Job Descriptions The Next Phase

Presentation to Department Contacts July 2003

Last Year We Introduced:

Online Job Description and supplement forms Electronic transmission, storage and retrieval Job Description Library

Introducing this summer:

Generic Job Descriptions

 Select an established job description with standardized functions, tasks and requirements  No classification review required

Job Description Builder

 Choose from an inventory of functions, tasks and requirements  Copy and paste into Online Job Description

Benefits

Workload reduction

 For the Job Card Preparer - reduces the need to compose function, task and requirement language  For the Classifier - eliminates or expedites classification review since job documentation is standardized

Quicker cycle times

 Recruitment  Reclassification

Generic Job Descriptions

Download from Job Description Library Pre-determined functions, tasks and requirements  General enough to apply to a broad population  No ability to edit Enter only fields such as name, supervisor, department, work location, etc.

Generic Job Descriptions (cont.)

No classification review required Normal department job description approval procedures still apply Save and submit to Human Resources Will appear in Job Description Library numbered as a unique position

Requirements for Using Generic Job Descriptions

All Essential Functions

must be represented

All Selection Criteria

must be included Job documentation must be deemed

adequate to support HR processes

, such as:  Recruitment and hiring  Classification and pay  Performance management  Skills and knowledge exceptions to layoffs out of seniority order

How to Access

Users will be provided the option to select from a menu of generic job descriptions after selecting “Create a new description for a position” from the Job Description Main Menu at http://joblink.ucsd.edu/mwb/jobdesc/index.html

View example –

Academic Department Student Services Coordinator

Alternatively…

Use the generic job description as a template  Copy and paste language as appropriate  Edit to customize to the individual position Once you customize, position requires classification review

Job Description Builder

Choose from established selection criteria:  Occupation  Occupational Sub-Group  Occupational Sub-Group Category  Assigned Functions Returns a list of tasks and requirements commonly associated with the functions chosen

Job Description Builder (cont.)

Select the applicable tasks and requirements Copy and paste into the appropriate sections of the Online Job Description Review, edit and customize as appropriate until position content is fully documented Complete all other sections of the Online Job Description Submit through normal department channels for approval and classification review

Technical Aspects

Two browser sessions open simultaneously:  Online Job Description  Job Description Builder To function properly requires:  Microsoft Internet Explorer 6.0 +  Netscape 6.2 +

How to Access

Users will be offered the option to access the Job Description Builder via the Online Job Description form at the Functions/Tasks section. Will link to: http://joblink.ucsd.edu/mwb/jdbuilder/index.html

Demonstration

Alternatively…

Copy and paste statements into your word processing application Review, edit and customize as appropriate until position content is fully documented Copy and paste final content into the Online Job Description

Summary of Options

Start with a

blank form

Download an

approved job description

from the Job Description Library Use the

Job Description Builder

tool Adopt one of the

generic job descriptions

Status of Project – Generic Job Descriptions

3 generic job descriptions drafted  SRA II – Clinical Trials Coordinator  SRA II – Basic Science Research Associate  SAO I – Academic Department Student Services Coordinator More in progress  __ Assistant II – Research Support

Status of Project – Job Description Builder

Occupational Sub-groups currently available:  Clerical & Administrative Support  Programming/Systems Analysis  Administrative Analysis  Laboratory Support  Student Affairs Additional groups in progress:  Staff Research Associates

Process

Steering committee guided project and identified priorities Compensation Unit drafted initial content Subject-matter experts across campus reviewed draft content and make recommendations Categories are implemented as completed Continuous opportunity to supplement

Implementation

Phase I - 7/03

 Generic job descriptions and Job Description Builder content will be available for some of the most highly populated occupations

Phase II – 7/1/04

 Many of the most highly populated occupations will be incorporated

Future Development – TBD

 As determined by campus needs and available project resources

Recognition and Thanks!!!

UC Riverside – Human Resources Department

(Originator of the Job Description Builder concept)

Job Description “Tiger Team”

Anne Cressey KC Davis Maureen Harden Lydia Ikeda Stephanie Wong

Human Resources Staff

Rosemarie Mirano-del Mar Bill Speckman Mary Paul Susan Reba Thelma Vanesian Carol Yoza

Teams of Subject Matter Experts

We Need and Welcome Your Input

Try different queries and view the results Volunteer to review content as a subject matter expert Contact the Compensation Specialist assigned to your VC area