Position Descriptions Overview at Boston University
Learn about the role of position descriptions, components, and their importance in managing programs at Boston University. Explore how SAP is used for creating and maintaining positions, and the purposes of position descriptions in recruitment and compliance.
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Compensation: Update & Position Description Overview Boston University Choose to Manage Program | 1 Boston University Compensation Program | 1
Whats New in Compensation Carolyn Gorham-Executive Director, HR Operations Mary Beth Dillon-Assistant Director of Compensation Compensation Redesign Project ECM Platform for Merit Processes Boston University Choose to Manage Program | 2 Boston University Compensation Program | 2
Objectives Discuss the role of the position description as an important tool Identify the components of position descriptions & their purposes SAP forms & workflow Boston University Choose to Manage Program | 3 Boston University Compensation Program | 3
Creating & Maintaining Positions SAP is our system for Creating and Maintaining a position Positions are Created or Maintained in SAP by the department and sent through the Workflow If this is a new position, or the position has significant changes, please have a preliminary dialogue with your HRBP or your assigned Compensation Consultant. Compensation evaluates the position to determine/validate: Comparison to the external market and internal peers Compliance with wage and hour laws All positions are considered to be over-time eligible (non- exempt) until proven otherwise via an analysis of the position description Compliance with equal opportunity laws requiring disability accommodations Boston University Choose to Manage Program | 4 Boston University Compensation Program l 4
What is a Position? A role that is created to fulfill a business need of an organization. Boston University Choose to Manage Program | 5
What is a Position Description? A detailed list of the predominant, recurring duties and responsibilities assigned to a role. Position descriptions should not contain all possible assignments; just the ones that are the most prevalent. Boston University Choose to Manage Program | 6
Applications of Position Descriptions The position description is used for communicating the work assigned to an employee, recruitment, budgeting and performance management. Alignment to Job Descriptions to Compare to Market Recruiting Candidates Equal Opportunity Laws Requiring Disability Accommodation s Defining Expectations Compliance with Wage and Hour laws Performance Measuremen t and Review Employee Development and Training Boston University Choose to Manage Program | 7
Whats Included in a Position Description? Summary Statement Essential Functions Reporting Relationships & Budget Responsibility Decision Making & Independence of Action Physical Working Conditions Characteristics required for competent performance - Skills - Attributes - Experience - Education - Certifications Position Title Boston University Choose to Manage Program | 8 Boston University Compensation Program l 8
Summary Statement Define what is the organizational need for this role. Succinct, overview of the general nature, level and purpose of the position Brief; just a few sentences. Please use official names instead of acronyms Example of an Administrative Assistant Summary: Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization. Boston University Choose to Manage Program | 9 Boston University Compensation Program l 9
Essential Functions The responsibilities of the role are identified and documented in the Essential Functions. This is where the what, how & why of each responsibility should be outlined. Consider & include: Activities performed, supervised, or managed Frequency with which the responsibility is performed With whom this role interacts and collaborates Expectations for results/impact of responsibility Authority for decision making To what extent the position sets processes, goals, financial limits or quality standards Boston University Choose to Manage Program | 10 Boston University Compensation Program l 10
Remember. The Essential Functions describe the critical responsibilities required to be performed to be successful in the role, not the skills of the incumbent or potential candidate. The most important responsibility should be located in Essential Function #1 (even if that is not where the majority of time will be spent). The SAP format allows for up to 6 Essential Functions. Generally, position descriptions should have 4 or more Essential Functions. Similar responsibilities can be bundled together. The percent of time must be included with each Essential Function; this is a general annual estimate. Each responsibility is generally not more than ~30% of the time of the role. Boston University Choose to Manage Program | 11
Essential Function Worksheet Use the Essential Functions Worksheet to help organize your thoughts Steps: 1. List all activities, duties and tasks 2. Cluster related activities together 3. Eliminate duplicates 4. Clarify language 5. Delete extraneous statements Review each grouping to develop an Essential Functions statement What is the position responsible for? How do the activities support that responsibility? Boston University Choose to Manage Program | 12 Boston University Compensation Program l 12
Example of an Essential Function Worksheet for an Administrative Assistant role Write Quick List of Duties Group Related Duties Create Essential Function Statements Prepare and plan for meetings and conferences Secure space for meetings and conferences Order office supplies Maintain inventory of office supplies Prepare requisitions for special orders of supplies Inform meeting participants of meeting location and time Distribute agendas Track department budget Draft and type correspondence Make travel arrangements Schedule meetings Run reports File paperwork Charge cost of supplies to departments Work with vendors Prepare and plan for meetings and conferences Secure space for meetings and conferences Inform meeting participants of meeting location and time Distribute agendas Work with vendors Schedule meetings Coordinate all aspects of meetings & conferences by: Scheduling meetings and conferences and informing participants of location and time Securing space and working with vendors to set up meetings and conferences Sending soft-copy agendas to participants before the meeting and distributing hard copies during the meeting Order office supplies Maintain inventory of office supplies Charge cost of supplies to departments Prepare requisitions for special orders of supplies Maintain office supplies inventory by: Monitoring supply inventory and replenishing as necessary Preparing requisitions for special orders Charging cost of supplies to appropriate departments Track department budget Draft and type correspondence Make travel arrangements Run reports File paperwork Perform administrative and secretarial support for the department, including: Tracking department budget and running reports Making travel arrangements 13 Filing Boston University Choose to Manage Program | 13 Drafting and typing correspondence
Physical Working Conditions Identify the environment and expectations necessary to perform the Essential Functions such as: Sitting Driving Traveling Using computer Exposure to heat or cold Exposure to specific substances Ability to lift a certain amount of weight & frequency Boston University Choose to Manage Program | 14 Boston University Compensation Program l 14
Education, Experience & Skills Select the minimum requirements for Education and Experience that are required to proficiently perform the duties List only Skills that apply to the position, regardless of whether the incumbent or candidate has more/less skills Identify the necessary level of proficiency that applies to each skill Boston University Choose to Manage Program | 15 Boston University Compensation Program l 15
Position Title The position title identifies the Functional discipline: (Finance, Human Resources, Student Services) General nature and level of work (Coordinator, Analyst, Supervisor, Manager, Director) - Examples: - Student Services Coordinator - Budget Analyst - Financial Aid Manager Boston University Choose to Manage Program | 16 Boston University Compensation Program l 16
Wage & Hour Laws and Equal Opportunity Fair Labor Standards Act (FLSA) Establishes whether the position is overtime-eligible The Department of Labor considers all jobs to be non- exempt until proven otherwise Americans with Disabilities Act (ADA) Requires that position descriptions include working conditions: Prolonged standing or sitting Working outdoors Lifting, carrying etc. Facilitates whether a candidate with a physical disability can perform the duties of the position either with or without reasonable accommodation Boston University Choose to Manage Program | 17 Boston University Compensation Program |17
Department of Labor Tests for FLSA Exempt Classification FLSA Duties Tests describe specific types of work that can be Exempt from eligibility for Overtime Pay There are four principal Duties Tests If Position does not meet the Duties Tests, Position is eligible for overtime pay Current: Minimum salary level required for exemption is $455 per week- annual equivalent of $23,660 In Limbo: Minimum salary level required for exemption is $913 per week- annual equivalent of $47,476 Regularly receives predetermined amount of compensation each pay period Generally no deductions for time off or breaks Basis Job Duties Salary Level Salary Boston University Choose to Manage Program | 18 Boston University Compensation Program l 18
Two Types of HCM Forms (OM & PA) Organizational Management (OM) actions related to: building and maintaining reporting structure of organization such as Creating a Position Maintaining a Position Delimiting a Position Personnel Administration (PA) - actions related to: the employee s record such as Hiring Position update LOA/Return from LOA Position change/transfer Additional payments Salary Cost Distribution Termination Retirement Boston University Choose to Manage Program | 19
Workflow for Creation of a Position Boston University Choose to Manage Program | 20
SAP-Where is the Position Data is Captured Shuchita Rao, HCM Trainer srao22@bu.edu 617-353-4466 Training Resources: For Process Guide and Quick Reference Guide: http://www.bu.edu/tech/support/buworks/help/hcm Login to BUworks (http://www.bu.edu/buworks) Click on Manager Self Service tab Click on Organization tab Click on Create a Position link Boston University Choose to Manage Program | 21 Boston University Compensation Program | 21
Effective hiring involves predicting the performance of people you don t know. Boston University Choose to Manage Program | 22 Boston University Talent Acquisition| 22
Objectives Outline the hiring process Develop interview questions that lead to a successful hire Identify what questions you can and cannot ask Evaluate the applicant Provide tools to hire the best candidate Boston University Choose to Manage Program | 23 Boston University Talent Acquisition| 23
BU Hiring Overview #13 HR extends conditional offer to candidate (verbally)* #12 #6 Dept. interviews #7 Finalist is identified #1 Dept. creates or maintains a position References are checked #19 Employee starts Offer and potential start date discussed with dept. (HR may co interview) Could be done by dept. or HR #14 #18 Email sent to new employee from HR confirming Orientation date & time #11 #5 HR sends resumes to Hiring Manager #8 Dept. gives app flow to HR Contingent Offer letter emailed to candidate, manager cc ed #2 Position goes through Workflow Manager completes Position Offer Details Form #17 #10 Candidate completes paperwork with HR. Candidate given criminal record disclosure #3 Recruiter schedules intake meeting with Hiring Manager #9 If HR does not interview in step 6, we interview prior to extending Cont. offer #15 Department manager and employee are notified of pre- employment process results #4 HR posts position Background check submitted by HR to CSI *Follows up with contingent offer letter Includes work schedule, manager, and start date (revised if necessary), Contingencies Including background check and references #16 Employee completes OEM, if applicable Boston University Choose to Manage Program | 24
Identifying the Recruiting Process Partnering with your HR Talent Acquisition Specialist (TAS) Determining Recruitment Sources STAGE ONE: RECRUITING Boston University Choose to Manage Program | 25 Boston University Talent Acquisition | 4
Understanding the Recruitment Process: The Position Posting Process Step Action One Position is created and maintained in SAP Two Position goes through Workflow (approval process) Three Position is received in HR Four Talent Acquisition Specialist (TAS) works with hiring manager to develop posting and discusses recruitment strategy Five Position is posted on HR Careers website Six Hiring manager will receive notification that the position is posted Boston University Choose to Manage Program | 26 Boston University Talent Acquisition | 5
The Hiring Process Step Action One Applicants apply Two TAS reviews and forwards resumes to hiring manager Three Interviews Candidate Four Reference Checks completed Five HR extends the offer and does background checks Six Applicant is hired and onboarding begins Once your position has been posted to the website, you will receive a SilkRoad Recruiting login account. Login = BU login Password will be sent from OpenHire Boston University Choose to Manage Program | 27 Boston University Talent Acquisition | 6
BU Recruitment Sources BU HR website HERC (Higher Education Recruiting Consortium) Higher Ed Jobs Inside Higher Education Linked In (by request of manager or upon recommendation of TAS) Most jobs are pulled automatically to Indeed, Simply Hired and Glassdoor, as well as, some other aggregate sites Other sites or publications are discussed with hiring manager. Payment for these sites is by the department Terrier Temps Boston University Choose to Manage Program | 28 Boston University Talent Acquisition | 28
Maximizing Posting Descriptions Use conventional job titles Keep abbreviations in mind Write job responsibilities using action verbs Include time and travel requirements Differentiate the requirements i.e. preferred skills, required skills Consider the length of the job description Boston University Choose to Manage Program | 29 Boston University Talent Acquisition| 29
Establishing job competencies (skills, behaviors and attitudes) Reviewing candidate materials Preparing questions Interviewing the candidate STAGE TWO: INTERVIEWING Boston University Choose to Manage Program | 30 Boston University Talent Acquisition | 9
Establishing Job Competencies Outcomes What do you want this person to accomplish? Skills - What actual skills and knowledge must a person possess to achieve the desired outcomes? Experience - - What experience is necessary? What experience is helpful, but not absolutely necessary? Organizational Alignment - - What does the specific environment of this position require? - What personal characteristics are helpful in being successful in this position? Boston University Choose to Manage Program | 31 Boston University Talent Acquisition| 31
What to Look for in a Resume Signs of achievement Specific results Transferable skills and experiences Appropriate education and work background Continuity and duration of employment Gaps in time Unclear, incomplete or conflicting information Large numbers of relocation Job changes that do not indicate advancement Accuracy in spelling, grammar and format Boston University Choose to Manage Program | 32 Boston University Talent Acquisition | 32
Lawful or Unlawful Quiz Boston University Choose to Manage Program | 33 Boston University Talent Acquisition | 33
Lawful/Unlawful https://encrypted-tbn0.gstatic.com/images?q=tbn:ANd9GcSA9FhSEt6Xcn7J8YOzkkEniOn1GJ0xpKjszE_U_WuDfIkjpV_4 Gender Sexual Orientation or Sexual Identity Genetic Information Race Color National Origin Religion Age Disability Convictions Status in Military Marital or Parental Status Boston University Choose to Manage Program | 34 Boston University Talent Acquisition| 34
Types of Interview Questions Behavioral Situational Rapport Building Open-ended Closed Contrary evidence Boston University Choose to Manage Program | 35 Boston University Talent Acquisition| 35
Behavioral interviewing The single best predictor of future behavior is past behavior! Ask for specific examples which show what the candidate has done in the past and what he/she would do in the future. Boston University Choose to Manage Program | 36 Boston University Talent Acquisition | 15
Behavioral Interviewing A person s past performance A person s motivations, thought process, decision making process, assessment of situations, problem- solving skills, analytical skills and action taken Application of prior experience to future job-related situations Boston University Choose to Manage Program | 37 Boston University Talent Acquisition | 37
Example 1 Question Answer What are your strengths? I think I m a hard worker. Behavioral Tell me about a project that required you to put in some extra effort to meet a deadline. Boston University Choose to Manage Program | 38 Boston University Talent Acquisition | 17
ASK BEHAVIORAL QUESTIONS Tell me about a time when . . . you demonstrated the job criteria we re interested in. Boston University Choose to Manage Program | 39 Boston University Talent Acquisition | 18
Situational Interviewing Questions This is when the candidate may not have the actual experience you are looking for You want to see : - How the candidate would assess the situation - Their thought process in resolving the situation If you were to develop a program for our department, what would you do? You have multiple tasks to accomplish. How would you prioritize the tasks? Boston University Choose to Manage Program | 40 Boston University Talent Acquisition | 40
Effective Questioning Techniques Rapport building questions - Do you think it will ever stop raining? Open-ended questions - What do you like about your current job? Closed questions - How many years have you worked in healthcare? Boston University Choose to Manage Program | 41 Boston University Talent Acquisition | 41
Effective Questioning Techniques Contrary evidence questions - You mentioned you work hard to build your customer service team. Can you tell me about a time when it didn t work? Silence - It s okay. Take some time to think about it before you answer. Boston University Choose to Manage Program | 42 Boston University Talent Acquisition | 42
Interview Agenda Give candidate opportunity to ask Questions Describe job & organization Ask for references that verify job performance Describe interview process (& highlight next steps) Escort candidate out Private Location, free from interruptions Greet candidate Establish rapport Set agenda for the day Announce note-taking Prepare questions Probe to clarify understanding * Adopted from Selection Process: Sample How To s and Tools for Success by HR Consultant Donna Angelico Boston University Choose to Manage Program | 43 Boston University Talent Acquisition | 43
Take Notes Inform the candidate that you will take notes Write down positives and negatives Use key words and phrases to remember Code key facts with * After interview - evaluate behaviors Make sure your conclusions have supporting examples Boston University Choose to Manage Program | 44 Boston University Talent Acquisition | 44
The Dos of Interviewing Do ask all candidates the same questions Do use the Interview Guide Do find out type of work environment/management style candidate prefers Do engage multiple members of current staff for interviewing What questions can you ask in an interview? 1. Would I ask all candidates this question? 2. Is it relevant to the job they will be performing? 3. Does it have the effect of being discriminatory? Boston University Choose to Manage Program | 45 Boston University Talent Acquisition | 45
At the End of the Interview Review notes to see if you need any more information Provide an overview of position and role in organization DO NOT provide feedback that could be interpreted as an implied promise of employment Verify that candidate is interested in position Elicit questions and provide answers Explain interview process and next steps Thank the candidate for coming Escort the candidate to the next interviewer Boston University Choose to Manage Program | 46 Boston University Talent Acquisition | 46
Evaluating objectively Checking References Making the contingent job offer Conducting the Background Check STAGE THREE: SELECTION Boston University Choose to Manage Program | 47 Boston University Talent Acquisition | 28
Evaluate Candidates Understand selection criteria in advance Complete assessment while interview is fresh in mind Assess candidate s responses in all selection areas Compare to skill proficiency levels Base conclusions on facts, examples and observations Identify strengths and limitations in each area Note areas of weakness or weak data for discussion Participate in interview team discussion * Adopted from Selection Process: Sample How To s and Tools for Success by HR Consultant Donna Angelico Boston University Choose to Manage Program | 48 Boston University Talent Acquisition | 48
The Selection Process Component Steps Prepare the job offer Notify Talent Acquisition Specialist when approaching a finalist(s) If external candidate, Talent Acquisition will reach out to schedule HR Interview Discuss details of the offer with your TAS and if applicable with Business/Finance office i.e. salary expectations, start date, etc. Manager needs to complete the Position Offer Detail Form Check References Reference checks can be done by manager or TAS; part of TAS Service Level Agreement Complete at least two external references If internal finalist, the finalist s direct Supervisor must supply you with a written reference, which should then be forwarded to your Talent Acquisition Specialist Use Reference Check Form a written summary must be sent to HR Boston University Choose to Manage Program | 49 Boston University Talent Acquisition | 31
The Selection Process Component Steps Make the contingent job offer Only Human Resources can extend an offer of employment The Contingent Offer is pending Background Check HR will submit the Background Check Conduct Background Check Background checks must be conducted for all employees - may take up to 2 weeks Certain positions may require CORI/SORI checks Plan accordingly! Finalist cannot start in the position until the background check is completed and approved by HR Boston University Choose to Manage Program | 50 Boston University Talent Acquisition | 32
