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Looking for the best candidates in your higher education institutions? Then you need accurate higher education job descriptions.
Poorly written job ads confuse candidates, limit diversity, and fail to reach top talent.
Clear, engaging job descriptions do the opposite. They attract the right talent you’re looking for. So, you get to fill the role with a qualified person and improve retention!
But how do you write higher education job descriptions that appeals to the candidates you want?
Let’s explore the 12 best practices for crafting compelling job ads. From structuring duties to leveraging AI tools like Ongig, these tips make your descriptions stand out.
1. Choose a clear, compelling title
A strong job title attracts the right candidates by getting straight to the point.
Nearly 85% of higher education establishments say they find it challenging to fill positions. A clear title is the first step to filling those jobs. It helps candidates quickly identify relevant roles.
So, here are three rules to follow:
- Be clear about what the role is.
- It should accurately describe the position.
- It should be appealing to qualified candidates.
For example, “Assistant Director of Graduate Studies” is specific, correct, and professional.
Use keywords around the job level and specialty, like “Assistant” or “Graduate Studies.” (This focuses the listing so it appears in the right searches.)
2. Add a concise, engaging overview
The overview is a candidate’s first impression of your establishment and the role.
So, use it to summarize the job in a concise and engaging way. Highlight the position’s key details by showcasing the job’s unique features. This will draw in the best candidates.
Here are a few essentials to include:
- Two to three key responsibilities. For example, “Teach undergraduate courses, conduct research, and mentor graduate students.”
- One to two unique institutional qualities. For example, “Contribute to a student-focused liberal arts college.” Or “Join a vibrant research community.”
For the role above, you might write:
“Assist the Director in leading and managing all aspects of the graduate program. This includes admissions, student mentorship, and curriculum development.”
3. Define duties and responsibilities clearly
Outline essential functions of the role. So, this helps candidates see whether they’re a good fit.
For clarity, use concise bullet points.
(And be honest about the workload so candidates know what to expect.)
Currently, almost one-third of higher education employees say they want to leave their jobs in the next year. One of the main reasons?
Unexpected workloads.
When you’re open about expectations, it reduces turnover.
So, here are some key tips to help clarify the job’s responsibilities:
- Be specific about duties (e.g., “Teach two creative writing courses per semester that focus on romance themes.)
- Start each bullet point with active verbs like “Develop” or “Advise”
- List job responsibilities in priority order
4. Highlight specific qualifications and experience
The ideal candidate needs to be qualified for the role.
Distinguish between required qualifications and preferred ones.
This helps candidates understand whether they have all the necessary qualifications. It also helps you identify which of your qualified candidates have the extra qualities you’d like to see.
For example, let’s say you’re hiring an Assistant Director of Graduate Studies. You might insist on a degree like an MA in organizational leadership. But you should also include preferred qualifications that aren’t mandatory.
For instance, experience in curriculum development or managing academic programs. This experience adds value but isn’t required.
(Again, try to organize qualifications and skills in priority order. Put the most important requirements at the top of the list.)
5. Connect the position to your mission
Describe how the role aligns with your establishment’s values and goals.
This attracts candidates committed to aligning with your mission.
Highlight contributions to the student body beyond the conventional job role. For example, you might talk about student services or research excellence.
So, you might write something like …
“This position contributes to our goal of creating a supportive and inclusive environment for the whole campus community.”
6. Outline the perks and benefits
If you want top talent, you need competitive salaries and unique perks. And you need to specify them in detail.
Quantifying perks makes your position stand out.
The main reason higher education employees leave jobs is for better pay. So, if you want to attract these jobseekers, you need to be clear about what you’re offering.
For example, you might write:
- Unique perks: Childcare, sabbaticals, and professional development
- Benefits: Health, dental, and vision insurance, plus retirement plans
- Salary range: $80,000 to $100,000 per year
7. Write clear application instructions
Your job description needs detailed, step-by-step instructions on how to submit complete applications.
Clear guidelines reduce errors. This saves time for both candidates and hiring teams.
So, here’s what to include:
- A list of all required materials, such as a CV, cover letter, and letters of recommendation
- A link to your online application portal or an email address to send the application to
- Contact details for questions
- Application deadline
8. Consider inclusivity and accessibility
Use inclusive and accessible language. This attracts potential applicants from diverse backgrounds and experiences.
It also shows that you welcome all qualified candidates, including those with disabilities.
Here are some best practices for an inclusive and accessible job description:
- Follow accessibility standards (like using alt text for images and plain language for screen readers)
- Create scannable QR codes, link them to your higher education job postings, and place them in professional academic publications, institutional newsletters, and virtual recruitment materials
- Outline the institution’s policy around diversity and reasonable accommodation
- Avoid exclusionary language
- Use gender-neutral terms
9. Incorporate storytelling in higher education job descriptions
A storytelling style can capture the candidate’s attention by bringing the role to life. It also creates an emotional connection to attract passionate candidates.
It’s true that bullet points get your points across clearly. But a compelling narrative showcases what makes your institution unique.
Include a section that paints a picture of what it feels like to work for your establishment.
So, here are a few ideas on how to do this:
- Describe a typical day. Write about the challenges, contributions, and day-to-day responsibilities of the role in a storytelling format.
- Include employee testimonials. Feature relevant quotes from current staff about their experiences and career growth.
- Highlight the culture. Explain your institution’s values, work environment, and unique strengths.
10. Include keywords in your higher education job descriptions
Be strategic when using keywords. This increases visibility on job boards and also search engines.
It also makes it easier for qualified applicants to find your position.
Optimize keywords as follows:
- Research phrases related to your role.
- Look for relevant job responsibilities, academic programs, and career opportunities.
- Place keywords naturally within your job description.
- Use role-specific terms, such as “curriculum designers,” “career counselors,” or “library technician.”
For example:
“You’ll manage academic programs and create lesson plans in postsecondary education administration.”
11. Proofread until it’s perfect
Accurate higher education job descriptions create a professional first impression. So, make sure they’re correct to avoid miscommunication with potential applicants.
Errors in grammar, spelling, or punctuation distract candidates and reduce their credibility.
To make sure your job listings are accurate, carefully proofread the description.
Try AI spell-checking tools like Grammarly or Writer to catch errors.
(You can also seek feedback from colleagues or human resources professionals. Ask them about how clear and effective your listing feels.)
For consistency in style and formatting, use AI tools like Ongig to refine your job posts.
12. Use a Learning Management System (LMS) to educate candidates
Consider using an onboarding LMS to enhance the candidate experience. It’s another great way to provide easy access to job-related resources.
A dedicated LMS section also shows that your institution is transparent. This helps candidates get a feel for the wider establishment.
Here’s how you can use an LMS to educate candidates further:
- Store all job ads in one place. Organize positions in job families and by core responsibilities. This makes them easy to browse.
- Create a “Careers” section. Include job descriptions, FAQs, and videos showing training programs and career paths.
- Highlight employees’ experiences. Include testimonials, team dynamics, and day-to-day responsibilities.
13. Leverage AI to improve and speed up the process
AI-powered tools like Ongig simplify the job description process.
Ongig’s AI-driven automation speeds up the workflow. It also ensures accuracy and checks for inclusivity.
Here are some of the ways you can use Ongig AI software for your job descriptions:
- Flag inappropriate language, like exclusionary terms or unconscious bias
- Create automated smart templates for consistency
- Optimize job titles and content for search engines
- Generate initial drafts for core job descriptions
- Automatically update outdated job descriptions
Emerging Trends in Higher Education Job Descriptions and Hiring
The landscape of higher ed jobs is changing fast. So, colleges and universities are adapting to new ways of teaching, hiring, and supporting university students. As a result, hiring managers are looking for faculty and staff who can thrive in evolving learning environments.
Higher Education Job Descriptions: Remote and Hybrid Faculty Roles
More institutions are offering remote and hybrid faculty roles. This shift is giving educators more job security while allowing them to reach a wider range of prospective students, including those from technical schools, community colleges, and even high schools.
For example, academic departments in fields like health sciences and instructional services are exploring virtual teaching models. This trend is also changing the admissions process, as academic affairs teams now need to support new student enrollment across different locations.
At the same time, remote roles require strong communication skills and organizational skills to keep up with constant communication between faculty, students, and support staff. So, institutions that want to attract top talent in this space must include clear descriptions of current openings with details about remote work expectations.
The Growing Need for Interdisciplinary Expertise
Colleges and universities are placing more emphasis on critical thinking and collaboration across disciplines. Instead of hiring faculty for just one related field, institutions are looking for professionals who can contribute to multiple areas.
For instance, a professor in financial aid might also teach about financial need, while an expert in data analysis could support both career development and student records management. Department chairs, academic deans, and chief academic officers are leading the charge in redefining how faculty roles fit into the job family structure.
This shift also extends to student services. Student affairs teams, enrollment services, and institutional advancement offices are working together to improve student success. As a result, higher education professionals with experience in public relations, marketing, and database management are in high demand.
The Impact of AI and Technology on Higher Education Job Descriptions and Academic Recruitment
Technology is reshaping how higher education professionals are recruited. So, hiring managers now use AI-driven tools to review job search strategies, analyze market data, and ensure postings align with affirmative action and equal opportunity employer policies.
AI also plays a role in streamlining strategic advisory services partners, handling additional responsibilities in administrative offices, and improving academic records management. Institutions like the Duke University Health System and universities in North Carolina are leading the way in integrating AI into faculty hiring.
Additionally, for applicants, AI-driven platforms make it easier to find descriptions of a staff position classification, track the announcement of a position opening, and access additional information about roles like executive director, vice president, and director of admissions.
Higher Education Job Descriptions: Looking Ahead
As higher education professionals navigate these trends, flexibility and adaptability will be key. Whether you’re an instructional designer, an executive administrative assistant, or a staff member in student activities, keeping up with these changes can lead to more opportunities.
The intent of higher education job descriptions is to help institutions attract diverse and talented candidates while fostering a robust exchange of ideas. Therefore, by embracing new hiring practices, universities can build a workforce that supports the collective success of campus life, faculty, and new employees alike.
Wrap up
Well-crafted higher education job descriptions are essential. They’re the first step to attracting and keeping top talent in your educational establishment.
Here are some key takeaways to remember from our guide …
→ Job postings should be clear and compelling. This improves application rates, enhances diversity, and sets the tone for a positive candidate experience.
→ Define duties clearly, outline perks in detail, and include keywords. This makes your job listing searchable and transparent.
→ Use tools like Ongig to streamline your hiring process. It removes bias, ensures consistency, and also speeds up listing creation.
Ready to upgrade your job descriptions? Request an Ongig demo now to see how AI-powered tools can transform your hiring process so you find the best candidates faster.
Author Bio:
Jeremy is co-founder & CEO at uSERP, a digital PR and SEO agency working with brands like Monday, ActiveCampaign, Hotjar, and more. He also buys and builds SaaS companies like Wordable.io and writes for publications like Entrepreneur and Search Engine Journal.
