Career Framework

What is Career Framework?

Career Framework is a way to transparently describe and organize jobs and job-related information like titles across the college. A shared framework helps employees understand their role and consider future career interests. It also helps managers support their employees’ development interests. Career Framework will replace the letter grade system that is no longer well aligned across the college or to the external marketplace.

Why are we implementing a new Career Framework?

A lot has changed both in the world and at Smith since the current job framework was implemented more than a decade ago. We recognize that our employees distinguish Smith from other institutions and we want to have tools in place that help employees understand their current role as well as future potential roles at Smith so they can be successful today and down the road. Career Framework supports each part of an employee’s journey at Smith - from how we post jobs and hire new colleagues to how we set goals, think about development, and recognize achievements.

How will Career Framework benefit employees?

Career Framework will provide employees with a pathway for achieving goals in their current role as well as developing expertise to prepare them for future career interests. Every employee will have a Job Family Group, Job Family, Job Profile, Career Level, Salary Range, and Title to help them see how they are rewarded for their work. Through use of the comprehensive Job Catalog, employees can explore ways to learn and grow.

Who was involved in designing Career Framework?

A core team of colleagues representing each President’s Team area were instrumental in the development of Career Framework. They were thought partners in drafting Job Profile summaries, aligning roles to the new Framework, and providing feedback on materials like these FAQs as examples. In addition, colleagues in ITS and College Relations collaborated on respective items, like Workday configuration and creating the website on which Career Framework materials reside.

What roles are in scope for Career Framework?

All staff roles will be part of Career Framework including casual, part-time, full-time, fixed term, and union roles. For union roles, Career Framework will align to bargaining agreements.

Will my job change as a result of Career Framework?

No, your current job responsibilities will not change due to Career Framework. Career Framework will provide greater transparency and clarity into the types of roles that exist at Smith to help you understand your current role, other roles you may be interested in at Smith, and who your peers are. If you have questions about your job responsibilities, please talk to your manager.  

When will Career Framework go into effect?

We are expecting Career Framework to roll out at the end of March 2025. If timing has to shift based on new information, we’ll update this FAQ.

Is Career Framework unique to Smith?

The specific content in our Career Framework is designed by Smith colleagues for Smith’s needs. The structure of Career Framework is based on best practices found in the broader marketplace.

How are jobs organized in Career Framework?

Jobs are defined by Job Family Group, Job Family, Job Profile, Career Level, Salary Range, and Title as outlined below.

Will positions still have job descriptions?

Yes, each position will continue to have a detailed job description. Job Profiles provide an overview or synopsis of typical work performed by positions that align to that profile, while a job description provides a more detailed list of job duties, skills, experience, and education required by a specific position.   

Where can I find a copy of the job description of my position?

You may request a copy of your job description through your manager. 

Are Career Levels the same thing as the Grades that we had previously?

No. Grades are intended to be used to assign a salary range to a Job Profile based on available market compensation data. Career Levels are being introduced as part of Career Framework and will define shared attributes of jobs across the college. Check out an overview of Career Levels.

What are Career Levels and how are they defined?

Career Levels provide shared, transparent attributes that define a job’s level. These attributes include qualities like the scope of responsibility and degree of autonomy. There are multiple nonexempt (hourly), exempt (salaried), and manager Career Levels.

Will the typical years of experience and education required for a Career Level be firm?

Years of experience and education outlined for each Career Level are what’s typical across Smith and externally. Each position will continue to have a more detailed job description that captures required and preferred qualifications like degrees and experience.

I have more years of experience and/or a higher degree than listed for my Career Level. Should I be in a different Career Level?

The Career Level aligned to a position is based on the requirements for the position. There is no maximum or upper limit on the years of experience and/or degree that an individual can hold in any position at Smith.    

How will positions with job responsibilities in more than one Job Family be classified?

Occasionally, some positions may be a blend of jobs in Career Framework. An example could be a position that manages projects for the department (Project Manager) and is also accountable for operational work of the department. In scenarios like this, the position would be aligned to the Job Profile that most closely matches the majority (i.e., 50% or more) of the position.

Who decided how positions were aligned to the new Career Framework?

Aligning specific positions to the Career Framework was a collaborative effort between managers and Human Resources.  

How are Titles evolving as part of Career Framework?

In support of the core goals of Career Framework, which include enhancing transparency and consistency across the college, we’ll have a shared philosophy and framework for Job Titles (aka “Business Title” in Workday).

The default Business Title for a position will mirror the Job Profile name omitting the Career Level.  

Example: If the position is assigned to the “Technology Specialist – E1” Job Profile, the default Business Title will be “Technology Specialist”  

Where needed, the Business Title can be updated to include clarifying information like an area of focus (i.e., Technology Specialist, Desktop Support or Technology Specialist, CRM Systems).

Can I use a more specific or different Title internally on my email signature, business cards, etc.?

In general, Titles used internally for email signatures and business cards, as examples, should mirror the “Business Title” in Workday. In rare instances, a position may have a secondary Title, in which case the secondary Title may be included on email signatures or business cards as long as the secondary title is consistent with Smith’s approach to titles. This should be approved in advance by your manager.

Can I use a more specific or different Title externally on my résumé or LinkedIn profile, for example?

While employees are encouraged to use accurate Title information on places such as their résumé or LinkedIn profile, this is a personal decision. If asked to verify employment, Smith provides the official “Business Title” from Workday.

Will pay be decreased as a result of implementing Career Framework?

No, an employee’s current pay will not be decreased as a result of implementing Career Framework.

Is it possible that a position may be reclassified from nonexempt (hourly, eligibility for overtime) to exempt (salaried) or vice versa?

Yes, based on federal requirements for what determines whether a position is eligible for overtime pay (nonexempt or hourly), there may be positions that will transition from nonexempt to exempt and vice versa.

Previously, my position had a Grade of “X,” which didn’t have a specific salary range. Will most positions have salary ranges moving forward?

Yes, most positions will have a salary range based on market analysis moving forward.

How is a salary range determined for each Job Profile?

Each year, Smith participates in multiple salary surveys administered by leading third-party survey companies that specialize in providing reliable market data. Following receipt of data from the survey companies, we match Smith Job Profiles to the comparable job(s) in the salary survey(s) to determine a salary range.     

Because actual pay in the market is typically broad, often the published salary range reflects the middle portion of pay in the marketplace as outlined below.

How is employee pay decided for a position?

A number of factors, including individual proficiency (i.e., qualifications, experience) and performance over time, influence an individual’s pay.  

• Median pay is typically for fully proficient individuals who have demonstrated multiple years of successful performance in the role.  
• Individuals who are building proficiency and/or performance in a role are typically paid below the median, and conversely, individuals with exceptional proficiency and performance over multiple years in the role are typically paid above the median.

I heard there is a set increase amount if you change positions. Is that true?

No, there is no automatic or set dollar amount or percentage increase when transferring to another position. Pay takes into consideration the market range for the job in addition to individual proficiency (i.e., qualifications, experience) and performance so that we are paying competitively and equitably balancing those factors.

Who should I talk to if I have questions about pay in my current position or another role at Smith?

Your manager is your first point of contact for information about pay in your current position. Your manager is also a resource to discuss career interests, including how to gain skills and experience to prepare you for other roles in the future.

Job Family Groups broadly group jobs that share a similar function. Every staff member is a part of one of 17 Job Family Groups that make our college successful.

Those 17 Job Family Groups are: 

• Academic Staff
• Administration
• Arts
• Athletics
• Child Education
• Collections
• College Operations
• Equity & Inclusion
• Facilities
• Finance
• Fundraising & Engagement
• Human Resources
• Information Technology
• Investments
• Libraries
• Marketing & Communications
• Student Services

Each Job Family Group has one or more job families that group jobs based on their specialty

Ex: Within the Finance Job Family Group, Accounting, Budget & Planning, and Payroll are all examples of a Job Family.

Each Job Family has one or more Job Profiles that describe the specific types of roles.  

Each Job Profile includes a short Job Profile Summary that describes the essential nature of the role. Job Profile Summaries do not replace more detailed job descriptions.

Ex: Within the Accounting Job Family, there are Accounting Specialist job profiles.

Career Levels describe the level of each role based on its attributes, such as complexity, scope, and degree of autonomy. Every Staff role at Smith is assigned a Career Level that includes:

• A letter to indicate the role’s classification:
  • N: An individual contributor who is Nonexempt, or who is eligible for overtime
  • E: An individual contributor who is Exempt, or who is not eligible for overtime; these employees may manage casual or student workers
  • M: People Managers (managers of staff roles)
• A number between 1 and up to 6, to indicate where in the progression the attributes of the role align.

By introducing Career Levels, employees see how they can grow their skills at Smith in all directions:

• Vertically: Taking on a meaningful expansion of responsibilities at the next Career Level in the same Job Profile
  • For example, to grow from Administrative Assistant – N1 to Administrative Assistant – N2 with a broader scope of responsibility
• Horizontally: Pivoting to a new Job Profile at the same Career Level
  • For example, to move from a Financial Aid Specialist – E1 to a Payroll Specialist – E1
• Diagonally: Moving both up a Career Level and pivoting to a new Job Profile
  • For example, to move from an Assistant Director of Student Affairs – M2 to an Associate Director of Residence Life – M3.

While Career Levels are meant to improve transparency and equity across the College, there is no maximum or upper limit on the years of experience and/or degree an individual can hold in any position at Smith. Explore the Guide to Career Levels for additional information.

Salary Ranges for Job Profiles are developed based on comparable roles both internally at Smith and externally in the market. Each year, Smith participates in multiple third-party salary surveys that provide reliable market data. We then use this data to ensure we’re paying our employees both competitively and equitably.

The Title describes each Job Profile. As part of Career Framework, we’ve developed a shared approach to titles. Coordinator, Specialist, Associate Director, and Dean are just a few examples of shared language among titles.

Note:  Classifying a role as eligible for overtime (nonexempt) is based on criteria set by the U.S. Department of Labor. Employers are required to comply with that criteria.

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