Do Schools Still Need Org Charts and Job Descriptions? 5 Easy Steps to Preparing The Best!
BY SUSAN LAIR, Phd - CONSULTANT, Executive Coach
Organizational Charts and Job descriptions are not just for applicants. However, according to a 2021 LinkedIn survey, 63% of candidates chose not to apply for a job because they didn't know the specific skills and areas of competence needed for the position. A further 47% said they didn't apply because years of experience were not listed in the job description.
If knowing new hires' skills and competence areas are essential, could ambiguity impact teacher retention? In Kristen Linberg's NAIS November 2022 article titled, Teacher Perspective: Recognizing the Value of Staying at Your School, she says, "I've noticed that experienced teachers aren't mentoring the new or new-ish teachers like they used to—their jobs have taken on more and more duties, and there's little time to focus on folks who are early in their careers." Org Charts and Job Descriptions can help your community examine the duty creep occurring within our profession and narrow our focus again. I agree with Kristen when she says, "Our longtime presence in our communities encourages others to notice our values and to keep coming back." We, heads of school, should work as hard to keep our much loved mission-aligned employees as we do to hire them.
Organizational Chart
An Organizational Chart is essential. It is a visual description of your school.
As Head of School, you want to distribute authority and empower the educators at your school; the organizational plan communicates that distribution.
You also want to retain the best of your employees by providing a transparent way for them to move up within the school.
So, how many employees should be in administrative (out of the classroom) positions? School research indicates the sweet spot to be between 12:1 and 15:1. This ratio includes educational as well as employees in the business and advancement offices.
An Organizational Chart allows you to structure the school's employees with clear titles, lines of authority, and areas of responsibility.
Keep the head of school's direct reports between five and seven. (Possibly: Preschool, Lower, Middle and Upper School Directors, Co-Curricular Director, Business Manager, Advancement Director) Remember, your goal is to be in the school, not stuck in meetings.
2. Job Description
Position Title: Keep titles in line with industry standards. NAIS is an excellent place to check for titles because DASL reports use them. Further, your accreditation organization may have examples you can use.
Date Modified: Put the date last modified on the job description. It will help stop a lot of confusion.
FLSA Classification: FLSA, Fair Labor Standards Act, establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and Federal, State, and local governments. Employees are either Exempt or Non-Exempt, with specific rules for each. Employees need to be aware of their classification.
Reports to: The organizational chart helps employees know lines of authority, but there should be a clear statement as to whom this particular position reports.
Position Purpose: A short description of the position. The position's purpose is essential for advertisement. They help prospective applicants and other employees understand whether they would be a good fit for the position by clearly describing the role.
Work Hours: Employee work hours are in the Employee handbook, but positions have different expectations. Put work hours on their job description.
Work Calendar: Schools often use Full Year and Educational Calendars.
Vacation Designation: Various positions have different expectations concerning vacation. Be specific for Teacher, Staff, and Administrative positions. Further, the Vacation Designation is an excellent place to include black-out days.
3. Core Responsibilities
This section is also often called Essential Functions. While you may be tempted to list every task, core responsibilities are a description in list form of the areas of responsibility assigned to the position. Core responsibilities describe the fundamental nature of the job and are not a list of day-to-day activities. Daily activities and responsibilities should be placed on a separate document because they often change by season, semester, or quarter. This section is also where you will want to place a bullet reminding employees they must follow Board and School policies and the School and Employee handbooks.
List global job duties that reflect the position requirements and ensure they are not based upon the capabilities of any one individual.
Focus on the outcome of tasks.
Highlight areas of decision-making, where the position influences or impacts department, division, and school decisions
Identify areas of direct or indirect accountabilities.
Describe the level and degree of budgetary or financial responsibilities.
Include essential behaviors such as teamwork, cooperation, a positive attitude, flexibility, personal motivation, demonstrations of integrity, concern for quality, and building positive relationships.
Include responsibilities for following policies, handbooks, and school documents.
4. Qualifications and Requirements
At various times across the country, a scandal will occur relating to an educator's qualifications and requirements. Therefore, most accrediting organizations have placed proof of employee credentials as a qualification. Some of these are
Qualifications
Every school will vary, but most schools require the following qualifications:
For educators, administrative and some staff positions require a particular level of education.
A final official college transcript showing the date of graduation and the degree awarded
For Educators, a valid teaching certificate
For some administrative positions, a valid mid-management or superintendent certification
For Business, Admissions, and Fundraising positions, appropriate certifications
A particular amount of verified work experience
Resume indicating colleges attended, dates graduated, and degree awarded, and work experience
Specific skills like essential office equipment, database management, word processing, spreadsheets, and other technology utilized within the school
Requirements
Requirements vary from school to school, but most schools require:
Occasionally lift up to 30 pounds.
Successful background checks and random background checks during employment.
Work in a highly stressful environment dealing with various challenges, deadlines, and a varied and diverse array of contacts.
Regularly use near and distance vision. This position requires turning, bending, sitting on the floor, reaching, and occasionally using a ladder.
May work in varied extreme outside weather conditions during carpool, recess, and special activities and events.
A valid Certificate for CPR is renewed every two years, and yearly training for Active Shooter, Fire Safety, and Child Protective Services.
5. Signatures
I highly recommend you include a section at the bottom of each job description for signatures. As head of school, you want to know that employees understand the requirements for their position. Employees want to see the level of their obligations and areas of autonomy, influence, and personal decision-making. An example would be:
This job description was reviewed and approved by members of the administration and by the Head of School.
Supervisor Signature: ________________________________________________
The employee Signature below establishes the employee's understanding of the position's requirements, core responsibilities, and duties.
Employee: _________________________________ Date: ______________