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Administrative Staff Compensation Practices

USF compensation practices are based on our compensation philosophy.

Administrative Staff compensation practices are:

Externally Competitive

  • We develop externally competitive wage and salary ranges using salary data from relevant and competitive market data. Salary ranges reflect a compensation target (average salary paid for similar position with similar responsibility) and a range that reflects 80 - 120% of the compensation target. We review and update salary ranges annually.
  • Compensation targets may exceed the average of a particular labor market in order to recognize exceptional recruiting and retention needs, or for purposes of attracting and retaining employees in areas where the university is or aspires to be a leader.

Internally Equitable

  • Within the parameters of discipline, function, and individual effectiveness as identified in position descriptions, staff shall be paid similarly for similar work.
  • As funding permits, salary increases focus on recognizing performance, maintaining market alignment and retaining key personnel.
  • Individual staff increases are based on performance, budget and other related factors.
  • We establish salaries for new staff at levels that recognize individual skills and experience while considering the marketplace and salary levels of current staff with similar responsibilities.

Position Evaluations

New Positions
When establishing a new position, the hiring manager needs to write a job description for the role. HR Compensation is available to help with this task. Once written, the hiring manager submits the new job description to HR Compensation for review, which includes salary grading and determining a compensation range. Please see USF Staff Hiring Procedures for a complete description of this process. The job description template can be accessed under HR Forms.

Position Upgrades/Promotions
In instances where a staff position grows and/or the responsibilities of the position expand, the manager needs to revise the job description and submit it to HR Compensation for review and approval. As with new positions, we are available to assist with these changes. We will review the description and determine the position’s classification and salary range.

Position (or Organizational) Restructures
There may be times when a school or department determines that organizational change is needed to more appropriately conduct business. This re-structuring may impact existing reporting relationships and/or may require that position responsibilities change. Significant changes to a position may require the job description be re-written or revised. by the school or department. We are available to support schools and departments with restructures, and assist with the resulting job description changes. When completed, revised job descriptions need to be submitted to HR Compensation for review. We will evaluate the revised positions and determine new compensation ranges as applicable.

Additional compensation
When a staff person takes on additional responsibilities or performs an additional or another role for a specific period of time, additional compensation may be warranted. Supervisors should contact HR Compensation to help determine if additional compensation is needed.

Annual Performance and Review Process

Performance Appraisals
Performance reviews are required once a year (usually in March/April), and involve staff members completing self-appraisals and their supervisors completing administrative staff performance appraisals. The Administrative Staff Annual Performance Appraisal form is available at HR Forms. Supervisors are advised to meet one-on-one with their staff members to review and discuss the self-appraisal and the supervisor’s review, before submitting the completed forms to HR Compensation. Performance appraisals are due by April 30. As part of the appraisal process, staff members’ individual goals are reviewed and revised as needed for the next year.

Merit Increases
As determined by the University, administrative staff may be eligible for an annual merit increase. Annually (typically in late April), HR Compensation provides Deans and VPs with merit pool information, as well as salary spreadsheets that list staff, their current salaries, salary ranges and compa-ratio information (current salaries in relation to compensation targets). When making merit increase recommendations, performance, compa-ratios and budget should all be considered. Deans/VPs return the salary spreadsheets with their recommendations to HR Compensation. When approved by the President's Office, we notify Deans/VPs of final salary increases. Increases are typically effective June 1.