The Administrative Position Review process is intended to ensure we are being thoughtful and strategic about administrative staffing decisions across the university. Rather than automatically replacing administrative vacancies or creating new positions, colleges and units are asked to consider whether the work and organizational structure continue to make sense, including opportunities to redesign work, reduce duplication, leverage existing resources, and improve organizational effectiveness.
The review will focus specifically on positions primarily responsible for the administrative, operational, or management functions of a college or unit. Broadly, academic and student positions, as well as positions directly supporting patient and clinical care, will be outside the scope of the review. The process will apply to vacant administrative positions, newly created administrative positions, and administrative positions being substantially redesigned or reclassified.
Please use the following resources to prepare, complete, and submit your request. Requests must be complete at the time of submission to UFHR, including position descriptions, organizational charts, and approval by the respective College/VP Area HR Liaison. For OPS positions, please use the simplified position description template provided below.
- Gather Required Materials
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- Administrative Position Review Request Form
- Position Description
- Organizational Chart
- Complete Forms
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- All required signatures must be obtained prior to submission of the form and supporting documents.
- Submit Form and Supporting Documents
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- All requests must be submitted through the link below.
Guiding Questions When Analyzing Business Needs
The following are important considerations to keep in mind when analyzing business needs.
You are not required to provide answers to these questions on your request form.
Consider the ways in which this position supports the University’s mission and the key strategic priorities within your college/unit.
Consider whether Workday will reduce some of the manual, transactional work associated with administrative processes, reduce time entering and reconciling information across multiple systems; if the nature of the work will shift from processing transactions to monitoring, analysis, and customer support, etc.).
Consider whether the work is transactional and can be centralized. Can the work be organized around processes rather than in departments or units? Does the existing structure remain appropriate?
Consider where overlap between positions, functions or responsibilities exist and how that overlap might be addressed.
Can portions of the function be moved to a shared or centralized model? Could the functions be consolidated with another department or unit the responsibility remains with the department?
Consider whether the position supports a continuing University function that is expected to remain part of the University’s long-term operating model. Is the role necessary to meet ongoing requirements related to students, research, compliance, revenue generation, academic operations, etc.
Frequently Asked Questions
The process is intended to ensure we are being thoughtful and strategic about administrative staffing decisions across the university. Rather than automatically replacing administrative vacancies or creating new positions, colleges and units are asked to consider whether the work and organizational structure continue to make sense, including opportunities to redesign work, reduce duplication, leverage existing resources, and improve organizational effectiveness.
The review will focus specifically on positions primarily responsible for the administrative, operational, or management functions of a college or unit. Broadly, academic and student positions, as well as positions directly supporting patient and clinical care, will be outside the scope of the review.
The process will apply to vacant administrative positions, newly created administrative positions, and administrative positions being substantially redesigned or reclassified.
All organizational charts must include classification titles, working titles (for OPS positions), position numbers (if applicable), clear reporting lines, with the proposed position clearly indicated and positions within the department/unit that are performing same or similar functions.
Consider using SmartArt in Microsoft Word or PowerPoint to create an organizational chart.
Approval prior to a new or update position ePAF
Example: When creating a new position or updating a current position such as a reclass.
Approval prior to a job posting in PageUp
Example: TEAMS position that does not need an update and is ready to post.
Approval prior to direct hire via ePAF
Example: OPS position that did not go through a recruitment.
Note: Once the request is approved at any stage, additional approvals are not necessary. For example, if you are creating or updating a position and it was approved, that approval applies to posting the position (if applicable), and when creating the Hire ePAF.
Yes, each position must be assessed individually.
The submitter of the request will receive email notification that a determination has been made. If your request has been approved, please attach a copy of the approval with the transactions you submit to UFHR for this position.
If you have any questions, please email us at uf-hr@ufl.edu.