Item 3.C-February 10, 2012
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Janita Jobe
Position #(s): 10714
Current Title: Librarian III
Current Range: AC Rank III
(JCC: 79002;E)
Department: Library and Information Technology
College/Division: Provost’s Office
Administration (LITA)
Account #(s): 1101-108-0001
Action Proposed: (check all that apply)
5
( ) New position: Proposed Range:
Proposed Title: Assistant Dean, University Libraries
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature Janita Jobe
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
__________________
Date
____________________________________________________________
Director/Chair/Dean Kathlin Ray, Dean, University Libraries
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Heather Hardy
Date
Executive Vice President and Provost
Action Approved by the President (Completed by Faculty HR):
Position #: 10714
EEO Code: 1C
CUPA Code: CA1426
Exempt: Yes or No Census Code: 001
Job Class Code: 67186
Range: 5
Effective Date: 2/1/2012
Approved Title:
ASSISTANT DEAN, UNIVERSITY LIBRARIES
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description -
Assistant Dean, University Libraries
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Assistant Dean of University Libraries (AD) provides primary support for the Dean and assists the
Dean in matters relating to administration of the University Libraries. As a member of the
management team, the position participates in the overall administration of the organization including
planning, evaluation, reporting, establishing priorities and policies, and fiscal management. Also, the
position serves as the chief administrative officer for the University Libraries and Information
Technology (IT).The AD supervises professional positions responsible for day-to-day management of
the Administrative Office and Building Operations activities.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
40% - Library Operations
 Supports the Dean in the overall administration of the University Libraries
 Serve as delegated signature authority for personnel, budget/accounting, travel, leave, and
student documents
 As a member of the Libraries’ management team, participate in decision making, policy
development, and planning for respective units
 Facilitate departments in programmatic and service development; defining needs and finding
solutions
 Serve as communications link for the timely dissemination of information to faculty and staff
 In absence of the Dean, or at the Dean’s direction, provide overall administrative leadership for
the Libraries’ and Knowledge Center
 Represent the Dean at university meetings, as requested
 Prepare a wide variety of documents on behalf of the Dean, including but not limited to:
strategic planning, accreditation, annual reports, audits, salary analysis, and reorganizations
 Prepare responses to external inquiries and requests for information
25% - Human Resources
 Manage and coordinate human resource functions for Libraries
 Oversee the management of human resource functions for IT
 Manage position control; consult with Dean of Libraries and managers in the allocation and
development of positions
 Approve hiring and search processes for all positions; oversee faculty searches through esearch
 Ensure accuracy of faculty and staff employment contracts and personnel action forms
 Act as appointing authority for personnel documents related to classified, temporary
employees and Letters of Appointment
 Working closely with Human Resources, provide administrators and supervisors with
assistance in managing employees; serve as liaison between the supervisor and HR; review
or draft documentation concerning performance problems, disciplinary actions, grievances,
medical leaves, etc.
 Communicate personnel rules and relevant university and state policies and laws
 Manage faculty evaluation process
 Assist Dean in faculty development; provide guidance and support for promotion and tenure
process
Position Description -
Assistant Dean, University Libraries
Page 3
25% - Budget Management, Reporting and Analysis
 Develop and manage annual budgets for all Library accounts (primarily state, self-supporting,
and gifts)
 Oversee the management of annual budgets for IT
 Ensure accuracy of annual contract and salary information
 Work with library managers, collectively and individually, to document proposals for spending
and follow up to ensure expenditures occur as planned
 Develop, document and communicate a timeline for projects
 Ensure that relevant fiscal and accounting statutes, regulations and University and NSHE
policies are applied to budget and fiscal management processes
 Prepare both formal and informal fiscal analysis reports and summaries in response to
requests from the Dean, Development Officer, external agencies, or for presentation to
managers or faculty meetings
 Prepare impact reports, planning documents, etc. to support library operations
 Gather and compile data for reports for the Dean, and develop/maintain reporting systems to
generate data necessary for required reporting
 Coordinate reporting to external agencies, such as Association of College and Research
Libraries, Integrated Postsecondary Education Data System (IPEDS), Educause Core Data
10% - Staff Management
 Supervise staff who are responsible for centralized administrative support for the Libraries,
Information Technology, handling fiscal (travel, purchasing, P-card, reconciliation), personnel
(orientation, time keeping, leave, records), and administrative (license and software
management, inventory coordination, reception, scheduling) activities for the combined units
 Supervise staff who are responsible for Knowledge Center building operations responsible for
the care and maintenance of the building; safety monitoring and training; event management;
shipping and delivery, including internal mail distribution; building access control; photocopier
program; MARS maintenance
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The Assistant Dean reports to and works closely with the Dean, University Libraries. The AD has the
responsibility to communicate frequently and effectively with the Dean, and also with the Director of
Information Technology about those issues that affect IT. The AD works autonomously in carrying out
day-to-day direction and decision making; major decisions are made in consultation with the Dean
and/or Director of IT. The AD gathers information, researches problems and takes action on issues
related to personnel and operations. The individual keeps management aware of commitments and
limitations. The position has delegated signature authority on all accounts.
Impact:
Decisions and judgments impact how effectively human and financial resources are utilized, which
directly impacts the success of the Libraries and IT in meeting goals and objectives. Proper handling
of human resources issues is essential to maintain a healthy, productive organization and to avoid
potential large liabilities for the University as a whole. Faculty development issues and good
personnel decisions are extremely important to the excellence of library programs and services.
Position Description -
Assistant Dean, University Libraries
Page 4
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Higher education working environment
 Trends and challenges in academic libraries
 Proposal and budget development and fiscal management; general accounting practices in
higher education
 Human resources best practices
Skills:
 Strong writing skills; verbal communication
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
 Time management and organizational skills
 Human resources management and supervisory skills
 Organizational and facilitation skills; conflict resolution; ability to forge collaborative
relationships
 Interpersonal and human relations
 Analytical, decision making, and problem solving
Ability to:
 Interact effectively with administrators, faculty and staff at all levels of responsibility
 Analyze procedures, design and implement changes to improve efficiency, provide fiscal
controls and follow through to achieve desired results
 Work independently and exercise sound judgment, tact, diplomacy, initiative, creativity and
reason
 Gather large amount of information and formulate into a concise written document
 Work with complex spreadsheets
 Maintain confidentiality of sensitive information
 Apply broad policies to problems and situations not falling clearly within precedents
 Create and maintain a successful customer service environment
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Library and IT faculty and staff
Library and IT managers
Library Dean and IT Director
University administrative offices:
Reason for Contact
To share information, policies, deadlines; answer questions
related to administrative processes; handle personnel issues;
solve wide variety of problems; plan; general communication
To plan, make decisions, develop policies, establish budget
priorities, develop projects
To communicate regarding all aspects of operations, initiatives,
faculty and staff issues and concerns; to exchange information,
consult and advise
To resolve problems and conduct daily business related to fiscal
Position Description -
Assistant Dean, University Libraries
Page 5
Controller’s, Purchasing, Human
Resources, Payroll, Budget,
Provost’s Office, etc.
University faculty, staff, students
and human resources management and general administration
External
Vendors
Reason for Contact
To resolve questions related to purchasing and contracts;
investigate service problems
To submit data and respond to variety of requests for statistics,
salary surveys, and quantitative information
To represent the organization; meet and greet; answer questions
about library and IT services; handle complaints
Reporting agencies
Community members and
donors
To plan events, explain policies, address complaints, provide user
services
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Master’s Degree from a program accredited by the American Library Association or
certified equivalent
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Master’s Degree (M.L.S. or equivalent) and five years of relevant work experience,
including managerial experience
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None