Overview of UVA Job Structure Updated February 11, 2014.

Overview of UVA Job Structure

Updated February 11, 2014

• Provide overview of fundamentals and key concepts within the UVA Job Structure.

• Represent the collective understanding of 15 project teams.

Presentation Purpose

Job Family Orientation

1. Job Structure Fundamentals2. Points for Clarification3. Glossary of Titles 4. Examples

Job Family Orientation1. Job Structure Fundamentals2. Points for Clarification3. Glossary of Titles 4. Examples

Job Structure Fundamentals: What is a job title?

• UVa Job Title is a broad title• Focus on type of work, level of responsibility

Provides the flavor of the job

Job Structure Fundamentals: UVa Job Title versus Working Title

• UVa Job Title is broad. Working Title is specific.

UVa Job Title: Finance Director

Working Title: Dean of Finance and Administration

Working Title: Chief Financial Officer, Architecture

Working Title: Senior Finance Director, Facilities

Job Structure Fundamentals: Market Matching

• UVa Job Title is matched with data from the external market to derive a pay range.

UVa Job Title

Market Research

UVA Job Structure Fundamentals: The Vision

At the start, the University had 1800 UVa Job Titles

• Market Ranges updated to 2013• Clear and consistent definitions, more consistency

• Easy to search, easy to understand• Less time to process transactions

At the conclusion, there are about 750 UVa Job Titles

• Duplication, confusion, propensity to reinvent

15 Job Families1) Academic Administration2) Student Services3) Research4) Educational Resources5) Health Services6) Athletics7) Communications8) Development9) Finance10) Human Resources11) Information Technology12) General Administration13) Compliance, Protection, Regulation14) Operations15) Trades and Engineering

UVA Job Structure: The Approach

• 744 UVa Job titles• 57% reduction of titles

in project scope • All summaries loaded

to online tool

UVA Job Structure Fundamentals: The Outcome

http://www.hr.virginia.edu/job

Job Family Orientation1. Project Fundamentals2. Points for Clarification3. Glossary of Titles 4. Examples

Points for Clarification: Staff Type• Includes all UStaff, Classified, A&P Faculty

positions• Each Classified and A&P Faculty position is

associated with a UVa Job Title

Points for Clarification: Title SummariesTitle Summaries broad. Job Descriptions specific.

UVa Job Title: Senior Writer or Editor

Research, develop, and write news stories and press releases about UVA GLOBAL's programs and activities and the University's global initiatives/activities in general to inform internal and external audiences.

Job Description 1

Provide editorial and design services to support mission and goals of the Jefferson institute. Assist in the strategic planning process, supervise staff producing creative work, coordinate with Strategic Communications/Audio-Visual and Interactive Media to produce integrated and effective communication materials.

Job Description 2

Act as the senior writer and project manager for international programs. Serve as the University's communications expert on stories related to international initiatives as outlined in Commission on the Future of the University.

Job Description 3

Points for Clarification: Pay• No pay increases directly associated with

cleanup of titles.• Updated all market ranges.

Job Family Orientation1. Project Fundamentals2. Points for Clarification3. Glossary of Titles 4. Examples

Glossary of Titles: Provide basic definitions

• Create consistency of usage, where possible, i.e. When used in a job family, an Associate title is always the first exempt level.

• Distinctions may be subtle.• Choices must be thoughtful.• Align employee’s typical work and expertise

to title summary.

Assistant• Assistants provide support for more

senior professionals, teams, or units.• Usually do not have final authority or final

responsibility for the work.

Technician• Paraprofessional skilled in a particular

field. • Work is typically practical and routine in

nature, often involving maintenance of data in systems.

Coordinator• Most advanced level of support. • May operate with some degree of

independence and handle some emerging professional responsibilities.

Typical Progression of Non-Exempt

Assistant

Technician

Coordinator

Associate• Entry-level professionals.• Actively share in the responsibilities of a

professional team, but may operate with guidance.

• Primary duties related to the management of the organization or general business operations.

• Primary duties include the exercise of discretion and independent judgment with respect to matters of significance.

Specialist• High-degree of specialty knowledge and

experience in a particular subject.• Typically possess several years in exempt,

professional roles prior to assuming specialist title.

Generalist• Experienced professionals who assume a

range of duties, serving in a hybrid capacity across different disciplines.

• Typically possess several years as exempt professionals prior to assuming Generalist roles.

• Equivalent to Specialists.

Senior• Term that can modify any title.• Denotes greater independence, expertise,

responsibility. • Ability to grow in expertise within a

similar line of work. • Examples: Senior Generalist, Senior

Specialist, Senior Technician, Senior Manager.

Typical Progression of Exempt

Associate

Specialist

Senior Specialist

Generalist

Senior Generalist

Manager• Professionals with authority for small

teams, programs, or organizational initiatives that require managerial oversight.

• Do not need to supervise people, could act as a experts or strategists with significant programmatic responsibility.

Director• Professionals that assume substantial

managerial or administrative responsibilities for programs, teams, or areas.

Assistant and Associate• Terms that modify leadership titles to

create a progression of responsibility. • Example:

– Assistant Director– Associate Director– Director

• Often subtle distinctions based on internal culture and industry standards.

Chief Officer, Vice President, Dean• The head or leader of a major

organization.• The highest person in authority.

Typical Progression of LeadershipManager

Director

Assistant Vice President

Associate Vice President

Vice President

Job Family Orientation1. Project Fundamentals2. Points for Clarification3. Glossary of Titles 4. Examples

Example: SimplificationHR AssistantHuman Resources Assistant A 1HRASST14 $27,404 $39,174 NEHuman Resources Assistant B 1HRASST3 $27,676 $43,494 NEHuman Resources Assistant C 1HRASST9 $28,454 $48,369 EHuman Resources Assistant CN 1HRASST4 $28,454 $48,369 NEHuman Resources Assistant D 1HRASST11 $33,000 $52,800 EHuman Resources Assistant DN 1HRASST12 $33,000 $52,800 NEHuman Resources Assistant 1HRASST $34,221 $59,887 EHuman Resources Assistant 1HRASST61 $30,231 $48,369 NEHuman Resources Assistant 1HRASST1 $25,760 $38,640 NE

Human Resources Assistant

Human Resources Technician

Human Resources Coordinator

Admissions CounselorAdmissions Counselor A 4GMADOFF11A $26,562 $53,125 EAdmissions Counselor AN 1GMADCOU2 $26,562 $53,125 NEAdmissions Counselor B 4GMADOFF22A1 $28,587 $57,175 EAdmissions Counselor C 1GMADCOU3 $33,320 $58,309 EAdmissions Counselor 1GMADCOU1Z $28,823 $50,441 NEAdmissions Counselor 1GMADCOU3Z $33,320 $58,309 EAdmissions Officer A 1GMADOFF1 $30,023 $52,541 EAdmissions Officer AN 1GMADOFF2 $30,023 $52,541 NE

Admissions Counselor

Admissions Officer

Example: ClarificationAcademic SpecialistCurrently 55 employees in Academic Specialist titles, but inconsistent usage. Here is a sample of current titles and working titles, and a possible new subfamily.

UVa Job Title Working TitleAcademic Specialist A-1EDACREAS1 Admissions CounselorAcademic Specialist A-1EDACREAS1 PELL GRANT COORDINATORAcademic Specialist A-1EDACREAS1 Data Entry and Customer Service SpecialistAcademic Specialist A-1EDACREAS1 Assistant Director of Student Activities & RecreationAcademic Specialist B-1EDACREAS4 ADMINISTRATIVE AND OFFICE SPECIALIST IIIAcademic Specialist C-1EDACREAS3 ASSISTANT DIRECTOR OF UPWARD BOUNDAcademic Specialist CN-1EDACREA6S1 ASSOCIATE REGISTRAR, UNDERGRADUATEAcademic Specialist CN-1EDACREA6S1 ENROLLMENT SERVICES SPECIALISTAcademic Specialist D-1EDACREA7S GRADUATE PROGRAM COORDINATORAcademic Specialist DN-1EDACREA8S TRANSFER CREDIT EVALUATORAcademic Specialist DN-1EDACREA8S STUDENT SERVICES COORDINATOR

Possible New SubfamilyAdmissionFinancial AidGeneral AdministrationStudent AffairsGeneral AdministrationStudent AffairsRegistrarRegistrarAcademic ProgramsRegistrarStudent Services Generalist

Example: ExpansionMany new specialty areas, such as:• Sustainability• Education and Outreach• Event Management• Medical Education• Data Analysis• Instructional Technology

Job Family Project Overview of UVA Job Structure