3What is a job analysis?A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job.The job analysis may include these activities:reviewing the job responsibilities of current employees,doing Internet research and viewing sample job descriptions online or offline highlighting similar jobs,analyzing the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position,researching and sharing with other companies that have similar jobs, andcommunicating the most important outcomes or contributions needed from the position.
4Factors to consider in job analysis Labor Market ResourcesEquipment or Work Process AlternativesCompeting Demands for Funds and SpaceOverall Goal or Program PrioritiesReorganization of Current Work Responsibilities
5What to outline in your Job analysis? What are your staffing needs?Where will this position fit within your current organizational design?Why will the job exist?What are the qualifications needed?What are the mental/physical tasks that will be involved with this position?What are the methods and or equipment that will be used?
7What is a job description? Snapshot of a specific jobLegal documentSets clear expectations for the employeeProvides an opportunity to clearly communicate your organization’s directionTells the employee where he or she fits inside of the big picture.Helps organization employees, who must work with the person hired, understand the boundaries of the person's responsibilities.
8What resources should I use? Job analysis informationOther staffExternal sources (i.e outside agencies, websites, professional requirements)Existing job descriptionsCompetency Profile (only as a guide- do not copy word for word!!)If reclassifying a position, use the current employee as a resource.
9Basic Components of a job description These are the basic components of the job description:Overall position description with general areas of responsibility listed,Essential functions of the job described with a couple of examples of each,Required knowledge, skills, and abilities,Required education and experience,
10Components of the ecu job description Identifying Information (i.e. department, work hours, etc.)Primary Purpose of the Organizational UnitPrimary Purpose of the PositionChange in Responsibilities or Organizational RelationshipDescription of WorkCompetenciesPreferred Education and ExperienceADA ChecklistOrganizational ChartYou will talk about all of these in your training at this time. Explain what goes in each and why it is important.
11Primary purpose of the organizational unit A general description of the organizational unitDescription of the programs and services to be provided
12Primary purpose of the position Summary of the job responsibilitiesBrief paragraphNo specific details of responsibilitiesOverall objective of the positionExample: Under the general supervision of the department head, provides a broad range of secretarial and office management services in support of teaching, research, and administrative functions of the department.
13Change in responsibilities or organizational relationship Organizational changes, restructuring, change in dutiesBe specificHow does it affect position?How does it affect relationships within the unit?Example: Due to the restructuring of the department, this position will now be assigned budgetary functions to include various line item accounts such as travel, equipment, and supplies. These functions were previously assigned to position , Accounting Technician Contributing. Position will not be filled and will be abolished.
14Description of work Detailed description of duties to be assigned Related to competencies requiredDiscuss supervisory responsibilities, complexity, accountability, etc.List in order of importancePercentage of time assignedIndicate how this will be measured
15competencies Brief summary of the competencies needed for the position List technical, educational, managerial, physical, etc.Do not copy description of work or competency profileExample: The employee must be able to work effectively with people in a constantly changing environment, communicate clearly with others, be comfortable training users, and have considerable knowledge and understanding of computer technology and how it relates to libraries. He/she must possess a thorough knowledge of operating systems, and the capabilities and limitations of computer and peripheral equipment. In addition, he/she must have a thorough knowledge of the principles and techniques of computer applications and documentation; the ability to comprehend, analyze, and interpret programming needs.
16Preferred education and experience Must be no less than Minimum T&E for ClassMay include specific certificationsMay include specific training or skillsExample: Additional training and experience include one year programming experience with a working knowledge of at least one high-level programming language such as C++, Cold Fusion, C#, or PHP; working knowledge of relational database systems such as MS SQL, Oracle, MySQL, or Sybase; web development experience; knowledge of designing relational databases, HTML programming experience; experience in an academic library preferred.
17When should you review/ update your job description? Job ChangeNew LeadershipPrior to Posting Vacant PositionReorganizationShould be reviewed every year during annual evaluation period to assess changes