant fields (e.g., home health care)
Why It Matters
1. Visibility and accountability
In lean foundations, board members may only interact with staff during meetings. A written list of responsibilities helps demonstrate the scope of a staff member’s work and reinforces their value to the organization.
2. Performance and salary reviews
Job descriptions serve as a built-in tool for evaluations. They provide a concrete reference point to highlight achievements, clarify expectations, and guide future planning.
3. Smooth transitions
If a staff member leaves, a clear job description helps onboard their replacement more efficiently. Without defined duties, the transition can be slow and disorganized.
Creating the Job Description
Ideally, writing a job description is a collaborative process between the board and staff member. If you’re currently in a role without a written description, draft one and review it with the board to ensure alignment and identify potential areas for growth.
If the position is vacant, the board should develop the description before hiring. This helps attract candidates who are a good fit and avoids confusion about responsibilities later on—saving time, money, and effort in the long run.
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