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Job Classification System RedesignInformation Session

Administrative Job Family

December 1, 2014

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Agenda

• Welcome • About the project• Stakeholders • University-wide classification structure• Writing your position description• Work steps and timing• Resources

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Why We Are Doing the Job Family Study

• More clearly defined career paths• Competitive pay ranges that reflect

current market • Transparent pay structure and

career opportunities• More efficient administrative processes• A common structure that enables the University

to identify and measure the work performed

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About the Project• Civil Service and P&A positions on all five campuses• Approximately 10,500 employees

• management• professional• administrative

• RFP process: Sibson Consulting selected as vendor• 18 total job families; 14 are complete• Anticipated completion Spring 2015• Collaborative approach focused on communication

and consensus-building

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Job Family Project Schedule

Group Job FamilyEstimated Start Date

(After Position Descriptions Received)

AHuman Resources

August 2013Legal

BCampus Operations & Protection

October 2013Libraries & Museums

CCommunity Relations

December 2013Business DevelopmentPre K-12 Education

DPurchasing/Audit

February 2014Grant Administration

EEducation, Instructional Services, & Teaching

April 2014Development

*Finance (May 2014)

FAthletics & Recreation

June 2014Student Services

GResearch

October 2014Health Care & Animal Care

H Administrative November 2014

N/AIT

Initial review complete, follow-up review TBDAlumni RelationsCommunication

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Project Stakeholders

Advisory Team Focus Groups Steering Team Individual Employees

Parties Include

• Project Sponsor• HR in the Unit• HR Consultants• Functional Team

Members• Class & Comp Staff• Sibson

Consultants

Subject Matter Experts

Operational Excellence Team

Employees with Manager Guidance (as interviewees and focus group participants)

Role Develop job family definitions, assign placements, and conduct competitive compensation assessment

Review initial job family definition and career ladder documentation

Helps to ensure project success and provide final approval of key deliverables

Complete position description documentation

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Administrative Job Family Definition

The administrative job family reflects positions that contain a broad cross-section of business administration functions across all operations of the University including managing or performing finance, budget, HR, and facilities responsibilities. Incumbents may provide professional administrative expertise by coordinating, researching, recommending, and implementing overall business administrative initiatives. They are required to interact with a variety of other offices within the unit. Positions may involve building relationships and engaging the outside community to promote the University, engaging community groups on issues of common interest, and helping address community issues.

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Administrative Job Family Definition cont’d.

Administration Operations: Duties involve managing or performing the administrative operations of an organization including developing, implementing, and/or performing processes and procedures. Duties may involve a variety of administrative support duties to individuals, groups, or programs. Supervisory duties are often required.Executive Coordination: Duties require a great deal of independent initiative and direction, but exist solely for professional level support of management. Typical duties include representing the senior administrator in their absence, project management, meeting with various constituents, and offering advice to senior leadership team.Program Administration: Work directly with a specific program or project at University. These positions deal with general management of a program or center.

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Administrative Job Family Definition cont’d.Senior Administration: Jobs include the top administrators at a university or campus-wide level. These positions oversee entire areas of the University or entire colleges.Community Relations and Partnerships: Jobs involve administrative, managerial, or professional work planning and directing a community service or outreach program. Duties typically include fostering/maintaining external relationships, acting as a community liaison, and/or providing a service to one or more community groups. Jobs involve reaching and serving public stakeholders to promote the University, engaging community/industry/business groups on issues of common interest, and helping them to address those issues in ways that advance the University’s research, teaching, and service mission. Typical functions include planning and/or directing a service program and networking with and serving as a liaison with between University faculty and staff and external partners.

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Job Family Study Process

Review position descriptions

Map employees to job family structure

Implementation

Gather input via SME focus groups and interviews

Conduct market pricing analysis

Draft classification structure

Ongoing communication and approvals, as needed

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Role Requirements Accountability

· Operational Activity

· Decision-making Authority

· Operational Knowledge

· Education and Experience

· Management Experience

· Technical Capabilities

· Industry Knowledge

· Planning Horizon

· Influence on Institution

· Scope of Measurable Effect

· Problems Solved

How Jobs are Reviewed

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University StructureSVP / VP – outside study

AVP – outside studyDirector 2Director 1

Manager 3 Individual Contributor 3Manager 2 Individual Contributor 2Manager 1 Individual Contributor 1

Supervisor 4 Professional 4

Supervisor 3 Professional 3

Supervisor 2 Professional 2

Professional 1

Labor Represented Positions (not included in study)

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Human Resources: BeforeMany classifications, unclear job titles, and incomplete salary ranges

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Job Family Level Minimum Midpoint Maximum

P&A

Exempt

SVP / VP      

AVP      

HR Director 2 $112,500 $146,000 $180,000

HR Director 1 $97,800 $127,100 $156,500

HR Manager 3 HR Consultant 3 $85,000 $110,500 $136,000

HR Manager 2 HR Consultant 2 $73,900 $96,100 $118,200

HR Manager 1 HR Consultant 1 $64,300 $83,600 $102,900

Civil Service

N/A      

HR Generalist/Specialist 3 $48,600 $63,200 $77,800

Non-Exempt

HR Generalist/Specialist 2 $42,300 $55,000 $67,700

HR Generalist/Specialist 1$36,800  $47,800 $58,900

Human Resources: AfterFewer classifications, clearer job titles, and complete salary ranges

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Administrative - BeforeMin Max Min Max

9330 Director (University-Wide) $34,724 NA 0600 Administrative Director $42,245 $73,1709331 Associate Director Univ Wide $34,724 NA 0601 Senior Administrative Director $46,987 $81,2629332 Deputy Chief of Staff, Pres $34,724 NA 0620 Asst Dir, Student Support Svc $43,722 $75,8279333 Assistant Director Univ Wide $34,724 NA9334 Director Campus/College Level $34,724 NA Min Max9335 Associate Director Cmp/Col $34,724 NA 0201 Associate Administrator $38,043 $64,2889336 Assistant Director Cmp/Col $34,724 NA 0205 Executive Assistant9337 Departmental Director $34,724 NA 0824 Office Supervisor $33,176 $55,9539338 Associate Department Director $34,724 NA 7077 Senior Office Supervisor $37,128 $62,7269339 Assistant Department Director $34,724 NA 7824 Office Supervisor $33,176 $55,9539340 Program Director $34,724 NA 7844 Senior Data Entry Supervisor $35,110 $59,3399341 Associate Program Director $34,724 NA 7850 Accounts Supervisor $39,250 $66,5189342 Assistant Program Director $34,724 NA9346 Finance Director $79,990 $151,355 Min Max9633 Regional Director $34,724 NA 0180 Personnel Specialist $35,402 $59,745

0206 Administrative ProfessionalMin Max 0823 Office Specialist $30,306 $49,524

9350 Special Assistant $34,724 NA 0832 Senior Secretary $30,306 $43,0149352 Associate To $34,724 NA 0833 Principal Secretary $31,304 $53,0529353 Assistant To $34,724 NA 7201 Associate Administrator $38,043 $64,2889354 Coordinator $34,724 NA 7205 Executive Assistant NA NA9370 Senior Analyst $34,724 NA 7206 Administrative Professional NA NA9371 Analyst $34,724 NA 7208 Program Associate $34,278 $57,6769372 Associate Analyst $34,724 NA 7316 Community Program Associate NA NA9631 Area Program Leader $34,724 NA 7823 Office Specialist $30,306 $49,5249702 Research Associate $34,724 NA 7833 Principal Secretary $31,304 $53,0529716 Senior Development Officer $34,724 NA 7834 Executive Secretary $36,130 $61,0439717 Development Officer $34,724 NA 7923 Asst Manager, Research Ani Fac $38,043 $64,2889718 Associate Development Officer $34,724 NA 7925 Laboratory Svc Coordinator $31,304 $53,0529745 Education Specialist $34,724 NA 8200 Administrative Aide $32,011 $53,7429753 Lecturer $34,724 NA 8201 Associate Administrator $38,043 $64,2889754 Teaching Specialist $26,767 NA 8205 Executive Assistant9788 Marketing/Brand Consultant $43,347 $86,715 8206 Administrative Professional

8208 Program Associate $34,278 $57,6768210 Grant/Contract Admin Asst $42,245 $73,1708224 Accountant II $43,722 $75,8278263 Training Coordinator $40,810 $70,4328315 Community Program Specialist8316 Community Program Associate8351 Assistant Scientist $36,712 $61,9358385 Community Health Coordinator $34,278 $57,6768442 Communications Associate $31,782 $54,208

Management

Individual Contributor

P&A Class and Salary Range Civil Service Class and Salary RangeManagement

Supervisory

Individual Contributor

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Administrative - current classifications

• 1,336 employees• 5 campuses• 25 supervisory/managerial classifications• 44 individual contributor classifications

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What can we expect? • Cost neutral study; vast majority will see no

change to their pay. Exceptions:– Under minimum of new salary range –pay

increase– Over maximum of new salary range – pay

frozen for up to 3 years • Employee group (labor represented, civil service,

P&A)• Exempt v. non-exempt status

http://www1.umn.edu/ohr/toolkit/compensation/paypolicy/flsa

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Appeal Process

• Employees have option to appeal their placement in the new structure

• Requires supervisor approval• Appeal panel made up of subject matter experts

and HR classification experts• Average of 7% appeals received*

• Average of 28% appeals granted*

*(Appeal metrics as of 10/2014 and do not include previous family studies: Alumni Relations, Communications, IT)

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Position Description Collection

• Submit an up-to-date position description• Work with your supervisor to complete• Grouped position descriptions appropriate where

multiple employees are doing the same job• Position descriptions due to your unit HR Office or

before January 5, 2015

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Online Position Description Template

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Tips and Tools forWriting your Position Description

• Template available online; download first• Complete all applicable sections in collaboration with

supervisor• Focus on essential, regular tasks and responsibilities,

not infrequently performed work• Use your best judgment when determining % of time

spent on each essential function• Tools available on the website to assist you

– template user guide, video, sample position descriptions

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Work Steps and Estimated TimingCompleted, approved job descriptions submitted January 5

Advisory Team kick off meeting January

PD review and preliminary draft structure developed Jan-February

Focus group sessions and interviews Feb-March

Salary ranges developed through market pricing February

2nd round focus group sessions March

Advisory Team review and final results approved April

Employee notification April

Appeal process May

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More Information

• Position description template• Q & A• Information session video• PD writing workshop• Your unit Human Resources Office

Job Family Website:

z.umn.edu/jobfamilies

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Questions?