Manager Training

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Manager Training

Reviewing Position Descriptions

Willamette University

March 2014

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Willamette Compensation/Classification Program Study

Outcomes

Integrated Compensation

ProgramCompensation

Philosophy

· Classification structure· Reporting relationships· Job levels/families· Job/work design· Titles

· Pay progression · Pay opportunity

linked to level· Variable or incentive

pay · Pay administration

· Salary levels, bands, and ranges

· Control mechanisms· Link to the market· Structure movement

· Job documentation· Evaluation factors· Internal versus external

emphasis· Evaluation process

· Strategic compensation program to attract/retain qualified staff

· Foundation for other human capital initiatives

· Credible within internal community

· Understandable by leadership, administrators, and staff

· Vision statement· Program model· Internal/External

Value· Comparison Markets· Link to performance· Communication· Governance

Pay Delivery

JobStructure

Institutional Strategy

SalaryStructure

Job Analysis and Evaluation

Mission, Vision, and Strategic Goals of the institution

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Phase Fall 2013

Jan Feb Mar Apr May Jun Jul Aug +

Phase A – Project Planning and Philosophy/Strategy DevelopmentPhase B – Job Analysis and Design

X

Phase C - Competitive Market Assessment

Phase D – Salary Structure, Job Leveling Methodology and Pay Guidelines DevelopmentPhase E – Implementation Plan Defined

Project Timeline (Planned)

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Today’s Objectives

Review the PDQ process and your role in the process1

Provide guidance on how to review a position description2

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Position Description QuestionnaireRoles in completing PDQs

Individual Employees are responsible for ensuring that:· PDQs are complete and submitted on

time· Reference documents (e.g., job

descriptions) are utilized when available to ensure completeness of PDQs

Supervisors are responsible for:· Ensuring all PDQs within their

department have been completed and are accurate

· Signing off on completed questionnaires of their direct reports

· Ensuring that employee and manager have consensus on the final PDQ

Human Resources will be responsible for ensuring that:· PDQs have been reviewed and

discrepancies have been addressed· PDQs are consolidated for different

employees in the same jobs

ILLUSTRATIVE EXAMPLE

Steve, Bob, and Emily complete their own PDQs (soliciting supervisor input during completion), then Susan reviews and approves all three position descriptions.

Supervisor: Susan

Individual Employee:

SteveTitle:

Coordinator, Benefits


BobTitle:

Coordinator, HR Data


EmilyTitle: Staff

Assistant, HR

Human Resources uses the consolidated PDQS to ensure job descriptions are

current and accurate.

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1. Review each element of the position description for accuracy· Position Descriptions should describe the position, not the person· Position Descriptions should describe and answer questions regarding the position based on

the current position, not anticipated, temporary, or outdated functions · Position Titles should be used when referring to others at Willamette

2. Spell-out acronyms and clarify technical jargon· Please make changes directly in the body of the position description

3. Ensure the position description is complete· Please add any missing information in the position description· It is important that all sections be reviewed, but the job summary and primary job

responsibilities sections are the most critical sections

How to Review Position Descriptions

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4. Highlight any unique tasks/responsibilities that are this position’s responsibility, that may not be captured by the individual completing the PDQ· Please add any unique tasks / responsibilities in the position description

5. Identify any areas where the scope of the position description was increased, not because of the job, but because of the incumbent· (i.e. an employee receives ad-hoc assignments that are atypical for their job from other

managers)

How to Review Position Descriptions continued

For detailed instructions on how to complete specific elements of the PDQ, please refer back to the training document

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Sections:· Job Summary· Primary Job Responsibilities

Notes:The Job Summary should provide a brief overview of the position’s primary purpose. It forms the basis for employee and manager expectations for accomplishments and performance; sometimes this is easier to review after you finish the rest of the position description

Primary Job Responsibilities listed should describe main responsibilities, not tasks, so that someone unfamiliar with the position can understand what the position doesE.g., “Reviews and validates transactions by ensuring completeness and accuracy of the account balances” not “balance books”Not all primary job responsibilities can have the highest level of importance

Sample Position Description Output

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Sections:· Supervisory Responsibilities

Notes:Supervisory Responsibilities should be differentiated between the different employees supervised and should only include people who report up to this position (directly or indirectly); also indicate the highest level of supervisory responsibility

Sample Position Description Output continued

SUPERVISORY RESPONSIBILITIES

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Sections:· Fiscal Responsibility

Notes:Fiscal Responsibility should be differentiated between the types and levels of responsibility that someone in this position is personally responsible for


FISCAL RESPONSIBILITY

External to Willamette

Within University

Within College/Division

N/A

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Sections:· Academic/Student Success

Notes:Academic / Student Success should indicate the type and audience of student success and engagement targeted for this position


ACADEMIC/STUDENT SUCCESS

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Sections:· Education· Work Experience

Notes:Education should describe the level required/ preferred for the position, not the educational attainment of the incumbent· E.g., “The incumbent may have a Ph.D.,

but the job only requires a Bachelor’s Degree”

· Also indicate the preferred field of study

Work Experience should describe the amount required / preferred for the position, not the experience of the incumbent· E.g., “The incumbent may have 10 years of

experience in this role., but the job only requires 1–3 years”


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Sections:· Knowledge· Problem Solving· Independence of Action

Notes:Knowledge refers to the depth and breadth of knowledge within the job’s field or specialty that is required to effectively perform the job responsibilities (not knowledge preferred to have)

Problem Solving refers to the type of problem that is most regularly encountered by this position (not the highest level possible)

Independence of Action refers to the level of autonomy / discretion that people have in this position (vs. what they prefer / believe they should have)


KNOWLEDGE

PROBLEM SOLVING

INDEPENDENCE OF ACTION

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Sections:· Skills

Notes: Skills should identify the level required by the

job: • General: required core skills necessary for

the job• Intermediate: advance skills that allow

employees to adapt and handle non-routine situations

• Comprehensive: highly proficient and specialized skills for varied, complex, and non-routine situations

Respondents should elaborate why the skill is required by the job if it is applicable.If the skill does not apply to the position, please select N/A


SKILLS

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Sections:· Collaboration/Interaction· Decision Making· Breadth of Responsibility

Notes:Collaboration/Interaction should identify whether the nature of collaboration or interaction is departmental, university wide, or external

Decision Making should identify the type/scope of impact of typical decisions made by the job (i.e. decisions affect the job, work unit, department, or organization) and who is impacted by the decisions people in this position make

Breadth of Responsibility should identify the primary duties of the job, as well as the impact on institution policy (i.e. follow and implement, interpret and advise, or develop and change policy)


COLLABORATION / INTERACTION

BREADTH OF RESPONSIBILITY

DECISION MAKING

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Sections:· Physical Requirements· Special Conditions of Employment for

the Position

Notes:Physical Requirements should identify any physical requirements necessary for someone in the position to perform the duties of that job

Special Conditions should identify which positions should require additional checks or licenses in addition to the mandatory background check


SPECIAL CONDITIONS OF EMPLOYMENT FOR THIS POSITION

PHYSICAL REQUIREMENTS

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Sections:· Travel Required· Working Hours · Additional Comments

Notes:Special Conditions should identify which positions should require a criminal history check based on the position being critical or security sensitive, or requires driving

Travel Required and Working Hours will indicate the percentage of overnight travel required and/or whether the work schedule differs from the University’s standard hours

Additional Comments will indicate any missing information that was not captured in any of the other questions


TRAVEL REQUIRED

WORKING HOURS

ADDITIONAL COMMENTS

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Sections:· Supervisor Review

Notes:Supervisor Review acknowledges that the position description has been reviewed by the manager / supervisor of the employee who completed the PDQ and that the manager / supervisor is in agreement with the content

Completion of this section helps Human Resources determine if the position description has been reviewed.


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Position Description Questionnaire (PDQ) ProcessHR will conduct meetings to train on use of the web-based PDQ and also

help facilitate completion for those who need assistance.PDQ will become part of regular process of creating or revising jobs in the

future.PDQ is intended to gather information about all staff jobs. All employees

will be given opportunity to submit information about their work through the portal.

Once submitted by incumbent employee, supervisors will then review and discuss anything that does not appear consistent with their understanding of the job.

HR and Sibson will review final updated submission.Final position description will be affirmed/established for purpose of

mapping into job families and salary structure by Sibson.

What’s next?

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Task: PDQ goes ‘Live’ and is sent to all participants Reminder e-mail will be sent out Managers to review position descriptions of all

people in their department Human Resources to consolidate position

descriptions from like positions Human Resources to develop job descriptions

based on edited position descriptions Managers/supervisors to review and validate job

descriptions

Due Date: Tuesday 4/15 Thursday 4/24 Upon receiving email PDQ has been submitted Friday 5/2

Ongoing

As needed

PDQ Review Process

Documents

Manager Training