Job Evaluation / Compensation Specialist

at  University of Waterloo

TERM: 1 YEAR

The Job Evaluation / Compensation Specialist supports the Manager, Compensation with the design, implementation, and maintenance of the University’s compensation structures and Staff salary administration. The role focuses on a deep understanding of the nature of work and organizational structure of Staff positions as well as position management for all employee groups and supporting systems. Contributes to the achievement of Human Resources’ goals including the delivery of professional services to the community.
Responsibilities:

Remain Current and Conversant with Compliance Requirements, Trends, and Best Practices

• Maintain awareness of legislation, regulations, and standards related to area of responsibility to ensure compliance
• Maintain awareness of best practices and emerging issues related to area of responsibility
• Participate in professional development to aid in ongoing knowledge and skills acquisition
• Maintain a strong grasp of the compensation landscape in the higher education sector (primarily in Ontario but also research-intensive institutions nationwide) responding to information requests, and networking with peers
• Participate and complete Compensation surveys, collaborating with others in HR as required to fulfill data requirements requested; analyze aggregate results and proactively identify trends or issues relative to the target market competitive position

Responsible for the analysis of Staff positions and internal value/job grade assignment

• Collaborate with managers of Staff positions and colleagues within Human Resources, to collect documentation and supporting context required to commence analysis of positions
• Works in collaboration with Workforce Planning on major restructuring of departments and reorganizations providing input and institutional context as it relates to job architecture
• Conduct thorough analysis of position documentation and corresponding context (e.g. organizational structure) to assess the relative value within the institution, in accordance with the established process:
• Review new job descriptions and material changes associated with revised job descriptions
• Research and analyze comparable positions within the institution and determine relevance
• Conduct interviews with the incumbent (if any), manager, and senior leadership to ensure a thorough understanding of the institution’s need for the position, job content and requirements
• Complete the analysis using the Hay point factor system to determine the appropriate grade (uphold confidentiality of corresponding job points)
• Relay results to the manager of the Staff position and department leadership, with supporting analysis and rationale with recommendations for salary adjustments or stipend assignment
• Complete administrative documentation and maintain an auditable file; initiate updates to employee records to ensure accurate job grade, if required
• Provide guidance to manager of Staff positions relative to pay adjustments appropriate for some job analysis outcomes (i.e. through internal equity reports and salary/stipend recommendations)
• Process timely and accurate Staff pay changes (base salary, stipends, one-time payments) in Workday, collaborating with HR colleagues as required
• Maintain finalized job descriptions and filing system for the organization, which includes updating the job description website and job architecture within Workday
• Maintain tracking database for the historical record and knowledge transfer
• Develop, test, and implement improvements to job analysis processing through facilitated meetings with key stakeholders to meet the needs of all users

Responsible for maintaining the job architecture of Staff positions and position management for all employee groups

• Maintain an accurate and current job architecture framework for Staff positions – including job family group, job family, career track, job level, job title, and position titles
• Collaborate with others in the institution to ensure that the Staff job architecture accommodates growth and reflects the breadth and depth of the nature of work required by Staff employees; assist HR colleagues, and department managers/leaders, with organization structure support
• Assign National Occupation Classifications (NOC) to all positions for government reporting (contribute to employment equity data management) and immigration purposes
• Maintain positions and organizational structure within Workday, including job grades and position information
• Responsible for the maintenance and upkeep of job profiles and codes, which includes activation/de-activation of new job codes, creating new job codes
• Develop, test, and implement improvements to position management

Documentation and Communication of Compensation Arrangements

• Update information on the HR website, ensuring change management principles are adhered to through time; maintain communication and training materials in area of responsibility and liaises with HR colleagues as required to ensure understanding of current arrangements
• Adhere to work-related documentation and instructions, including collaboration with Staff managers and colleagues within HR to gather information necessary for accurate job analysis
• Provide Staff managers and HR colleagues with guidance on appropriate salary and/or stipend decisions taking into consideration internal equity and incumbents’ skills and experience at appointment, promotion, temporary reassignment, secondment, reclassification, or career path progression and the corresponding timelines for pay adjustments
• Advise and consult HR Partners to ensure consistency in practice, to collect, write, review, and maintain job descriptions with a view towards consistent and accurate depiction of the work required from positions
• Provide high-level customer service to clients through prompt and effective guidance and assistance related to job design and description development

Other duties as required

• Maintain a record of activity to track achievement of service standards and delivery
• Accountable for identifying and implementing continuous improvement initiatives within established area of responsibility
• Participates in special projects to ensure that effective, efficient, and compliant processes and practices are developed and maintained with a continuous improvement lens
• Participates in HR cross functional review of processes and procedures; participates in implementation and roll-out of new initiatives

Qualifications:

• Undergraduate degree or equivalent required. Consideration will be given to candidates with equivalent education and experience who possess advanced computing skills.
• Human Resources post-graduate designation and/or Certified Compensation Professional (CCP) designation or working towards a designation is preferred
• Certified Human Resources Leader (CHRL) designation from the Human Resources Professionals Association is an asset
• 3-5 years of progressive experience in a Human Resources role, with exposure to compensation and in particular, job architecture and analysis
• 2+ years of compensation (job architecture and analysis) experience required for working level
• Working knowledge of Ontario’s Employment Standards Act, Ontario Pay Equity Act, and other relevant legislation
• Strong knowledge of University Policies, Procedures, and Guidelines, particularly those related to compensation practices, job evaluation methods, and salary administration
• Excellent oral and written communication and interpersonal skills
• Strong customer service focus with an ability to deliver services on a timely and thorough basis
• Ability to multi-task and prioritize work through excellent planning and organization skills; accuracy and attention to detail in work, proven analytical, problem-solving, and critical thinking skills
• Familiarity with compensation software and systems; experience with Workday and advanced skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams, Outlook) with demonstrated experience with relational databases

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935

Responsible for the analysis of Staff positions and internal value/job grade assignment

• Collaborate with managers of Staff positions and colleagues within Human Resources, to collect documentation and supporting context required to commence analysis of positions
• Works in collaboration with Workforce Planning on major restructuring of departments and reorganizations providing input and institutional context as it relates to job architecture
• Conduct thorough analysis of position documentation and corresponding context (e.g. organizational structure) to assess the relative value within the institution, in accordance with the established process:
• Review new job descriptions and material changes associated with revised job descriptions
• Research and analyze comparable positions within the institution and determine relevance
• Conduct interviews with the incumbent (if any), manager, and senior leadership to ensure a thorough understanding of the institution’s need for the position, job content and requirements
• Complete the analysis using the Hay point factor system to determine the appropriate grade (uphold confidentiality of corresponding job points)
• Relay results to the manager of the Staff position and department leadership, with supporting analysis and rationale with recommendations for salary adjustments or stipend assignment
• Complete administrative documentation and maintain an auditable file; initiate updates to employee records to ensure accurate job grade, if required
• Provide guidance to manager of Staff positions relative to pay adjustments appropriate for some job analysis outcomes (i.e. through internal equity reports and salary/stipend recommendations)
• Process timely and accurate Staff pay changes (base salary, stipends, one-time payments) in Workday, collaborating with HR colleagues as required
• Maintain finalized job descriptions and filing system for the organization, which includes updating the job description website and job architecture within Workday
• Maintain tracking database for the historical record and knowledge transfer
• Develop, test, and implement improvements to job analysis processing through facilitated meetings with key stakeholders to meet the needs of all user

Responsible for maintaining the job architecture of Staff positions and position management for all employee groups

• Maintain an accurate and current job architecture framework for Staff positions – including job family group, job family, career track, job level, job title, and position titles
• Collaborate with others in the institution to ensure that the Staff job architecture accommodates growth and reflects the breadth and depth of the nature of work required by Staff employees; assist HR colleagues, and department managers/leaders, with organization structure support
• Assign National Occupation Classifications (NOC) to all positions for government reporting (contribute to employment equity data management) and immigration purposes
• Maintain positions and organizational structure within Workday, including job grades and position information
• Responsible for the maintenance and upkeep of job profiles and codes, which includes activation/de-activation of new job codes, creating new job codes
• Develop, test, and implement improvements to position managemen

Other duties as required

• Maintain a record of activity to track achievement of service standards and delivery
• Accountable for identifying and implementing continuous improvement initiatives within established area of responsibility
• Participates in special projects to ensure that effective, efficient, and compliant processes and practices are developed and maintained with a continuous improvement lens
• Participates in HR cross functional review of processes and procedures; participates in implementation and roll-out of new initiative