Career Roadmap - Position Mapping Guide
Career Roadmap:Position Mapping GuideFor HR, Managers and EmployeesAugust 1, 2019For more information visitCareer Roadmap Position Mapping WebpageHR.OSU.EDU1590 N. High Street, Suite 300 Columbus, OH 43201͒ 614-292-1050
TABLE OF CONTENTSPosition Mapping Guidelines. 3Mapping Hints . 5Titling Approach . 7Supplemental Guidance (Administrative Assistants) . 82
IntroductionThe purpose of this document is to provide guidance in the review and validation of how existing positionsat Ohio State are mapped to the new Career Roadmap framework. Follow the steps outlined below andmodify the process as needed based on your college or unit.Pre-Validation t Leaders¾¾Employees¾¾Conduct a broad review of the new functions and subfunctions and familiarizeyourself with the Position Mapping Validation Tool ahead of the manager reviewperiod.Plan and communicate how the Position Mapping Process will work for yourcollege or unit.Set communication cadence and timeline with your groups.Familiarize yourself with the tools available to perform the validation including theCareer Roadmap Fundamentals eLearning.Understand the expectation of the Position Mapping process and ask your HRPartner questions as needed.Communicate the initiative to your direct report(s) and address questions.Collaborate with your employees and gather information regarding their job dutiesfor a full understanding of the position you are validating. Use tools like the PositionAssessment Form on the Position Mapping web page, if needed, or leverage anexisting position description if there has been a recent update.Familiarize yourself with the tools available on the Position Mapping web page tohave a dialogue with your HR partner.Work with your Senior Human Resources Professional (SHRP) or WMC BusinessUnit Director (BUD) to review the process on how to review mapped positions inaggregate for your college or unit.Create alignment to ensure accurate mapping.Understand the Career Roadmap initiative and timeline by visiting the CareerRoadmap Website. Take the Career Roadmap Fundamentals eLearning for acomprehensive overview of this project.Provide your manager with an overview of your role using the Position AssessmentForm on the Position Mapping web page, if requested by your manager.Validation StepsLet’s get started: Position Mapping Validation ToolManagers and HR professionals, once you enter the Position Mapping Validation Tool, you will see yourdirect report(s) and/or the employees you support listed. Their new job code will be populated by HRCompensation. You will review four primary components: Function, Subfunction, Band and Level.3
xStep 1: Ensure that the visible function and subfunction match the primary duties of the role.Descriptions for the function and subfunction can be found in Ohio State’s Job Catalogon the Position Mapping web page.Tips:x¾Focus on the position, not the individual who is currently in the role.¾Consider the core responsibilities required in that position and where the majority of timeis spent.¾Ask yourself if the position description matches at least 70% of the responsibilities andqualifications required to perform the job.¾If your department or function is in the middle of a reorganization, please map theposition with the future state in mind.Step 2: Validate that a) the Career Band selected accurately represents the position and b) therole is defined correctly as either an individual contributor series or people leader series.Descriptions of Career Bands and Levels are found in the Career Band and Level Guideon the Position Mapping web page.Tips:¾¾xIn order to be assigned to the Managerial Career Band, a position must have a minimumof three employees directly reporting to it. This may be comprised of:o Three or more faculty or staff direct reportso 12 or more student employees (undergraduate or graduate)o Combination of faculty, staff and students, considering students in a 4:1 ratioo Please note that students are not included in the Position Mapping toolThe Clinician Career Band is generally reserved for individuals in the clinical field withlicensure and/or potential certification.Step 3: Confirm the Career Level represents the appropriate level of knowledge, complexity andinteraction for the role. Further information found in the Career Band and Level Guide.Tips:x¾Selecting the career level for each position is a critical step in the process. Managersshould not attempt to promote their employees through the mapping process by inflatingthe career level. This could have a negative impact on employees by limiting lateropportunities for an increase in career level and associated pay increases.¾S6 and M5 Bands and Levels should be used sparingly. These levels are not prevalent inthe market as they are considered to have the highest level of knowledge, skill,experience, influence, etc. For this reason, consider a selective approach when mapping.¾For IRP (Internal Resource Pool) employees, the band will be mapped as “IRP” toindicate the status.Step 4: Based on the approach set within your college or unit, confirm the pre-populated informationor suggest a new mapping to your HR partner.The Position Mapping process will take approximately 18 months to review and communicate theapproved changes. After the manager and HR validation, there will be a series of calibrations completedat the unit level as well as by institutional leaders. This may result in further questions that will need4
additional alignment. We thank you for your participation in this ongoing process.Mapping HintsHaving trouble finding the right job? Look below for mapping hints. This section will provide clarity onwhere to look for certain jobs that may not be found easily within the Ohio State Job Catalog. If you arestill unable to find a specific job, please route your question to your HR partner.If you’re looking for Look in this Function and/or SubfunctionAccess Control and ID ProcessingSecurityAdministrative Assistance & ExecutiveAdministrative AssistanceBusiness Planning and OperationsAnesthesia TechAnimal RadiologyApplication Developer (Enterprise Applications)Application Developer (non-Enterprise applications)Art, Music TherapistAssistant Dean (staff)ATC Physician ExtenderAthletic TicketingAutomated Transport SystemsCommunity OutreachContract ManagementContract OperationsCredentialingData AnalyticsData Analytics ScienceDatabase Administrator (Enterprise Applications)Database Administrator (non-Enterpriseapplications)Dental Assistants, Dental Hygienist and Dental LabTechnicianClinical SupportAnimal Health and CareEnterprise Applications DevelopmentApplications DevelopmentSocial and Behavioral Health ServicesBusiness Planning and OperationsClinical SupportSales and Customer ServiceSupply ChainBusiness Planning and OperationsLegal, Compliance and Government AffairsSupply ChainHealth Care AdministrationBusiness Planning and OperationsBusiness Planning and OperationsEnterprise Database AdministrationElectronic Learning DevelopmentEmergency Management and PreparednessEducationSecurityEngineering Jobs: (Biomedical Engineering, CivilEngineering, Electrical Engineering, FacilitiesEngineering, Linear Accelerator Engineering,Mechanical Engineering, Radiology EquipmentEngineering, Data Engineering, EndpointEngineering, IT Process Engineering, SolutionsEngineering)Database AdministrationAllied Health SpecialtiesFacilities, Engineering and Acquisitions Function&Information TechnologyEnrollmentEnvironmental SustainabilityFacilities Project ManagementAcademic AdministrationFacilities Engineering and AcquisitionFacilities Engineering and AcquisitionGeneral Services Assistant (Nisonger CenterSponsored Program)Sales and Customer Service Function - General ServicesSubfunction - T1 Band & Level5
If you’re looking for Health Data AnalyticsHospitality Management jobsHRIS - Human Resource Information SystemInfection PreventionLook in this Function and/or SubfunctionHealth Information ManagementSales and Customer ServiceHuman ResourcesQualityInformation AssociatesThese titles may be found under various titles within anyfunction depending on their dutiesInterpreter (Medical)Interpreter (Non-Medical)IT Project managementMedical Information CodingMedical Records ManagementOffice Admin AssociateOffice AssociateOptometryPastoral CarePatient Revenue CycleHealth Care AdministrationStudent LifeInformation TechnologyHealth Information ManagementHealth Information ManagementBusiness Planning and OperationsBusiness Planning and OperationsAllied Health SpecialtiesSocial and Behavioral HealthFinancePayroll, Payroll Timekeeping and Absence, PayrollAccountingFinancePerfusionProcess EngineersAllied Health SpecialtiesQualityProgram Titles (i.e. Program Managers, ProgramCoordinators)Program titles may be found under specific titles within anyfunctions depending on their dutiesProject ManagerBusiness Planning and Operations (General ProjectManagement)Provider RelationsReporting and AnalyticsRespiratoryRisk ManagementSpecial Events Assistant 1 - RedcoatsSpecial Events SupervisorStatistics and BiostatisticsSterile SupplyStudent recruitmentSurgical TechnologistSustainabilityTrademark and LicensingULAR (University Lab Animal Research)Unit Clerical AssociateUser ExperienceUser InterfaceVeterinaryVideographerVolunteer Program ManagementHealth Care AdministrationBusiness Planning and OperationsAllied Health SpecialtiesLegal, Compliance and Government AffairsSales and Customer ServiceSales and Customer ServiceResearch and ScholarshipClinical SupportAcademic AdministrationClinical SupportEnvironmental Health and SafetyLegal and ComplianceAnimal Health and CareClinical SupportMarketing CommunicationsInformation Technology & Marketing and CommunicationsAnimal Health and CareCommunications and MarketingBusiness Planning and Operations6
Titling ApproachCurrent titling practices are inconsistent across the institution. Many titles do not accurately reflect thework an individual does, are too broad or may not appropriately reflect the scope of work. In someinstances, current titles don’t align with industry norms. These challenges can cause confusion forexternal candidates and make it difficult for current employees to see clear career paths.Career Roadmap titles were created to provide internal consistency, clear ties to the career frameworkand a common language to describe jobs across the institution. Career Roadmap may also reflectprofession specific titles; this is often the case for clinical, health system jobs.When necessary, working titles will remain an option in order to:x Provide a more relevant or specific job titlex Describe work performed more accuratelyx Facilitate business communicationsx Reflect professional or industry normsWorking titles won’t be changed during position mapping. Rather, working titles can be changed as part ofa Workday business process after the Workday go-live. In Workday, positions will have both a job profiletitle and job posting title. The job profile title will be the formal Career Roadmap title (i.e. the classificationtitle) which is impacted by this initiative. The job profile title and posting title should match wheneverpossible. Guidance for when a working title may be appropriate and what type of variation is acceptablewill be provided closer to the Workday implementation date.Below are examples of the standard Career Roadmap Job Profile Titles:CareerLevelTypical TitleAlternate Title OptionsM1M2M3M4M5Associate ManagerManagerAssociate DirectorDirectorSenior ior AnalystConsultantSenior ConsultantPrincipal ConsultantRepresentativeSenior RepresentativeLiaisonSenior LiaisonArchitectOfficerSenior OfficerAdvisorSenior Advisorprofession specific (e.g. Designer, Developer)profession specific (e.g. Senior Designer, Senior Developer)T1T2T3T4Assistant or AideCoordinatorSenior CoordinatorLead CoordinatorTechnologistSenior TechnologistLead TechnologistTechnicianSenior TechnicianLead TechnicianAgentSenior AgentLead AgentSenior ManagerAssociateSenior AssociateLead AssociateOperatorSenior OperatorLead OperatorThe position mapping process will result in Career Roadmap titles for all in-scope positions. Forquestions, please reach out to your designated HR partner for this project.7
Supplemental GuidanceAdministrative assistants and executive administrative assistants are found throughout the organization.To facilitate consistency in assigning career levels, supplemental guidance has been provided. Thisguidance is patterned after the career level guides, is illustrative in nature and is intended to demonstratehow work may scale from entry to lead positions. Not all administrative assistant positions will beassigned these exact responsibilities. Please note that this guidance is a supplement to the Technicalcareer level guide—not a replacement of the guide. This supplemental guidance applies only to theAdministrative Assistance and Executive Administrative Assistance subfunctions.Administrative AssistanceAdditionalT1DimensionsClients Supported Front desk or small group of staff(Typical)ApplicationsLight use of calendaring software,spreadsheets, and some data entryT2T3May cover front desk and group of staffand mangersUses calendaring software; learning andusing basic functions of timekeeping,travel, expense, payables, andprocurement systems.Group of staff, managers and directorsVery knowledgeable with calendaringsoftware; knowledgeable withtimekeeping, travel, expense, payables,and procurement systems.Directors and managers or large, visibledepartmentExpert user of calendaring software; veryknowledgeable with timekeeping, travel,expense, payables, and procurementsystems.Learning about reports and data fordepartments.May provide answers or researchquestions on the process or system use.Department point of escalation forprocess or system questions.May provide reports and data fordepartments.ConfidentialityMay be exposed to some confidentialEncounters some confidential documents Exposed to sensitive discussions orand Relationships materials or documents.or materials.issues. May attend meetings and takeminutes. Exercises confidentiality andIs provided structured work assignments. Building relationships with support staff tact.to help accomplish work.Maintains relationships with support staffIs provided structured work assignments to facilitate accomplishing work.but may offer suggestions.Anticipates leaders' needs and seeksguidance on next steps.Special ProjectsT4May provide support to others who haveplanned an event including set up,teardown, etc.Provides support to others who haveplanned an event and may lead set up,teardown, etc.May provide support for communicationevents such as assembling packets,mailings, etc.May research or creates simple travelitineraries.May lead a portion of a special event;collaborates on the overall coordinationof special events including selection ofvenue, catering, etc.Creates travel itineraries.Provides support for communicationCollaborates on communication eventsevents and may lead assembling packets, and may engage with print venders, helpmailings, etc.prepare large mailings, coordinateassembly of materials, etc.Provides reports and data fordepartments.Exposed to highly sensitive discussions orissues. May take meeting minutes orserve as liaison to other leaders.Exercises great confidentiality, tact, anddiplomacy.Maintains relationships with leaders andtheir support staff to facilitateaccomplishing work.Anticipates leaders needs and takesaction independently.Leads coordination of special eventsincluding selection of venue, catering,etc.Plans complex domestic and internationalitineraries.Facilitates communication events such asworking with print venders, preparinglarge mailings, organizing the assemblingmaterials, etc.8
Executive Administrative AssistanceAdditionalT1DimensionsClients Supported Associate VP (E1) and above(Typical)ConfidentialityExposed to sensitive discussions orissues. May attend meetings and takeminutes. Exercises confidentiality andtact.RelationshipsSpecial ProjectsT2Associate VP (E1) and aboveExposed to highly sensitive discussions orissues. May take meeting minutes orserve as liaison to other leaders.Exercises great confidentiality, tact anddiplomacy.T3Associate VP (E1) and aboveExposed to highly sensitive discussions orissues. May take meeting minutes andreceive action items for completion. Mayserve as liaison to other leaders andspeak on behalf of supportedexecutive(s). Exercises greatconfidentiality, tact and diplomacyregarding matters that may impact thepublic reputation of the institution.Maintains relationships with support staff Maintains relationships with leaders and Cultivates relationships with leaders andto help accomplish work.their support staff to facilitatetheir support staff to ensure work isaccomplishing work.accomplished.Anticipates leaders' needs and seeksAnticipates leaders' needs and takesAnticipates leaders' needs and takesguidance on next steps.action independently.action independently.May lead a portion of a special event;Leads coordination of special eventsLeads coordination of special events ofcollaborates on the overall coordination including selection of venue, catering,public importance and may engage theof special events including selection ofetc.services of event planning professionalsvenue, catering, etc.and venders.Plans complex domestic and internationalitineraries.Creates travel itineraries.Plans complex domestic and internationalitineraries. Coordinates meetingFacilitates communication events such as schedules and worktime accordingly.Collaborates on communication eventsand may engage with print vendors, help working with print vendors, preparinglarge mailings, organizing the assembling May do research and basic drafts forprepare large mailings, coordinatematerials, etc.assembly of materials, etc.routine communication events such asletters, memos, correspondence, newsreleases and reports.T4Typically Cabinet levelExposed to highly sensitive discussions orissues. Takes meeting minutes and receivesaction items for completion. Serves asliaison to other leaders and speaks onbehalf of supported executive(s). Exercisesthe highest level of confidentiality, tact anddiplomacy regarding matters thatsubstantially impact the public reputation ofthe institution.Cultivates relationships with leaders anddirects their support staff to ensure work isaccomplished.Anticipates leaders' needs and takes actionindependently.Leads coordination of special events ofsignificant public importance and engagesthe services of event planning professionalsand venders.Plans complex domestic and internationalitineraries. Integrates worktime andmeeting schedule with travel; preparesreading materials and work activities toaccomplish during time away.Researches background information andprovides draft content for communicationssuch as letters, memos, correspondence,news releases and reports.9
Having trouble finding the right job? Look below for mapping hints. This section will provide clarity on where to look for certain jobs that may not be found easily within the Ohio State Job Catalog. If you are still unable to find a specific job, please route yo
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