Job descriptions are often the first social contracts between a company and an employee. They provide clarity, define roles, and set expectations, serving as a blueprint for both employees and employers. As future-facing leaders start to hire artificial intelligence (AI) that works seamlessly with human colleagues and therefore creates hybrid teams, the need for clarifying job descriptions on who does what will become even more critical.

Job descriptions must clearly delineate the roles of AI systems from human lead activities, ensuring harmony (not always balance) and efficiency in a hybrid and modern workforce.

So, what makes an effective job description and what does it lead to?

• Clarity and Focus: A well-crafted job description clarifies what is expected from an employee (AI or Human). It outlines duties, responsibilities, and the scope of a role, helping agents of the business focus on what truly matters.
• Performance Measurement: Outlining specific tasks and goals provides a clear framework for assessing an employee’s effectiveness. The employee, who understands how their performance will be judged, and the employer, who has a concrete basis for evaluations are now in harmony.
• Recruitment and Retention: A detailed job description is vital during the recruitment process. It helps attract the right candidates or AI models by clearly outlining the skills and qualifications required. Additionally, once hired, employees or models who understand their roles are more likely to be satisfied with their jobs, leading to higher retention rates and better outcomes.
• Legal Considerations: In many cases, job descriptions are a critical component of legal compliance. They can help protect organizations in cases of disputes related to job duties, discrimination, or wrongful termination, providing documented evidence of role expectations and requirements.

The Emerging Need for AI Job Descriptions

As AI becomes an integral part of the workforce and moves beyond assisting tools, organizations must extend the practice of creating job descriptions to encompass AI systems.

Why?

• Role Clarity Between Humans and AI: AI systems need defined roles to avoid confusion and redundancy. By specifying what tasks AI will handle and what will remain the responsibility of human workers, organizations can ensure that both AI and human efforts are working together.
• Integration with Workforce: Technology systems often work alongside humans, assisting in tasks ranging from data analysis to customer service. Agentic AI is creating peers that are equally accountable to outcomes and require specific communication on how to react with the AI to accomplish goals and not consider it purely a tool to transact with.
• Managing Expectations: AI capabilities and limitations must be explicitly outlined in job descriptions (Check out why AI is not telepathic, yet). This helps manage expectations and ensures that human workers are not relying on AI for support it cannot effectively perform. It also allows employees to focus on areas where human intuition, empathy, creativity, and judgment are irreplaceable.
• Ethical and Legal Considerations: As AI takes on more responsibilities, ethical and legal implications become more pronounced. Job descriptions can help address these by clearly defining the scope of AI’s decision-making powers, the data it will use, and the oversight mechanisms in place to ensure compliance with regulations and ethical standards.
• Training and Development: Job descriptions for AI can also serve as a guide for training and development. Just as human employees need ongoing education to adapt to new responsibilities, AI systems require updates, maintenance, and potential reprogramming as their roles evolve. A detailed job description can help track these needs and ensure that AI systems remain effective and relevant.

An example of hiring AI for University Admissions

University admissions offices, especially in Tier 1 institutions, handle thousands of inquiries and applications annually. AI in this process can significantly help handle the large volume of communication, but only if done with clear, precise job descriptions that separate the tasks best handled by AI from those requiring human judgment and nuance.

For instance, an AI system designed as an “AI Admissions Specialist” in a Business School can be tailored to handle the bulk of repetitive, generic inquiries, such as high-level questions about program details, admission criteria, or application processes. This allows human admissions officers to focus on more critical and complex tasks, such as evaluating unique applicant cases, handling exceptions, and making judgment calls that require a deeper understanding of individual circumstances.

The job description for this AI Admissions Specialist might include responsibilities such as providing 24/7 support, guiding applicants through the application process, and analyzing applicant data to offer insights for strategic decision-making. The AI can also link prospective students to financial aid resources, virtual campus tours, and relevant events.

However, it’s crucial that the job description also clearly outlines what the AI will not do—namely, make final admission decisions or handle complex, nuanced queries that require a human touch. This division ensures that the AI supports and augments the human team, rather than replacing essential human roles at least for now.

By creating a well-defined job description for the AI system in admissions, universities can maintain high standards of personal engagement and ensure that human colleagues are reserved for the most critical and unique situations. This balance not only enhances the efficiency of the admissions process but also preserves the integrity and personal connection that prospective students value.

Are you ready to hire AI?  Let us know what feedback you might have about the attached job description (we intentionally left stuff out) or if you are ready to hire your own AI Admissions Specialist please get in touch.

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