Compensation encompasses the pay structure for all employees within the University. The University maintains a Compensation Services system directed toward attracting, developing, and retaining a qualified workforce. Exercising fiscal responsibility, the University will fairly compensate each employee according to the work performed based on individual contribution, while encouraging employee development and contributions to the University.
Position Description Assistance
What is a Position Description?
- A position description articulates the Focus Statement, Responsibilities, Competencies and Qualifications required of a position to support a department within the University.
- All staff positions (USPS/A&P) within the University have position descriptions that are maintained by the Office of Human Resources.
- A position description explains the what - how - why of a position.
- Position descriptions are based on University approved job classification specifications that are used as a starting point when developing the individual position. Use this information when preparing a position description and contact an assigned Compensation Services Analyst for guidance during this process.
- Note: Position descriptions are to be reviewed at least every three years to ensure the documented Focus Statement, Responsibilities and/or Competencies reflect those currently assigned to the position.
Who Do Position Descriptions Help?
- Job Applicants applying for jobs
- Employees understanding what is expected of them
- Supervisors completing performance evaluations
- Human Resources Resources setting accurate classification and competitive pay and determining the proper Fair Labor Standard Act (FLSA) status
Helpful Hints for Writing a Position Description
- Focus on the job duties of the position rather than the employee performing the work
- Write in complete sentences
- Write in an accurate, concise, and consistent format
- Use straightforward language and terms that would be familiar to an outside audience
- Use action verbs and write in the present tense
Position Description Do's
- Establish the primary functions of the job
- Describe the essential duties
- Group closely related responsibilities
- Explain the methods that will be used
- Explain the consequence of actions or errors
- Indicate the extent of supervision exercised and received
- Provide sufficient information to clearly distinguish the position's functional level within the organization
Position Description Don'ts
- Do not copy the position's class specification
- Do not use ambiguous terms (handle, assist, research) without an explanation and details to follow
- Do not lump unrelated responsibilities together and assign large percentages of time
- Do not use abbreviations or technical terms without an explanation
- Do not describe personality characteristics necessary for the incumbent
Position Reclassifications
A reclassification to a position includes any modifications to responsibilities, requirements and/or competencies assigned to a position that change the level of responsibilities to a new or different job classification specification.
Requests to reclassify position descriptions should be initiated by a department by submitting a Compensation Portal Request with an updated Position Description Update Template. After your assigned Compensation Analyst has reviewed your draft, the changes can be submitted for approval via an ePAF+.
Factors that determine the need for reclassification:
- Complexity of Work
- Scope of Duties
- Independent Judgment
- Impact
- Responsibility for Resources
Factors that do NOT result in a reclassification:
- Longevity- The basis for the request is due to the incumbent not receiving a salary increase because he/she has reached the maximum of the pay band or because the incumbent is a long term employee.
- Future Assignments- The basis for the request is due to duties or responsibilities which may be incorporated into the position at a future time.
- Increased Volume- The basis for the request is due to an increase in volume of work, but the complexity of the duties/responsibilities remains the same.
- Financial Need- The basis for the request is due to a financial need of the incumbent.
- Retention- The basis for the request is due to job offers or market salary data.
- External Comparison- The basis for the request is due to a comparison to positions outside of the University.
- Performance Related Characteristics- The basis for the request is due to performance behaviors such as initiative, efficiency, positive customer service, etc. These characteristics, as well as personality traits (loyal, dedicated, hard working, etc) are not part of the classification process and cannot be considered in the review.
Position Updates
An update to a position includes any modifications to responsibilities, requirements and/or competencies assigned to a position that do not change the level of responsibilities to a new or different job classification specification.
Position descriptions are to be reviewed and updated at least every three years. Any position description older than three years is considered to be outdated. Requests to update position descriptions should be initiated by a department by submitting a Compensation Portal Request with an updated Position Description Update Template. After your assigned Compensation Analyst has reviewed your draft, the changes can be submitted for approval via an ePAF+.
When updating a position description, please use the template below to draft your revisions. The more detail you can provide, the more efficient the review process will be. “PD Update Template” with hyperlink to Word document.
A reclassification to a position includes any modifications to responsibilities, requirements and/or competencies assigned to a position that change the level of responsibilities to a new or different job classification specification.
Requests to reclassify position descriptions should be initiated by a department by submitting a Compensation Portal Request with an updated Position Description Update Template. After your assigned Compensation Analyst has reviewed your draft, the changes can be submitted for approval via an ePAF+.
Factors that determine the need for reclassification:
- Complexity of Work
- Scope of Duties
- Independent Judgment
- Impact
- Responsibility for Resources
Factors that do NOT result in a reclassification:
- Longevity - The basis for the request is due to the incumbent not receiving a salary increase because they have reached the maximum of the pay band or because the incumbent is a long term employee.
- Future Assignments - The basis for the request is due to duties or responsibilities which may be incorporated into the position at a future time.
- Increased Volume - The basis for the request is due to an increase in volume of work, but the complexity of the duties/responsibilities remains the same.
- Financial Need - The basis for the request is due to a financial need of the incumbent.
- Retention - The basis for the request is due to job offers or market salary data.
- External Comparison- The basis for the request is due to a comparison to positions outside of the University.
- Performance Related Characteristics - The basis for the request is due to performance behaviors such as initiative, efficiency, positive customer service, etc. These characteristics, as well as personality traits (loyal, dedicated, hard working, etc) are not part of the classification process and cannot be considered in the review.
Position Updates
An update to a position includes any modifications to responsibilities, requirements and/or competencies assigned to a position that do not change the level of responsibilities to a new or different job classification specification.
Position descriptions are to be reviewed and updated at least every three years. Any position description older than three years is considered to be outdated. Requests to update position descriptions should be initiated by a department by submitting a Compensation Portal Request with an updated Position Description Update Template. After your assigned Compensation Analyst has reviewed your draft, the changes can be submitted for approval via an ePAF+.
When updating a position description, please use the template below to draft your revisions. The more detail you can provide, the more efficient the review process will be.
Working Titles
Due to the broad range of jobs within the classification system and the generic nature of the classification titles, a department may designate a working title for a position. A working title is a descriptive and informative designation that reflects the nature of the work being performed in a designated position or similar positions. Working titles should be distinct enough to differentiate the work being performed in a position and, at the same time, consistent with similar positions performing the same work in other areas on campus.
Guidelines:
- Brief and communicates an immediate understanding of the job.
- Consistent with others in higher education and at the University
- Do not misrepresent the job and its authority or agency within the University. The use of "inflated" working titles can result in expectations that do not match the job classification.
- Do not conflict with an approved classification at the University.
Examples:
|
Classification |
Working Title |
|
Director |
Director, Labor Relations |
|
Technology Specialist |
Security Specialist |
|
Program Manager |
Outreach Manager |
