Job Classification System Redesign
Information Session
Administrative Job Family
December 1, 2014
HumanResources
Office of
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Agenda
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Welcome
About the project
Stakeholders
University-wide classification structure
Writing your position description
Work steps and timing
Resources
HumanResources
Office of
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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
HumanResources
Office of
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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
HumanResources
Office of
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Job Family Project Schedule
Group
A
B
C
D
E
F
G
H
N/A
Estimated Start Date
(After Position Descriptions Received)
Job Family
Human Resources
Legal
Campus Operations & Protection
Libraries & Museums
Community Relations
Business Development
Pre K-12 Education
Purchasing/Audit
Grant Administration
Education, Instructional Services, & Teaching
Development
*Finance (May 2014)
Athletics & Recreation
Student Services
Research
Health Care & Animal Care
Administrative
IT
Alumni Relations
Communication
August 2013
October 2013
December 2013
February 2014
April 2014
June 2014
October 2014
November 2014
Initial review complete, follow-up review TBD
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Project Stakeholders
Advisory Team
Focus Groups
Steering Team
Individual Employees
Parties
Include
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Project Sponsor
Subject Matter
HR in the Unit
Experts
HR Consultants
Functional Team
Members
• Class & Comp Staff
• Sibson
Consultants
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
Helps to ensure
project success and
provide final
approval of key
deliverables
Complete position
description
documentation
HumanResources
Review initial job
family definition and
career ladder
documentation
Office of
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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.
HumanResources
Office of
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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.
HumanResources
Office of
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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.
HumanResources
Office of
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Job Family Study Process
Review position descriptions
Gather input via SME focus groups and
interviews
Draft classification structure
Conduct market pricing analysis
Map employees to job family structure
Implementation
Ongoing communication and approvals, as needed
HumanResources
Office of
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How Jobs are Reviewed
Role
Requirements
 Operational
Activity
 Education and
Experience
 Decision-making
Authority
 Management
Experience
 Operational
Knowledge
 Technical
Capabilities
 Industry
Knowledge
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11
Accountability
 Planning Horizon
 Influence on
Institution
 Scope of
Measurable
Effect
 Problems Solved
University Structure
SVP / VP – outside study
AVP – outside study
Director 2
Director 1
Manager 3
Individual Contributor 3
Manager 2
Individual Contributor 2
Manager 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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12
Human Resources: Before
Many classifications, unclear job titles, and incomplete salary ranges
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13
Human Resources: After
Fewer classifications, clearer job titles, and complete salary ranges
Job Family Level
Minimum
Midpoint
Maximum
HR Director 2
$112,500
$146,000
$180,000
HR Director 1
$97,800
$127,100
$156,500
SVP / VP
Exempt
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
HR Generalist/Specialist 3
$48,600
$63,200
$77,800
HR Generalist/Specialist 2
$42,300
$55,000
$67,700
HR Generalist/Specialist 1
$36,800
$47,800
$58,900
N/A
NonExempt
Civil Service
P&A
AVP
HumanResources
Office of
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Administrative - Before
9330
9331
9332
9333
9334
9335
9336
9337
9338
9339
9340
9341
9342
9346
9633
P&A Class and Salary Range
Management
Min
Max
Director (University-Wide)
$34,724
NA
Associate Director Univ Wide
$34,724
NA
Deputy Chief of Staff, Pres
$34,724
NA
Assistant Director Univ Wide
$34,724
NA
Director Campus/College Level $34,724
NA
Associate Director Cmp/Col
$34,724
NA
Assistant Director Cmp/Col
$34,724
NA
Departmental Director
$34,724
NA
Associate Department Director $34,724
NA
Assistant Department Director $34,724
NA
Program Director
$34,724
NA
Associate Program Director
$34,724
NA
Assistant Program Director
$34,724
NA
Finance Director
$79,990 $151,355
Regional Director
$34,724
NA
9350
9352
9353
9354
9370
9371
9372
9631
9702
9716
9717
9718
9745
9753
9754
9788
Individual Contributor
Special Assistant
Associate To
Assistant To
Coordinator
Senior Analyst
Analyst
Associate Analyst
Area Program Leader
Research Associate
Senior Development Officer
Development Officer
Associate Development Officer
Education Specialist
Lecturer
Teaching Specialist
Marketing/Brand Consultant
Min
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$34,724
$26,767
$43,347
Max
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
NA
$86,715
15
15
0600
0601
0620
Civ il Serv ice Class and Salary Range
Management
Min
Max
Administrative Director
$42,245 $73,170
Senior Administrative Director
$46,987 $81,262
Asst Dir, Student Support Svc
$43,722 $75,827
0201
0205
0824
7077
7824
7844
7850
Supervisory
Associate Administrator
Executive Assistant
Office Supervisor
Senior Office Supervisor
Office Supervisor
Senior Data Entry Supervisor
Accounts Supervisor
Min
Max
$38,043 $64,288
0180
0206
0823
0832
0833
7201
7205
7206
7208
7316
7823
7833
7834
7923
7925
8200
8201
8205
8206
8208
8210
8224
8263
8315
8316
8351
8385
8442
Individual Contributor
Personnel Specialist
Administrative Professional
Office Specialist
Senior Secretary
Principal Secretary
Associate Administrator
Executive Assistant
Administrative Professional
Program Associate
Community Program Associate
Office Specialist
Principal Secretary
Executive Secretary
Asst Manager, Research Ani Fac
Laboratory Svc Coordinator
Administrative Aide
Associate Administrator
Executive Assistant
Administrative Professional
Program Associate
Grant/Contract Admin Asst
Accountant II
Training Coordinator
Community Program Specialist
Community Program Associate
Assistant Scientist
Community Health Coordinator
Communications Associate
Min
Max
$35,402 $59,745
$33,176
$37,128
$33,176
$35,110
$39,250
$55,953
$62,726
$55,953
$59,339
$66,518
$30,306
$30,306
$31,304
$38,043
NA
NA
$34,278
NA
$30,306
$31,304
$36,130
$38,043
$31,304
$32,011
$38,043
$49,524
$43,014
$53,052
$64,288
NA
NA
$57,676
NA
$49,524
$53,052
$61,043
$64,288
$53,052
$53,742
$64,288
$34,278
$42,245
$43,722
$40,810
$57,676
$73,170
$75,827
$70,432
$36,712 $61,935
$34,278 $57,676
$31,782 $54,208
Administrative - current classifications
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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)
HumanResources
Office of
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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
HumanResources
Office of
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Online Position Description Template
HumanResources
Office of
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Tips and Tools for
Writing 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
HumanResources
Office of
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Work Steps and Estimated Timing
1
Completed, approved job descriptions submitted
January 5
2
Advisory Team kick off meeting
January
3
PD review and preliminary draft structure developed
Jan-February
4
Focus group sessions and interviews
Feb-March
5
Salary ranges developed through market pricing
February
6
2nd round focus group sessions
March
7
Advisory Team review and final results approved
April
8
Employee notification
April
9
Appeal process
May
HumanResources
Office of
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More Information
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Position description template
Q&A
Information session video
PD writing workshop
Your unit Human Resources Office
Job Family Website:
z.umn.edu/jobfamilies
HumanResources
Office of
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Questions?
HumanResources
Office of
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