Sounds great, Brian. You have regular meetings in place. So everyone knows there is a forum for learning what's new at the school and hopefully it is a place to present ideas and solve problems. Do you discuss issues such as customer care and how to distinguish your school from your competition? How everyone is responsible for student success and satisfaction? And do departments report to each other so, for example, admissions knows what is going on in placement? Most schools and businesses as well fail to have regular meetings. You are on a great track. Thanks, Susan
Essential components are clearly defined roles and responsibility. Accountability can also be defined and how that individuals job supports the overall mission of the organization. The direct supervisor should also be mentioned so that the employee knows the reporting structure for their position.
Hi Nadine, Yes. It's very important that the new employee understand where they fit into the structure of the organization. They need to know who they report to and if they supervise anyone. New employees have a lot to focus on. So it may not be possible for them to understand where any more than their basic roles and responsibilities. But reminding them helps as they get oriented to the new job. Thanks, Susan
In a small organization, job descriptions usually falls on the person who does the hiring/personnel, the problems lies that because employees perform multi-task functions,sometime you have to assigned several job description. On the positive job description can be used to set goals and expectations.
In a small organization, job descriptions usually falls on the person who does the hiring/personnel, the problems lies that because employees perform muti-task functions,sometime you have to assigned several job description. On the positive job description can be used to set goals and expectations.
Very good observation, Margaret. It is true that in a small school one person might hold two positions. Also each person might have to perform all tasks. So you might start by listing all the jobs and what the person has to do regardless of who holds the position. In that way your policies and procedures and form manual will be complete and everyone will be able to be cross trained. Thanks, Susan
Dr. Schultz,
I like what you said about having the job description match the evaluation form. I've been in management just over 4 years now. We have our employees do self evaluations based on how well they've met their key performance objectives for the year. The KPOs for our department could align better with the job descriptions that we have in place.
Hi Melanie, Thanks for your comments. This also points to continually assessing the job description. Does it line up with the level of the position, the needs of the department and school, and any regulatory requirements. Are there duplications in efforts? Lots to learn from staff and their self assessments too. Susan
Human resource management has been one of our toughest points to deal with. Finally we gave up and we hired a human resource specialist to deal with this subject. Although things have improved, we notice that managing people in the IT department is still hard to regulate. How do you suggest we could help our HR person in this matter?
Hi German, Interesting situation. Hard to comment without a lot of information. First it is important to understand what is going well with employee hiring, management, and evaluation at your school. Are they happy and satisfied? If yes or if no, what is happening and what can be changed. An HR specialist is great for a school if they first talk with everyone and get an idea of the level of satisfaction and productivity. Only with information and communication can change be made. We suggest that the focus of HR is happy, satisfied employees who are imbued with a sense of providing great customer/student service. Best wishes, Susan
It is mostly regarded as individualized tasks when we speak of an employee job description. Although I do think this is necessary for responsibilities and expectations to be completed, there should be an incorporation of teamwork also. As long as each person knows their role in the team, tasks will be met much more efficiently.
Good points. Yes, what are the tasks and resonsibilities? Who does the employee interface with and what is the culture of teamwork, sharing, and brainstorming? We believe that the job description can be so clear that anyone can take over when someone is absent. Also when writing job descriptions and comparing them with the rest of the staff, it is easy to see where there is duplication of work or where some tasks are not getting done. Thanks, Susan
since we are a small staff and are in the process of planning and transformation we are sharing some hats, i am the director of education i handle and manage my sales reps, and help with marketing and admissions, kathy is my recruitor and adminstrating staff as well as a teacher part time.i am also the director of student services dealing with complaint policies and procedures as well as placement.bookeeping is an outsource at our headqaurters but may soon a=have to be integrated which i will need a staff person for.i have a two peopel training to take over part time teaching so we can reorganize and facilitate thing more comfortably . all of our staff memeber are taking courses as we speaking and being reevaluated to move up the ladder and get ready for growth.
Sounds very challening Kristen. We recommend that the maximum number of key positions one person can hold is only 2. And that's a lot. Students enroll in your school to get training to get a job. That obligates you to offer the best training, provide the best student servicing, including placement, and have great operations and policies and procedures in place. In addition, to keep your school going you need a great admissions team. Right now, key positions to achieve these results, are being handled by very few people at your school.Something is going to suffer. And my guess is it will be the students. And then the school. If students are not successful and if grads don't get jobs, you'll have issues with your regulatory bodies. And your enrollment will fall. Some things to think about it. Susan
it formalizes the infrastructure and destiguishes a way to get work done , i think it also helps to organize the work needed to be done , by using peoples attributes . like for example are small school needs an organizational picture so we dont double up work. so we can share work more effectively . i am not at all well veresed in secretary like duties where my partner is very organized and enjoys it. I have learned so much from this course and printed it all out and put it in a file so i can keep referring back to it.
THE SCHOOL ONLY HOLD A MAXIMUM OF 25 STUDENTS AT THIS POINT SO THE JOB THE HATS ARE NOT TO BURDENED, BUT AS WE GROW ,i will need more staff, and that is in the works .We do share work with our main headqaurters but many changes are being made to make us more independant including adding some very specific staff in key positions to help us move forward. Yes following up and my placement charts are in the works and my statistics are not substandard to accreditation. But i agree 100% a person to just focus on students follow and placement would be a great addition.
HI Kristin, While you are small this is a perfect time to get your org chart and policies and procedures in perfect condition. Once you are busy with lots of students and related issues you will not have time. While small it is important to build a very strong foundation. A solid foundation is the only way it is possible to grow. For now, perhaps you can benefit from cross training. My guess is everyone is called on to do everything! Good luck, Susan
Hi Kristen, Glad the course has been helpful. Running a school with few on staff is always a challenge. But you can all be cross trained. And you are right - pay attention to each person's strengths - what they do best. Then they can teach the others as well. And certainly look for where work is being duplicated. And even work that may not have to be done at all!! Thanks, Susan
I believe that the job description should include
* Overall position description with general areas of responsibility listed,
* Major responsibility rolls are to be emphasized
* Essential functions of the job described with a couple of examples of each,
* Required knowledge, skills, and abilities,
* Required education and experience,
* A description of the work environment.
If all the roles are defined clearly in the job description than there is no way that they will have an excuse of not meeting the expectations.
Hi Robert, Good thinking about job descriptions. You might want to add the kind of results you are expecting. Also who the person relates to or works with at the school. Once you do this you might want to also look at the job responsibilities of everyone else on the team. Is there overlap? Duplication? Can anything be eliminated? It is always interesting when looking at org charts and job descriptions. thanks, Susan
