LEAD. Salary Admin & Pos Mgmt TOPICS FOR DISCUSSION. Salary Administration & Position Management. Kieffer Gaddis. Overview of EPA and SPA employees

Transcription

1 LEAD Salary Administration & Position Management Job Categories Position Descriptions Career Bands and Salary Ranges Position/Salary Change Requests 2013 Kieffer Gaddis TOPICS FOR DISCUSSION 2 Overview of EPA and SPA employees Career Banding Compensation Design Position Description Components Types of Position Actions Competency Assessment EPA SPA Faculty and Instructional Senior Administrative Officers Require Master s degree Usually FLSA Exempt (re: next slide) Established and approved by Academic Budget & Personnel Regulated by University Policy Statement and pa/handbook.htm Hired and dismissed at will Non-faculty & Non-instructional May be Managers and Directors May have Master s or equivalent 25% FLSA Exempt; 75% Subject Established & approved by Human Resources Regulated by G.S. 126, Office of State Personnel, and als/index.htm Governed by State Personnel Act

2 FAIR LABOR STANDARDS ACT (FLSA) 4 The federal Fair Labor Standards Act (FLSA) has specific and complex compliance regulations for what categories of employees must or must not complete time records and be compensated for hours worked over 40/wk. The FLSA exemption is not related to the EPA exemption from the State Personnel Act. FLSA decisions on time reporting are a position classification component. 5 SPA CAREER BANDING Occupational Groups/Job Families These positions are placed in career bands at one of three salary market levels based on standard competency profiles. Administrative & Managerial Information Technology Law Enforcement Information and Education Medical and Health Environmental and Scientific Research Institutional Services Operations and Skilled Trades Engineering and Architecture POSITION DESCRIPTION CYCLE 6 Identify business need Write position description Post vacancy notice Interview Recruitment Submit hiring proposal Initial competency assessment Evaluate business need over time Plan for salary budget need requests Revise position description as needed

3 7 IDENTIFY BUSINESS NEED Proposal Request Describe work to be assigned (or re-assigned) List competencies (knowledge & skills) the work requires Know available budgeted salary Confirm leadership s commitment of resources Submit Proposal Request POSITION 8 DESCRIPTION COMPONENTS Career Band Work and role description Competencies Job Duties Priority Order Knowledge, skill, and abilities required to perform the work Job tasks and responsibilities assigned to the position for each functional competency area required Required functional competency areas ranked from most to least important to achieve business needs Requirements Physical Requirements State minimum and preferred qualifications Americans with Disabilities Act (ADA) checklist COMPETENCIES LINK SPA PROCESSES 9 Competency Profile for Career Band (defines Occupational Role) Required Competencies (basis for pay range) Critical Behaviors Supporting Competencies Position Description Job Duties detailed for each Competency area. Critical Behaviors Support Work Plan Supervisor s Expectations for Employee: SMART Goals for each and Behavioral Competency Area Performance Evaluation Document Employee s Performance Communicate strengths and areas needing development

4 10 POSITION DESCRIPTION COMPONENTS Career Band Competency Level Salary Range for this Career Band and Level Description of Work Competencies Minimum Requirements Research Technician Journey $30,000 - $36,000 Positions in this banded class support experimental processes in a laboratory, clinic, field and /or teaching environment (hereafter referred to as "laboratory ). Work requires knowledge of applicable laboratory procedures, tests, techniques, and terminology. Range of duties includes, but is not limited to: conducting experiments, collecting and summarizing data, and providing proper laboratory/study subject care. Employees at the journey and advanced levels may serve as a lead worker. Technical Knowledge, Research Support Operations, Data Collection, and Laboratory/Subject Care Journey - High school graduate and two years experience in laboratory work or equivalent training and experience EXAMPLE OF COMPETENCY PROFILE 11 Career Band: Competency: Contributing Journey Advanced 1. Observes, collects and records a variety of data. 1. Organizes and tabulates data; ensures quality control of data collection. Research Technician Data Collection Competency Definition: Observes, monitors, collects, and records data to assess accuracy, validity and integrity of data. 1. Identifies and reports variations or discrepancies in the data; organizes and prepares data for analyses. 2. Provides preliminary summary of experiments, procedures and tests. 12 MARKET RATES AND RANGES Market Reference Ranges -- the Table of Market Rates & Ranges provides the salary span within which an employee s salary in a position assigned to a particular career band and level will fall, based on required competencies for the position. Market Reference Rates Career band MIN Contributing Range Journey Range Advanced Range MAX

5 POSITION DESCRIPTION: PLANNING 13 Select career band and competency level range to meet business need Align selected range with available funding Target Market Reference Rate or lower Submit proposal request through HRMS POSITION DESCRIPTION: PLANNING 14 HR Consultant Assignments Vacant Academic Affairs Athletics University Advancement Chancellor Financial Services x Hal Walter Student Affairs Facilities Management Business Services Law Enforcement Information Technology x Compensation and Position Management Specialist: Steve Barnhart X ROLE OF HR CONSULTANT F Funding Availability Is the budgeted salary within the appropriate pay range for the business need met by the work described? A Appropriate Market Range I Internal Equity What do similar jobs pay in state government and the university system? What comparisons must be considered across the entire campus? R Relevance of Competency Are the functional competencies of the desired career band the best match for the business need?

6 TWO HR UNITS RESPONSIBLE FOR SALARY ADMINISTRATION: 16 Compensation and Position Management Establish New Positions Employment Post Vacant Positions Approve Reallocation increases (Band-to-Different Band) Approve Position Competency Level Change increases Coordinate Performance Management process Review Competency Assessments for Career Progression increase requests Manage applicant referrals and selections Review and consult on Hiring Proposals Approve Salaries for all SPA Recruitment actions: New Hires, Promotions, Lateral Transfers, Reassignments, Reinstatements 17 HR EMPLOYMENT STAFF Tracy Worthey Director Vacant Coordinator Robyn Flowers Advertising Herlicia Blakely Receptionist and Assistant 18 On-line Proposal Request and Response HR Consultant advises on career band and level Determines approximate budget needed Create New Position HR reviews and establishes prior to posting

7 19 Modify Position with Budget Change The legislative session of 2012 restored three possible justification reasons for a salary increase: Job Duty Change Equity Market 20 Modify Position with Budget Change Summarize changes in Reason for Action tab Job Duty Change must be to higher level work with greater responsibility (not just more work ) Equity and Market always considered together Expect incumbent audit. Wait for review and approval before communicating increase New 2012: Office of State Personnel requires substantial documentation and pre-approval of 20% 21 Other Request with Budget Change FTE changes such as hours per week or months per year Funding source changes Funding extensions on time-limited positions Temporary salary increases Abolishing positions

8 22 Modify Position without Budget Change Changes to assigned duties or ADA requirements not substantial enough to consider salary change Delegation of Authority Delegate data entry tasks for making job changes to an administrative support staff member at your request 23 Initiate/Modify Competency Assessment Preliminary step to request a career progression increase when the employee has been assigned work requiring additional competency Competency Assessments are used to confirm appropriate compensation or request additional compensation within the level 24 ADDITIONAL INFORMATION Career banding as a position and salary management system is unique to the NC University system It is not intuitive UNC General Administration created a presentation for new managers here: /Career-banding.pdf