Office Administration & Support

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classification
and compensation
Project
MU Staff
Job Title andAnalysis
Salary Pilot
Study
Office Administration and Support
What Is The Study?
A review of Office Administration & Support jobs for:
Internal relative
relationships
and
salary structure
What is the Goal of the Study?
To offer a competitive and internally
equitable total compensation package
To maintain a compensation system to
recruit and retain high-quality talent
3
Office Administration & Support Job Family
Job titles that perform clerical and administrative
duties in support of the various functions and
services of the University.
Other Job Families
•
•
•
•
•
•
•
•
Executive
Healthcare
Advancement
Research & Engineering
Student Support Services
Business Administration
Information Technology
Communications/Theatre
4
Who Is Affected?
The study affects specific staff titles in Office Administration & Support jobs
• Executive Staff Assistant
• Office Support Staff
• Library Information Assistant
• Administrative Assistant
• Administrative Associate
5
Office Administration & Support Job Family
6
What Happened to These Titles?
• Titles were evaluated
• Some titles changed, some stayed the same
• Salary ranges were developed
•
•
•
•
•
Employees did not lose pay
Job duties did not change
Organizational structure did not change
No positions were eliminated, no one was laid off
Employee performance was not evaluated
7
MU Staff Job Title and Salary Study
Who:
Staff in the “Office Administration & Support”
Job Family
34 Divisions/Colleges
75 job titles reviewed
1500 employees
What:
Analysis of job descriptions, titles,
and compensation
8
MU Staff Job Title and Salary Study
Where:
University of Missouri
When:
Data collection and assessment,
2012
9
What Do We Look At When Evaluating A Job?
How:
Global Grading System
job evaluation methodology
The Global Grading System establishes true distinctions in --and among-- jobs
within a job family. It is a job evaluation tool for determining job hierarchy.
LEVEL 5
LEVEL 4
LEVEL 3
LEVEL 2
LEVEL 1
10
What Do We Look At When Evaluating A Job?
How:
Global Grading System
job evaluation methodology
The determination is based on 3 characteristics:
1. Required knowledge, skills and abilities
2. Complexity of the assigned work
3. Scope and impact of the title
11
What Do We Look At When Evaluating A Job?
Career Path and Role Determination:
Jobs are mapped with respect to career path, role, and level:
Characteristic
Number of Options
Career Path
2
Role
8
Level (Grade)
20
12
Career Path Determination
First, the career path of the work is determined:
MANAGEMENT
CAREER PATH
INDIVIDUAL CONTRIBUTOR
CAREER PATH
13
Career Path and Role Determination
Supervisor or Manager
Individual Contributor
Type and level of
positions supervised
Functional Knowledge
Influence upon
functional or organizational
strategy
Independence in applying
professional expertise
Role
Role
14
Role Determination
Next, the role of the job is determined
1st LINE TOP MGMT
TOP MGMT
MANAGEMENT
CAREER PATH
MIDDLE MANAGEMENT
SUPERVISOR
SUBJECT MATTER EXPERT
INDIVIDUAL
CONTRIBUTOR
CAREER PATH
PROFESSIONAL
CLERICAL / ADMIN
MANUAL
15
15
Level Determination
Specific job factors are assessed to determine the level of the job within each role:
Functional knowledge
• The knowledge required to perform the work
Business expertise
• The expertise in the job, the related areas
affecting the job, and areas which the job
affects
Leadership
• The leadership required in the job
Problem solving
Nature of impact
Area of impact
Interpersonal skills
• The independence with which the job operates
• The influence of the job on other entities
within the department, division and campus
• The impact of the job – both the type of
impact and the scope of impact on the work
team, department, division and campus
• The interpersonal and communication skills
required
16
Factor Ranges
Evaluation Factor
From:
To:
Functional Knowledge
Knowledge of own job
Knowledge of multiple functions
(HR, Business Services, Facilities)
Expertise
Within own job
Department / Division / Campus
Leadership
On the job training & support
Responsible for multiple teams,
diverse activities
Problem Solving
Defined procedures,
straightforward situations
Complex judgment and
analytical thought
Nature of Impact
Small, direct, tasks;
accuracy important
Significant resources, policy,
planning
Area of Impact
Primarily on own job
Department / Division / Campus
Interpersonal Skills
Tact and courtesy
High level internal and
external negotiations
17
Global Grading Methodology
GGS Methodology
The level of the job within each role is the grade to which the job is assigned
1
2
3
4
5
6
7
8
INDIVIDUAL CONTRIBUTOR
CAREER PATH
9
10
11
12
13
14
15
16
17
18
19
CEO
19
CEO
1st. LINE
TOP MGMT
MANAGEMENT
CAREER PATH
GRADE
TOP
MGMT
MIDDLE
MANAGEMENT
SUPERVISOR
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
SUBJECT MATTER
EXPERT
PROFESSIONAL
OFFICE ADMINISTRATION &
SUPPORT
MANUAL
18
From Grade to Pay
Improving MU’s Compensation Plan
1
Evaluating
internal
Job
hierarchy
2
3
Selecting MU
Comparing MU
benchmark
benchmark jobs
jobs
to external market
4
5
Implementing
Determining
pay ranges and communicating
new program
19
From Grade to Pay
Two objectives in developing a pay
system and structure are
• Internal Equity
• External Competitiveness
20
From Grade to Pay
Internal Equity
• Job evaluation determines the internal
relationships between jobs
• Job evaluation results in each job being
assigned to a pay grade
External Competitiveness
• Benchmark jobs were graded
• Titles in the study were graded
• Titles with no market data were assigned to
grades based on job evaluation
21
Benchmark Jobs
22
Salary Survey
23
Salary Structure
• Positions in the same grade
are equal
• Ranges allow the option to pay
market rates
• The midpoint – experienced
and fully qualified employee
• Maximum is the highest salary
level for the titles
• Range spread is the
Max-Min
Min
24
Developing Pay Ranges
Pay
Grade
Pay Range
Midpoint
Market
Rate
Market Ratio
(Midpoint ÷ Market Rate)
3
$22,300
$21,600
1.03
4
$25,600
$25,500
1.00
5
$29,400
$28,600
1.03
6
$33,800
$31,700
1.07
7
$38,900
$39,300
0.99
8
$44,700
$42,200
1.06
 Job evaluation determines the internal relationships between jobs by
assigning titles to pay grades.
 Pay range midpoints approximate the market for building the
structure.
25
Developing Pay Ranges
17 Pay Ranges
• Tiered range spreads increasing from 35% to 125% to
accommodate greater breadth of responsibility
• Gradually increasing midpoint progression from 12% to 20%
• Market ratios reflecting parity between pay range midpoint and
market
• Single structure for all campuses
Two Executive broadbands
• 150% range spread
26
Pay Ranges (Hourly)
27
Pay Ranges
Global
Grade
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
E2
E1
Minimum
$15,288
$16,200
$17,800
$20,500
$22,600
$26,000
$29,900
$33,100
$38,100
$43,800
$50,400
$58,300
$67,500
$78,300
$94,000
$104,100
$124,900
$139,200
$167,000
Midpoint
$17,800
$19,900
$22,300
$25,600
$29,400
$33,800
$38,900
$44,700
$51,400
$59,100
$68,000
$81,600
$97,900
$117,500
$141,000
$169,200
$203,000
$243,600
$292,300
Maximum
$20,400
$23,500
$26,700
$30,800
$36,200
$41,600
$47,800
$56,300
$64,800
$74,500
$85,700
$104,900
$128,300
$156,600
$188,000
$234,200
$281,000
$348,000
$417,500
Range
Spread
35.1%
45.1%
50.0%
50.2%
60.2%
60.0%
59.9%
70.1%
70.1%
70.1%
70.0%
79.9%
90.1%
100.0%
100.0%
125.0%
125.0%
150.0%
150.0%
28
Pay Adjustment
• Employees paid below the new minimums will
receive a pay increase effective Feb. 2013
• Employees paid above the new maximums could
have limited opportunities for pay increases
29
Range Elimination
Before
20
18
16
14
12
10
8
6
4
2
0
After
19
6
Number of Pay Ranges in Office Administration & Support
• Reduced Ranges by 68%
30
Title Consolidation
• Titles consolidated – same grade based on job evaluation
• Title descriptions developed after the consolidation
• Titles are part of a general title hierarchy of Global Titles
• MU titles assigned at the Campus level
31
Job Hierarchy
Title
Grade
Title
Grade
Office Support I
3
Administrative Associate I
7
Telephone Interviewer
3
Library Info Specialist II
7
Cashier
3
Coordinator
7
Grant Writer I
7
Office Supervisor
8
Executive Staff Assistant
8
Office Support II
4
Mail Process Tech
4
Library Info Assistant
5
Office Support III
5
Administrative Associate II
8
Editorial Assistant
5
Coordinator II
8
Administrative Asst.
6
Library Info Specialist I
6
Fiscal Specialist
6
32
Collapsed Titles
Current Title
Collapsed Title
Current Title
Office Support Staff I
Editorial Assistant I
Office Support Staff II
Editorial Assistant II
Receptionist
Office Support
Assistant
Clerk
Senior Data Entry
Operator
Office Support Staff III
Office Support Staff IV
Senior Receptionist
Fiscal Assistant
Senior Clerk
Office Support
Associate
Senior Secretary
Executive Staff Assistant I
Data Entry Operator II
Executive Staff Assistant II
Collapsed Title
Editorial Assistant
Administrative
Assistant
Executive Staff
Assistant
33
Action Summary
• Communicating study results to
employees
• Identifying employees below the
minimum of new structure
• Educating managers and supervisors on
study results
• Moving current positions to new titles
after consolidation
• Creating job descriptions
• Reviewing grade and/or title appeals
• Updating compensation policies
• Communicating compensation philosophy
34
Frequently Asked
Questions
35
Frequently Asked Questions
Will my pay be
affected by the
study?
No one’s pay will decrease as a result
of the study. However, some
employees will receive a pay increase
as a result of the analysis.
36
Frequently Asked Questions
Will my performance
evaluation be affected?
No. The Staff Job Title and Salary Study
is about the work, not the worker.
Performance evaluation is about the
employee’s individual performance
and is not a part of the study.
37
Frequently Asked Questions
Will this affect my ability
to advance in my career?
A career path for advancement may be
clearer as a result of the study.
38
Frequently Asked Questions
Why is HR conducting this study
under current budget
constraints?
While titles have been reviewed on an ad hoc basis, a
comprehensive job evaluation study has not been conducted on
staff positions since 1972.
39
Frequently Asked Questions
Will my title
change?
Mizzou currently has over
1,600 distinct job titles for a
population of 7,500 employees.
Where titles involve similar duties and responsibilities, it is likely
that the number of titles will be consolidated, without eliminating
staff. However, that does not preclude your department from using
40
working titles.
Frequently Asked Questions
Additional duties have
been added to my job.
Will I get a raise?
If the complexity of the job increased,
a pay raise could result if the job is evaluated
at a higher level, though a pay raise would
not be guaranteed.
If the complexity of the job did not increase,
though more of the same duties were added,
the job would not be evaluated at a higher
level and a pay raise would not be
considered, based on the job evaluation.
41
Frequently Asked Questions
Will the other titles and
job families be studied?
Yes, within the next year,
all of the job families will
be evaluated.
42
Key Points to Remember
• Titles were evaluated
• Title consolidation conducted
• Salary ranges developed
•
•
•
•
•
Employees will not lose pay
Job duties will not change
Organizational structure will not change
No elimination of positions or layoffs
Employee performance will not be
evaluated
43
Project Team
Business & Finance:
Jamie Connelly, Human Resource Specialist II
Dean of Agriculture:
Debbie Mitchell, Asst Administrative Manager
Student Auxiliary Services:
Rhonda Byers, HR Manager
Enrollment Management:
Kim Hull, Business Manager
Extension:
Melinda Adams, HR Manager
Staff Advisory Council:
Pamela Monroe, Administrative Asst, Biological Science
Human Resource Services:
Karen Touzeau, Associate Vice Chancellor
Gary Fogelbach, Compensation Manager
Teresa Long, Manager, Human Resource Support Services
Michael Evans, Human Resource Specialist III
Rachelle Duke, Executive Staff Assistant II
44
You are welcome to visit our project web site at any time for
information and updates about the project :
45
If you have specific questions,
please click the e-mail link at the
bottom of our web page to reach our
project team.
46
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