2010 Job Analysis Questionnaire
Bowling Green State University
B O W L I N G G R E E N S T A T E U N I V E R S IT Y
Job Analysis Questionnaire
A. Instructions
The purpose of this questionnaire is to gather information about your position, its responsibilities and
required duties, as defined by supervisor/department, and educational/experience requirements. If
you have occupied the position for less than six months, it is recommended that you work with your
supervisor to complete the questionnaire.
1.
Incumbent is defined as the employee currently in a position performing the required duties and
responsibilities. If there is no incumbent in the position, it is vacant.
2.
Please complete sections B through H.
3.
Be objective and accurate in your answers.
4.
Consider your normal day-to-day responsibilities. Any duties performed on a monthly or annual
basis should be included and accurately represented in Section D.
5.
Describe the position as it is being performed today, not as it might be in the future or as you
think it should be.
6.
Answer all questions completely. An explanation must accompany any question that is
determined to be non-applicable.
7.
Before forwarding the questionnaire to your supervisor:
A.
Retain a copy of the completed questionnaire for your records
B.
Date that you forwarded the completed questionnaire to your supervisor
B. Position Identification
Incumbent Name:
Vacant:
Job Title: Assistant Bursar of Systems and Training
Department: Bursar's Office
Supervisor’s Name: Brenda Holderman
Supervisor’s Title: Bursar
To be filled in by HR
Position #:
Job Code #:
Date Received:
C. Summary Statement
Mercer, Inc.
1
2010 Job Analysis Questionnaire
Bowling Green State University
Briefly describe the position’s primary purpose in two or three sentences.
The Assistant Bursar of Systems and Training leads and oversees new upgrades, bundles and
maintenance pack testing to the PeopleSoft System. The position manages, supports, maintains, and
enhances the Student Financial module of the PeopleSoft System. The Assistant Burar of Systems leads
efforts to increase the efficiency and effectiveness of the Student Financial system and operations in
support of institutional and divisional goals and objectives.
D. Essential Duties and Responsibilities
List the position’s essential or most important functions and responsibilities. List all important aspects
of the position (including those performed daily, weekly, monthly, or annually) and any that occur on
a cyclical basis. Indicate the approximate percentage of time spent performing each function on an
annualized basis. For example, if you perform a duty full-time one month out of twelve, you spend
approximately 8% (1/12) of your time on that function. Describe only those duties that occupy at least
5% of your time. Example duty statements are provided below.
Sample Essential Duties and Responsibilities
% of Time
1.
Recruits prospective students from local area high schools.
45%
2.
Counsels students and parents regarding the admissions process.
25%
3.
Makes presentations to student groups.
20%
4.
Maintains prospective student contact database.
10%
100%
1.
iOversee, test, manage, support, maintain and enhance the Student Financial
module of the PeopleSoft System, along with any other administrative systems
employed by the Bursar's Office. Maintain all system tables. Responsible for
maintaining the process scheduler to ascertain all student account updates are
done within the designated timeframe, along with all student account billings.
40%
2.
Develop all relevant procedures for the Student Financial Module of PeopleSoft and
the CahsNet system, updating when necessary. Responsible for any training of
new staff members of the Bursar's Office and other departments within these
systems.
20%
3.
Provide direct supervision of the systems area staff. Handle any and all personnel
issues (preformance evaluations, disciplinary actions, etc.). Work with the other
Assistant Bursar and Administrative Assistant to assist the Bursar in reviewing
budgets for the upcoming fiscal year. Work with the Bursar to stay abreast of all
federal and state regulation changes, ensuring the system is set up properly to
handle these regulations.
15%
4.
Responsible for all report generation. Resolve any functional user
questions/problems. Test all system upgrades. Assist in the prioritization of
application issues. Responsible for the evaluation of all business processes to
ensure efficiency and effectiveness.
10%
5.
Assist in process mapping of all functions within the Bursar's Office to determine
efficiencies/failures. Work with the Bursar to develop more efficient and functional
processes.
10%
6.
Serve on various university committees, projects, teams as requested by the
Mercer, Inc.
5%
2
2010 Job Analysis Questionnaire
Bowling Green State University
Bursar, Controller, or VP of Finance and Administration. Attend workshops and
conferences, both internal and external to the university. Participate in HUEG
(Higher Education User Group - PeopleSoft user group).
7.
%
8.
%
9.
%
Total of all percentages should equal 100%
Mercer, Inc.
100%
3
2010 Job Analysis Questionnaire
Bowling Green State University
E. Decision Making and Consequence of Action
1.
Describe two of the most important problems you encounter that you have to evaluate and
solve when performing your job. Indicate how you evaluate/solve the problems as well as the
guidance (e.g., instructions, procedures, precedents, policies, etc.) available to help you solve
them.
Problem #1:
Tuition calculation setup was very complex in the PeopleSoft 8.9 version. When it was decided
to upgrade to version 9.0 it was determined that a more efficient and effective way to caculate
tuition was needed.
How you evaluate/solve problem #1:
I worked with the Project Manager (Bill Gerwin),and a PeopleSoft consultant to map out a new
flowchart of how tuition calcuation could be made easier and to use the system in a more
effective manner. In order to implement a new setup for tuition calculation there was a great
need for a clear understanding of how all CSS modules (Records & Registration, Financial Aid
and Admissions) worked in conjuction with the new setup. Meetings with ESC, Enrollment
Mangement, Registrar and other Academic departments were scheuduled to discuss the new
way of calculating tuition for students.
When the final approval was given for the restructuring of tuition calculation, the task of
changing the setup tables, rules and equation engines within the Student Financial module
began. After the setup was completed, many months of extensive testing within the Student
Financials module along with Financial Aid and Records was completed.
Help or guidance available:
PeopleSoft consultants, Director of Budgeting, Bursar, Registrar, Financial Aid staff and HEUG
website.
Problem #2:
Staff and dependent fee waivers had originally disbursed through the Financial Aid system.
This created numerous errors due to Financial Aid paying out the waivers at full-time amounts
for any student and adjusting after the fact. This caused many students to be refunded in error
as well as assuming their bill was paid, when in actuality not.
How you evaluate/solve problem #2:
I researched the waiver process within PeopleSoft by reading PeopleBooks, discussed options
with consultants and utilized the HEUG website. The conclusion was that waivers are designed
in PeopleSoft to be entered through the Student Financial module and not Financial Aid.
Meetings and disussions were held with HR and Financial Aid staff members and it was
decided that waivers would now go through the Student Financial system. The waiver process
was set up, queries were written and an Excel spreadsheet was created to assist in maintinaing
the wavier process in SF.
The second step is "Automating" the entire waiver process. I am currently working with IT, HR
and FA in implementing a totally automated Employee/Dependent waiver process. Hopefully
we will have this in implemented by the end of 2011.
Mercer, Inc.
4
2010 Job Analysis Questionnaire
Bowling Green State University
Help or guidance available:
Questions directed to Human Resources, Financial Aid,PeopleSoft Consultants,HUEG website
and reading PeopleBooks.
2.
Identify two types of decisions you routinely make without review or input from your
supervisor. Check the frequency (daily, weekly, monthly) that you make this decision (check
one frequency per decision).
Example:
Daily
Weekly
Monthly
I routinely decide on correcting system problems that relate to
the Student Financial System.
Daily
Weekly
Monthly
I routinely decide on the design setup of new policy and
procedure within the Student Financial System.
Daily
Weekly
Monthly
I routinely decide which donors to contact for fund solicitation.
3.
Describe the types of consequences, positive and/or negative, that would result from decisions
you make during the normal course of operations. Please describe a situation that is common
rather than an event that would be unlikely to occur. When describing the situation, you should
assume that any negative consequence is not due to negligence or sabotage.
This poisition is responsible for setting up new fees/charges to the BGSU student population.
When the Universtiy adds a new fee, for example the Facility Charge that will be implemented
in Fall '11, the policy must be reviewed and then setup up to work within the parameters of the
Student Financial system. Extensive knowledge of the CSS system including the Records and
Registration module must be understood before implementing a new fee. This also includes
new program plans, campuses, and fee increases. These changes in the system affect the
entire student population of BGSU, therefore the outcome of these changes must be 100%
accruate at all times.
4.
Identify who the above consequences would impact (check all that apply).
Students
Faculty
Staff
Community
5.
Mercer, Inc.
How do the actions of your position affect the University (check the most broad category that
applies)?
5
2010 Job Analysis Questionnaire
Bowling Green State University
May affect a single work unit
May affect a single department or program
May affect more than one department, program, and/or school
May affect a major division or broad range of departments and programs and/or have a
moderate impact on students
May affect more than one campus, multiple divisions, or the entire university and/or have
a major impact on students
F. Communications and Contacts
1. With whom do you regularly (i.e., daily, weekly, monthly) communicate inside the University (i.e.,
faculty members, administrative/professional staff, managers, deans, etc.) in order to perform
your duties? What do you typically communicate about with the individuals and how often? What
is the method of communication (i.e., email, phone, in person)?
Please list contacts by title or job group rather than by employee name. Students are considered
external and should be listed in your answer to Question 2 if applicable.
Contact Job
Title/Group
Bursar
Financial Aid,
Registrar's Office,
Dining Services,
Residence Life,
Business Office, any
other offices that
interface with Student
A/R
IT Programmers, IT
Analysts, Institutional
Research
Controller
Vice President of
Finance and
Administration, Vice
President of
Enrollment
Management
Mercer, Inc.
Communicate About
What
Any information
regarding Bursar
processes
Account balances,
student A/R issues,
system interfaces,
reconciliations, report
writing, troubleshooting,
fee assessment issues
System
questions/concerns,
queries, data elements
for specific queries
Requests for
information, reports,
reconcilaition issues
Requests for
information regarding
system functions,
Bursar processes and
how the system
handles these. All
information shared is
very detailed and
complex, highlighting
the necessary data as
required by upper
administration
How Often
Daily, as needed
Method of
Communication
in person, phone, email
Daily, as needed
e-mail, phone, in
person
daily, as needed
e-mail, phone, in
person
as needed
e-mail, phone, in
person
as needed
e-mail, phone, in
person
6
2010 Job Analysis Questionnaire
Contact Job
Title/Group
Bowling Green State University
Communicate About
What
How Often
Method of
Communication
2. With whom do you regularly (i.e., daily, weekly, monthly) communicate outside the University
(i.e., donors, alumni, prospective students/students/families, vendors, governmental agencies,
etc.) in order to perform your duties? What do you typically communicate about with the
individuals and how often? What is the method of communication (i.e., email, phone, in person)?
Contact Job
Title/Group
Students, parents,
third party
organizations
Vendors
Other university
departments
HEUGS User Group,
PeopleSoft Support
PeopleSoft
Consultants
Communicate About
What
Billing information,
enrollment information,
financial aid, 1098 T
information, account
activity, specific
charges on an account
system enhancements,
supplies, outsourced
billing and refund
services
System
questions/functionality,
policies, procedures,
processes
Functionality, new
enhancements,
upgrades
Functionality, new
enhancements/
upgrades, any changes
to functionality that
could affect current
Bursar processes
daily, as needed
Method of
Communication
phone, e-mail
as needed
phone, in person
as needed
e-mail, phone, in
person
as needed
e-mail, phone
as needed
in person, e-mail,
phone
How Often
G. Supervision and Reporting Relationships
1.
Check the appropriate box that best describes your leadership responsibilities (check only one
category).
No responsibility for overseeing or supervising the work of others
Responsible for supervising and monitoring the work of students and/or temporary
workers; or occasional responsibility for overseeing the work of staff employees where
guidance and direction is provided on project related tasks or special assignments from
time to time
Mercer, Inc.
7
2010 Job Analysis Questionnaire
Bowling Green State University
Responsible for serving in a lead capacity over assigned staff employees which typically
involves scheduling, assigning tasks, providing guidance, and monitoring work output
Responsible for directly supervising staff employees which typically includes authority for
evaluating performance, hiring, and disciplining or having strong input into such
personnel actions
Responsible for managing the operation of a unit, section, or major function. Typically
directs the activities of supervisory personnel and oversees the work of others who do not
directly report to the position (e.g., managers, assistant directors and associate directors
are common positions that may fall at this level)
Responsible for directing the operations of a department, school, or large complex
program. Typically reports to the head of the division with all management and/or
professional personnel normally reporting to this position, or through other personnel to
this position, for operational coordination (e.g., directors/department heads and deans
are common positions that may fall at this level)
2.
If you lead or directly supervise students or staff, identify the nature of work performed by those
you lead/supervise (check all that apply).
Students, temporary workers, office/clerical, maintenance and/or service support staff
Paraprofessional and/or technical support staff
Administrative (non-supervisory) staff
Supervisory and/or managerial staff
3.
In the organizational chart below, indicate the reporting lines by completing the boxes with the
appropriate titles based on the key. Please include any vacant positions as they relate to your
position. List job titles only, not employee names.
Key
Title of supervisor’s supervisor
Supervisor’s title
This position’s title
Other titles that report to same
supervisor
E. Titles that report directly to this
position
F. Titles that report indirectly to this
position through other positions
A. Controller
D. Administrative Assistant
(2)
C. Assistant Bursar of
Systems and Training
D. Assistant Bursar of
Collections
E.
E. Public Inquries
Assistant 2
E. Business Analyst
A.
B.
C.
D.
Mercer, Inc.
B. Bursar
8
2010 Job Analysis Questionnaire
F.
Bowling Green State University
F.
F.
H. Comments from Incumbent
Provide any other information that might be important in understanding your duties and
responsibilities.
Knowledge of Federal and State regulations is of primary importance. Failure to understand these
regulations could result in inaccurate development of the system, thereby causing possible liabilities
to the university.
Typing your name below indicates that to your knowledge, the information you have provided is accurate
pertaining to your current position.
Incumbent’s Signature (please type name for signature): Rhonda Montague
x
Date: January 24, 2011
Sections I-K should be completed by the incumbent’s supervisor.
I.
Autonomy
1.
Check the box beside the statement that best captures the degree of independence under
which this position operates.
Under moderate supervision, performs recurring assignments by selecting appropriate
standard procedures and using previous training. Employee refers problems to supervisor.
Supervisor defines tasks, priorities, deadlines, and expectations. Work is reviewed
regularly for progress towards completion of tasks.
Under limited supervision, resolves problems and deviations according to established
instructions, policies, previous training, and accepted practices. Employee may solve
some unusual situations independently. Supervisor defines objectives, priorities, and
deadlines. Work is reviewed periodically for completeness, soundness, and conformity to
requirements.
Under general supervision, identifies and resolves complex problems and issues. May
deviate from traditional procedures in solving problems. Employee participates in setting
work objectives and deadlines. Work is evaluated periodically for effectiveness in meeting
objectives and short-term results but not on procedures used to accomplish results.
Under broad administrative guidance, recommends goals and objectives for functional
area(s). Employee designs and implements projects, programs, and studies for a major
unit, section, or department. Objectives are mutually defined. Work is evaluated
periodically for intermediate-term results.
Mercer, Inc.
9
2010 Job Analysis Questionnaire
Bowling Green State University
Under limited oversight, recommends policies and strategic goals, manages, and assumes
risk for a major area. Has authority to alter business goals. Work is evaluated periodically
for long-term results.
2.
Provide optional comments, if desired, to clarify this position’s level of autonomy.
This position works very independently. When system issues arise, the position notifies the
Bursar of the situation. Discussion takes place, with recommendations from this position, on
the best plausible solution(s).
Mercer, Inc.
10
2010 Job Analysis Questionnaire
Bowling Green State University
J. Minimum Requirements
1.
Indicate the minimum combination of education and experience that is required to satisfactorily
perform the functions of the position. Indicate the minimum qualifications and not the preferred
or desired qualifications. Qualifications should reflect those required by the job and not
necessarily those possessed by the incumbent. Experience and education may be substituted
for some jobs.
Level of Knowledge
Amount of Related Work Experience
High school diploma
Less than one year
Associate’s degree or up to 2 years of
college or technical school
1 to 2 years
3 to 4 years
Bachelor’s degree (4 years)
5 to 7 years
Master’s degree or Bachelor’s degree (5
years) or advanced certification beyond
Bachelor’s degree
8 or more years
Doctoral degree (Ph.D., J.D., Ed.D.)
2.
If a degree is required (Associate through Doctoral), indicate the appropriate field(s) of study.
Accounting, Business Management, Information Systems
3.
List type and amount of experience required (i.e., 2 years of event planning, 1 year of
supervisory responsibility, 1 year of management responsibility).
1 - 2 years experience within the Bursar's Office or within the IT area with main emphasis on
the support of the Bursar's Office. 2 years' management/supervisory exprerience. The
individual must possess excellent communication skills.
4.
If applicable, indicate any licenses, certifications, or registrations that are required to qualify for
this position.
n/a
5.
List any knowledge, skills or abilities that are important for this position as well as the type of
experience, if any, that would be the most beneficial.
Web-based information systems experience; business processes in regards to systems
development, data analysis, knowledge of the PeopleSoft System; experience in various
software programs including Microsoft Office Suite.
Mercer, Inc.
11
2010 Job Analysis Questionnaire
Bowling Green State University
K. Supervisor’s Comments
1.
Review Sections B – H of the questionnaire completed by the incumbent. Provide any
comments that would be helpful in understanding the position or any discrepancies that could
not be resolved through discussion with the incumbent.
The Assistant Bursar for Systems and Training is a highly skilled position, encompassing a vast
knowledge of systems as well as regulatory issues/laws. The position is required to interact
with many constituents across campus, ranging from the daily functional users to senior level
administration.
2.
Do you consider this position to be comparable to other jobs in your area in terms of
responsibility, complexity, impact, and skill? If yes, indicate the job(s).
Yes
No
Typing your name below indicates that to your knowledge, the information provided is accurate pertaining
to this position and that you have discussed any areas where you have differences of opinion or
understanding with the incumbent.
Supervisor’s Signature (please type name for signature): Brenda Holderman
Supervisor’s Title: Bursar
x
X
Date: January 24, 2011
Section L should be completed by the individual designated for final review.
L.
Second Level Management’s Comments
1.
Considering other jobs in the division, department, or unit, indicate any that are comparable to
this position in complexity, responsibility, impact, and skill.
2.
Provide any other comments that would be helpful in understanding this position.
This position should be rated higher than the Assistant Bursar of Collections position due to the
complexity of technical knowledge that is required for this position.
Typing your name below indicates that to your knowledge, the information provided is accurate pertaining
to this position and that you have discussed any areas where you have differences of opinion or
understanding with the incumbent.
Second Level Management’s Signature (please type name for signature): Sharon L. Swartz
x
If Vice President/President, review or signature is optional
Second Level Management’s Title: Controller
Mercer, Inc.
X
12
2010 Job Analysis Questionnaire
Bowling Green State University
Date: 2/4/11
Mercer, Inc.
13