Job Descriptions The Next Phase

1. Job Descriptions The Next Phase Presentation to Department Contacts July 2003

2. Last Year We Introduced: • Online Job Description and supplement forms • Electronic transmission, storage and retrieval • Job Description Library

3. 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

4. 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

5. 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.

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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 +

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. Recognition and Thanks!!! • UC Riverside – Human Resources Department (Originator of the Job Description Builder concept) • Job Description “Tiger Team” Anne Cressey Lydia Ikeda KC Davis Stephanie Wong Maureen Harden • Human Resources Staff Rosemarie Mirano-del Mar Bill Speckman Mary Paul Thelma Vanesian Susan Reba Carol Yoza • Teams of Subject Matter Experts

21. 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