University of St. Thomas

Job Matrix Q & A’s

1) What’s a job matrix?

In short, it’s a tool that charts a progression of job levels within a job family. Examples of job families with various job levels are program manager, development officer, administrative assistant or accountant. The matrix lists job levels and the corresponding job requirements, usually in terms of necessary experience, skill, experience, education, duties, etc.

2) What is the purpose of a job matrix?

Job matrices benefit St. Thomas employees, managers and Human Resources in our staffing, compensation and employee development process. Job matrices help us:

• Define requirements when we recruit candidates for openings
• Define the progression of jobs in an employee’s career and development path
• Determine the appropriate pay grade and compensation levels during job evaluation
• Define the expected standards for employee performance
• Match our jobs to similar ones in our market surveys in order to insure the right pay levels

3) Who was involved in the development of the job matrices?

Job Matrix Teams were created consisting of four to six current employees performing the job, as well as assigned supervisors, managers, HR partner, and Compensation. These experts were identified and selected with the help of the HR Partner and Department Managers. Considerations for selecting Job Functional Experts:

• Experience in as many levels of the job family as possible
• Representation from different departments and divisions across the university

4) Does this new system have any affect on salary increases?

Departments may apply this tool in developing new positions and in reviewing their current structures. The intent of the job matrix is to 1) streamline processes, 2) provide the tools for Department manager to accurately identify appropriate grades/levels for the described work and 3) determine appropriate salary as defined by the grade.

5) None of the descriptions match my job?

The job matrix is not meant to capture the unique details or titles of each position, but rather to describe the core attributes. Job matrices are intended to provide a guideline/ tool. The job matrices identify, in a table format, the core attributes generically, for various job factors including duties, scope, education/experience, and skills. This tool will be helpful to managers for use in identifying an appropriate job level for a particular position. In addition, an employee can identify the level of competence required to progress from one level to the next.

6) Is the next level in my job matrix attainable and how do I go about getting there? I think I should be at different grade level. What do I do next?

Talk to your supervisor about your current abilities, your department needs, and possible career advancement opportunities. If supervisor is not able to address your question, contact your HR partner and/ or Compensation. The next level may not be attainable within your current department. It may be necessary to attain the skills and experiences required in the next level and then look for opportunities in other areas of the University.

7) Who makes the final decision regarding the job level and grade approved for my position?

The University Compensation Department analyzes all classification review requests, conferring with the HR Partner, appropriate supervisor and/or the employee throughout the process. A recommendation is made to the department with final approval being with the VP of the division.

8) Where can I find the Job Matrix for my position?

The completed Job Matrices are located on the Compensation - Matrices page.

December 2004