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[fannie]

Hi,
My new secretary is missing a fair amount of work lately because of sickness with her children.  I generally feel ok about this in that her position is not fully funded.  Since she doesn't get benefits, my usual premise is that I accept a flexible schedule in lieu of benefits.

But in this new hire, it's starting to bother me.

She's missed for 1.  Car accident.  2.  child illness.  3.  Caregiver illness.  4.  Medical appt.  5.  etc.

She is also coming in late when she has posted hours saying she starts at 9 am.

So I suspect that I hired someone who is taking advantage of my leniency.  How do I broach this with her?  My thought is to start with her timesheet for this week;  if she writes down that she came in at 9 (when I know that she hasn't done it once in the the time period), then I will have to talk about that subject).

Have I opened myself up to this abuse because I stated at the get-go that I was accepting flexible hours?  If that is so, I am fine by keeping my word (it's really terrible that there are no benefits on this position). 

[derosa]

I have found it is best to deal with these in an honest and up-front way.  Sit her down and explain what you have just explained in your post.  Let her know what you have observed and then what you need.  Be specific about the behavior you expect, the hours you expect and how you will both keep track of those things.

This could solve the problem, but in the event the problem doesn't get solved, you will probably have to do this anyway so as to dcument your efforts if you want her removed from the position.

[sibyl]

The timesheet is a good place to start.  Because you sign the timesheet, you are agreeing that the hours listed accurately represent the hours worked.  So you need to believe it.  You can "clarify" your expectations ("I know I said flexible hours, but that means you can start at 9:30; it doesn't mean that you can write down that you started at 9:00.").  If you have to keep the timesheet for her, you should. 

You might also say that while you accept her need for flexibility you also need her to be in the office and work a certain number of hours each week or month.  You could frame this in terms of concern.  ("You're missing a lot of hours, and I need you here.  Are you going to be able to be here X hours a week/month?  If not, we can try to work out a different schedule.")

If this is a new person, you can bring it up in the context of a periodic performance review.  ("I know you don't get a formal review until six months, but I figure we should check in.")  That would allow you to talk about good things as well as bad, and begin the documentation process.

Good luck.

[starfleet_grad]

You offered her a flexible schedule, so your first question should be this: Is she working the number of weekly hours that she is getting paid for? If not, you have a problem that needs addressing right away. If yes, then I am sure she is looking at her actions as fulfilling the terms of your agreement. So you need to ask a second question: Is her current schedule supportive of my needs, or is she often absent when needed and present when there's nothing to do? It sounds like you have now realized that a firmer schedule works better for you. Changing to less flexibility will have to be done a lot more tactfully and is likely not going to be received well.

[fannie]

Hi folks,
It's less about the flexible schedule and more about what she may be writing down on her timesheets.  I am keeping track of her start times this week and then check it precisely. Also, she elected to post her hours that she would be here; I am going to have to address this point with her: if she wants to assure coverage at certain hours, then she has to actually be there.  If she wants flexible hours, then she should pad the coverage that she is assuring to the public.  I do feel committed to as much as possible respecting the flex schedule; just so that it doesn't lead to problems with students (like the posted hours).  I am rather sure that she will work harder and better if she has flex.  In fact, she does.
Katherine

[tenured_feminist]

Collaborate with her. "Here's a problem. We need to have coverage in the main office so that students have someone to greet them and help them out. How can we get this done with your flex schedule?"

[zharkov]

Collaborate with her. "Here's a problem. We need to have coverage in the main office so that students have someone to greet them and help them out. How can we get this done with your flex schedule?"

That's an excellent way to approach it.  I think you also need to be very clear that, in a college environment, set hours or office hours are pretty much etched in stone.  Or at least for your operation.

In some offices, hours of 9 to 12, say, are really 930 to 1130.  Or "whenever."  She may have picked up bad habits working in such an environment.

[fannie]

She accounted for her hours well on the timesheet.  No problems there.

Probably I will ask her to post the hours on her door starting at 10 am instead of 9 am so she can continue to be flex.  It really does matter to her and me that we can be flex. 

[tenured_feminist]

Hours that start at 10 and run later are probably better for most of your students anyway.