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Career Roadmap Update OSU Administrative Professionals February 18, 2020
The Big Picture and Overview Our current state is not sustainable Employee Perception: Internal Job Classification: Market Relevancy: Employees want transparent career paths as well as requirements and experiences needed for growth opportunities Lack of standardization of job classifications make it difficult to have successful matches and benchmark jobs Current Structure designed in mid 1970s Over 2000 disconnected job classifications results in wide use of working titles and title inflation 2008: 72.6% of respondents indicated that they felt OSU did not have clear career paths & opportunities for promotion Inconsistent market pricing causes us to under pay (lose talent) or overpay (financial stewardship) Lack of internal equity within similar jobs across units 2011:73.6% of respondents said the same thing 2
Career Roadmap Foundations The Why OSU Classification Title: 6820 Program Manager Sample of Working Titles associated with this classification: Alumni Relations Manager Asst Dir Recruit & Diversity Svc Asst Dir Trust & Estate Admin Basketball Video Manager College Registrar Digitization Program Manager Fire Safety Manager Insurance Administrator Function Statement: To plan and manage a major continuing education/community service program, project or series. A & P Salary Grade 64 Min OSU Incumbents Mid Incumbent Max Low Percentile of Pay OSU Low High 10% Percentile of Pay High 10% 49,622 25% 52,618 50% 58,432 Incumbents 75% 65,004 Incumbent 90% 73,355 38,626 $ Incumbent 25% 52,618 50% 58,432 75% 65,004 90% 73,355 Incumbent 38,625 50,814 397 63,003 122,880 49,622 $ 38,626 397 122,880 3
Career Roadmap Overview Career Roadmap is a comprehensive job family model and compensation structure designed to attract and retain talent to the university Career Roadmap will provide employees, managers and HR with: Visible Career Paths Career path opportunities seen through a new Career Framework for better talent discussions Common Language A common way to describe jobs and career levels across the Campus and the Medical Center Market Relevance Consistent alignment of jobs to market competitive salary structures for informed decision making Over time, Career Roadmap will help leaders better address workforce needs and enhance Ohio State s reputation as an employer of choice 4
Career Roadmap Foundations - Framework Career Framework: Provides visibility to career paths Groups jobs in useful ways Links OSU jobs to external benchmarks Job Function Sub Function Broad Grouping of Occupational Disciplines Recognized Occupational Discipline Individual Contributor Series Technical Clinical Specialized People Leader Series Managerial Career Band Executive * T1 Entry C1 Entry S1 Entry M1 Associate Manager E1 Associate Vice President T2 Experienced C2 Experienced S2 Experienced M2 Manager E2 Vice President T3 Senior C3 Senior S3 Senior M3 Associate Director E3 Senior Vice President Career Level T4 Lead C4 Lead S4 Consultant M4 Director E4 Executive Vice President S5 Expert M5 Senior Director* E5 President S6 Principal* The Career Band and Career Level Guides provide definition and differentiation 5
Question & Answer Group Frequently Asked Question If an employee wants to develop in their specialization but does not want to manage people but would rather continue to develop in an individual contributor capacity as a technical expert within their field how will this employee be able to move up career levels without being responsible for a direct report? Framework 6
Dual Career Path Concept Expert* Lead Senior Experienced Entry 8
Career Roadmap Basics Job Profiles draw upon components of the Career Framework Career Band Guide Job Catalog Individual Contributor Series People Leader Series Work is primarily achieved through individual efforts or by participation on functional or project teams Work is primarily achieved through others with direct accountability for setting direction and deploying resources May coordinate, influence, or review the work of others Responsible for leading people including conducting performance management, reviewing pay, and typically making employment decisions May be the primary owner/authority on a given program or process Technical Clinical Specialized Managerial Executive Performs work of technical, operational, or administrative nature Requires the application of specialized expertise within a clinical profession to achieve results Requires the application of specialized expertise within a profession to achieve results Accountable for business or operational processes and/or program management Leads a significant segment of the organization (function, unit, college) Creates the vision and develops the strategy for the segment being led Work is performed within clearly established guidelines and procedures Emphasizes in-depth knowledge, problem solving skills, and influencing skills Emphasizes in-depth knowledge, project management, and influencing skills Utilizes business acumen and industry or discipline knowledge to directly or indirectly influence others Champions change and and strengthens core processes Execution of work is dependent on guidance and decisions made by others At more seasoned levels may lead functional or project teams or act as a working supervisor to other clinicians At more seasoned levels may manage one or two direct reports or cultivate relationships to produce optimal results Manages a team of three or more individuals who deliver work product related to an expected core competency of the leadership role Broad authority to act and commit the segment in regard to contracts, budgets, and operational objectives At Lead level may coordinate and review day-to-day work of others Typically requires a university degree and clinical license, certification, or training Typically requires a university degree or equivalent work experience that provides knowledge of fundamental theories, principles, and concepts Typically does not require a university degree but post secondary education or training may be useful or required Career Level Guide Entry S1 Experienced S2 Senior S3 Consultant S4 Master S5 Expert S6 Career Level Applies academic theory to work Relies on a degree of professional experience Fully experienced professional Developing depth of specialization Has acquired depth and breadth of specialization within field Thought leader within field of specialization Profile Develops competence by performing structured work assignments Typically the most prevalent job level within Career Band Career may plateau at this level; barriers to entry may exist Still acquiring higher level knowledge and skills Barriers to entry exist at this level Significant barriers to entry and few positions available at this level Applies basic concepts, principals, and technical capabilities to perform routine tasks Utilizes general industry knowledge and limited professional experience in the application of concepts, principals, and technical capabilities to perform varied tasks Applies industry knowledge and a thorough understanding of concepts, principals, and technical capabilities to perform tasks and projects Applies developed industry knowledge and advanced understanding of concepts, principals, and technical capabilities to manage a wide variety of projects Utilizes broad and unique knowledge to creatively develop new practices, processes, metrics, models, or applications thereof Demonstrates unusual degree of creativity in developing highly advanced practices, processes, metrics, models, or applications thereof Knowledge Provides specialized and sometimes unique expertise within field May develop new practices, processes, metrics, or models Viewed internally and externally as expert within field Works on projects of limited scope and complexity; generally follows set procedures Works on projects of moderate scope and complexity; applies judgment within defined parameters Works on complex projects of large scope; may refer to precedents and defined parameters Works on or may lead highly complex projects of large scope; provides solutions which may set precedent Leads highly complex projects of large scope; projects may be cross- functional; provides solutions which set precedent Directs unusually complex, cross- functional projects of significant scope Complexity Projects may have significant and long-term impact Projects are business critical having high risk profile and long-term implications Projects have significant and long- term impact Works under direct supervision and receives detailed instructions Receives general guidance; may receive more detailed instruction on new projects Completes routine work independently; receives general guidance on new projects Independently determines method for completion of new projects; receives guidance on overall project objectives Independently develops methodology for others to follow Acts independently to determine objectives and discover business issues and opportunities Consults with management to determine project objectives with long-term implications Provides guidance to less experienced colleagues Autonomy Work reviewed for sound reasoning and accuracy Work reviewed for purpose of meeting objectives Develops long-term business objectives May provide guidance to less experienced colleagues Leads others by influence Exchanges information on routine matters Exchanges information on routine and non-routine matters Exchanges information on sensitive matters Conveys difficult, complex, or sensitive information; facilitates productive dialogue Facilitates broad dialogue often across teams or departments on difficult, complex, or sensitive matters Facilitates broad dialogue, includig senior leaders, across teams and departments on difficult, complex, or sensitive matters Works to build consensus Interaction Persuades others to consider different options Persuades others to consider various options and drives matter to conclusion Persuades leadership to consider various options and drives matter to conclusion BA, BS, or equivalent experience BA, BS, or equivalent experience BA, BS, or equivalent experience BA, BS, or equivalent experience BA or BS BA or BS Typical Education Advanced degree may be desirable Advanced degree may be required Advanced degree often required 9 0-2 years 2-4 years 5-8 years 8-12 years 12+ years 15+ years Typical Minimum Experience
Career Roadmap Basics Work Dimensions Key Concepts Career level guides consistently differentiate career levels Work dimensions are a part of the career level guide and describe aspects common to all jobs Work dimensions provide a structured framework for career level discussions and consistent decision making Work dimensions must be applied uniquely to each occupational discipline Work dimensions don t provide a formula or scoring system to determine career level 10
Toolkit Review and Mapping Demo Function Subfunction Career Band Career Level Employee #1 Current Classification: 6820 Program Manager Working Title: Assistant Director Reports to: Director Level Position Description: Direct and Supervise the coordination of all department course offerings with emphasis on laboratory and recitation sections; Develops course content; recruit, train, supervise course coordinators, collaborate with faculty and program staff to facilitate TA training Total Reports: 3 Quality Instructional Design Technical M1 Agricultural Operations Instructional Aid Clinical M2 Information Technology Specialized M3 Extension Educators Education Tutoring Managerial M4 Athletics Education Program Executive M5 Early Childhood Education Nursing Career Roadmap Title: Manager, Instructional Design 11
Toolkit Review and Mapping Demo Function Subfunction Career Band Career Level Employee #2 Current Classification: 6820 Program Manager Working Title: Assistant Director Reports to: Director Level Position Description: Acts independently in owning his/her own portfolio of events, with a focus on development events, ceremonies, dignitary visits, and other high-portfolio events and will supervise event manager(s) who manage their own portfolio of similar events. Create processes and guidelines to bring consistency and standards to events Total Reports: 6 M1 Imaging Event Management Technical Agricultural Operations M2 Graphic Design Clinical Legal and Compliance Specialized M3 Media Relations Marketing and Communications Photography Managerial M4 Health Plan Public Relations Executive M5 Social Media Human Resources Career Roadmap Title: Associate Director, Event Management 12
We are here Mapping, Calibration, and Employee Confirmation 2021 2020 2019 HR Compensation Initial Mapping Calibration & Leader Alignment Function Alignment Outlier Review Unit Leader Review Senior Leader Review Map ~30,000 positions Institution Collaborate & Communicate Employee Confirmation Unit Validation HR Preview Manager Validation HR Validation Unit Reconciliation Pause for Workday Go Live Employee Education and Review CR Go Live Unit Collaborate & Communicate via Compensation Team Feedback Loop 13
Administrative Assistant Survey Who is Part of the Survey? A survey was sent to 170 employees. All met at least one of the following criteria: current working title is Executive Assistant, in an Executive Assistant job code or mapped to the Executive Assistant sub function. What is in the survey? The survey consists of 25 questions that are both multiple-choice and free form questions. The multiple-choice questions ensure we have consistent measures (for example how you calculate frequency or percentage of a duty.) The free-form provide opportunity for responses and allow for collection of data on many unique roles with one survey. Why are we doing a survey The Administrative Assistant and Executive Assistant subfunctions span multiple business units and leaders. Unlike other subfunctions, we cannot work with just a few leaders to gather feedback on all positions. We will still be working with leaders, HR and reviewing PDs, but the survey is an opportunity to gather impactful data directly from the employee. 14
Administrative Assistant Subfunction Administrative Assistance Additional Dimensions Clients Supported (Typical) Applications T1 T2 T3 T4 Front desk or small group of staff May cover front desk and group of staff and mangers Uses calendaring software; learning and using basic functions of timekeeping, travel, expense, payables, and procurement systems. Group of staff, managers and directors Directors and managers or large, visible department Expert user of calendaring software; very knowledgeable with timekeeping, travel, expense, payables, and procurement systems. Light use of calendaring software, spreadsheets, and some data entry Very knowledgeable with calendaring software; knowledgeable with timekeeping, travel, expense, payables, and procurement systems. Learning about reports and data for departments. May provide answers or research questions on the process or system use. Department point of escalation for process or system questions. May provide reports and data for departments. Exposed to sensitive discussions or issues. May attend meetings and take minutes. Exercises confidentiality and tact. Provides reports and data for departments. Confidentiality and Relationships May be exposed to some confidential materials or documents. Encounters some confidential documents or materials. Exposed to highly sensitive discussions or issues. May take meeting minutes or serve as liaison to other leaders. Exercises great confidentiality, tact, and diplomacy. Is provided structured work assignments. Building relationships with support staff to help accomplish work. Maintains relationships with support staff to facilitate accomplishing work. Maintains relationships with leaders and their support staff to facilitate accomplishing work. Is provided structured work assignments but may offer suggestions. Anticipates leaders' needs and seeks guidance on next steps. Anticipates leaders needs and takes action independently. Leads coordination of special events including selection of venue, catering, etc. Special Projects May provide support to others who have planned an event including set up, teardown, etc. Provides support to others who have planned an event and may lead set up, teardown, etc. May lead a portion of a special event; collaborates on the overall coordination of special events including selection of venue, catering, etc. May research or creates simple travel itineraries. Plans complex domestic and international itineraries. May provide support for communication events such as assembling packets, mailings, etc. Creates travel itineraries. Provides support for communication events and may lead assembling packets, mailings, etc. Facilitates communication events such as working with print venders, preparing large mailings, organizing the assembling materials, etc. Collaborates on communication events and may engage with print venders, help prepare large mailings, coordinate assembly of materials, etc. 15
Executive Assistant Subfunction Executive Administrative Assistance Additional Dimensions Clients Supported (Typical) Confidentiality T1 T2 T3 T4 Associate VP (E1) and above Associate VP (E1) and above Associate VP (E1) and above Typically Cabinet level Exposed to sensitive discussions or issues. May attend meetings and take minutes. Exercises confidentiality and tact. Exposed to highly sensitive discussions or issues. May take meeting minutes or serve as liaison to other leaders. Exercises great confidentiality, tact and diplomacy. Exposed to highly sensitive discussions or issues. May take meeting minutes and receive action items for completion. May serve as liaison to other leaders and speak on behalf of supported executive(s). Exercises great confidentiality, tact and diplomacy regarding matters that may impact the public reputation of the institution. Exposed to highly sensitive discussions or issues. Takes meeting minutes and receives action items for completion. Serves as liaison to other leaders and speaks on behalf of supported executive(s). Exercises the highest level of confidentiality, tact and diplomacy regarding matters that substantially impact the public reputation of the institution. Relationships Maintains relationships with support staff to help accomplish work. Maintains relationships with leaders and their support staff to facilitate accomplishing work. Cultivates relationships with leaders and their support staff to ensure work is accomplished. Cultivates relationships with leaders and directs their support staff to ensure work is accomplished. Anticipates leaders' needs and seeks guidance on next steps. Anticipates leaders' needs and takes action independently. Anticipates leaders' needs and takes action independently. Leads coordination of special events including selection of venue, catering, etc. Anticipates leaders' needs and takes action independently. Leads coordination of special events of significant public importance and engages the services of event planning professionals and venders. Special Projects May lead a portion of a special event; collaborates on the overall coordination of special events including selection of venue, catering, etc. Leads coordination of special events of public importance and may engage the services of event planning professionals and venders. Plans complex domestic and international itineraries. Creates travel itineraries. Plans complex domestic and international itineraries. Coordinates meeting schedules and worktime accordingly. Plans complex domestic and international itineraries. Integrates worktime and meeting schedule with travel; prepares reading materials and work activities to accomplish during time away. Facilitates communication events such as working with print vendors, preparing large mailings, organizing the assembling materials, etc. Collaborates on communication events and may engage with print vendors, help prepare large mailings, coordinate assembly of materials, etc. May do research and basic drafts for routine communication events such as letters, memos, correspondence, news releases and reports. Researches background information and provides draft content for communications such as letters, memos, correspondence, news releases and reports. 16
Career Roadmap Calibration We are here Institution Institution Unit Functional Alignment Outlier Review Unit Leader Review Senior Leader Review Outcomes: Summarize mapping Evaluate Impact: Final Unit Review: Mapping consistency across units of like jobs Communicate mature cost & implications Above / below range audit Summary report FLSA changes Unit alignment obtained CCS changes Changes communicated to supervisors Sr. A&P May Jan - Mar Mar - April Functional Alignment: On average six to eight leaders per job function review consistency of career levels and subfunctions assigned Opening session in January to kick off Functional Alignment (full day session for ~200) HR partner and compensation team member support provided 18
Question & Answer Group Frequently Asked Question How are the market studies being conducted? Will market studies for pay ranges include a comparison of career levels in other Higher ED institutions and colleges of the same? Benchmarking 19
Market Pricing Jobs What is Market Pricing? Benchmarking Ohio State jobs against relevant competitors through credible survey vendors with a focus on base pay. Each job is assigned a market reference value. The (board approved) Ohio State compensation philosophy includes competitive salaries as a component of a competitive total rewards framework. Health System Shared Services Surveys Scope Cuts Higher Education Technical Ohio Regional (Midwest) Specialized National (Revenue/FTE) Managerial 20
Career Framework & Market Alignment Comparability in Career Levels increases accuracy and ease of market pricing but requires similar comparability in Career Level guides. Survey Career Level Guide Internal Career Levels Survey Career Levels OSU Career Level Guide S6 P6 S5 P5 S4 P4 S3 P3 Internal Jobs S2 P2 S1 P1 21
