Item 2.D-November 9, 2012
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
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Position #(s): Incumbent(s) Name (if applicable):
Department: ASUN Management
Account #(s): 1702-105-0112
College/Division: Student Life Services/
VP Student Services
Action Proposed: ( check all that apply )
( X ) New position: Proposed Range : 2
Proposed Title : Assistant Director, Accounting (CSE)
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
JCC (Current or new HR assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
Immediate Supervisor’s Signature Sandra Rodríguez, Director ASUN/CSE
Director/Chair/Dean Dr. Gerald Marczynski, AVP/Dean of Students
Approved for Salary Placement Committee review.
Pres / Vice Pres / Vice Prov Signature
Dr. Shannon Ellis, Vice President Date
Action Approved by the Provost/President (Completed by Faculty HR):
Pos #(s): JCC: 67321 Range: 2 EEO: 11/1/2012
Approved Title: Assistant Director, Accounting (CSE)
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Printed Name: ____________________________________________________
Position Description – Assistant Director, Accounting (CSE) 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 Director, Accounting, reports to the Director of the Associated Students of the University of
Nevada (ASUN) Center for Student Engagement (CSE) and is responsible for supervising and directing the daily operations of the ASUN Accounting Office. The individual monitors the financial activities through the maintenance and control of financial records. The position communicates policy changes/updates, conducts training on use of Nevada System of Higher Education (NSHE) and University processes and resources including purchasing cards, travel, and accounts payable. The Assistant Director assists and advises 215+ ASUN staff, elected and appointed officers, clubs, and organizations and student publications on sound accounting principles.
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% - Supervision of ASUN Accounting office
Provide guidance and supervision of staff
Establish and maintain sound accounting practices by ASUN staff, elected and appointed officers, club and organizations and student
Oversee daily processing and accounting for revenue and expenditures by ASUN departments and clubs and organizations and student publications
Review and report financial transactions Ensure accuracy, completeness and compliance with system and university accounting procedures
Oversee and develop policies and procedures for day-to-day operation of the ASUN Accounting
Office for deposits, purchasing cards, key distribution, prox cards, payroll, club accounts, ASUN accounts, university vehicles, and inventory
Ensure proper documentation of all financial transactions emanating from the ASUN Accounting
Responsible for the reconciliation of all ASUN and club accounts and the processing of 50+ purchasing card statements
Develop and ensure appropriate cash and reconciliation controls
Ensure proper execution of all contracts
20% - Customer Service
Assist and resolve issues on expenditures of funds for ASUN officers, staff, and 250+ clubs and organizations
Assist customers with navigating and understanding University policy and procedure related to funds
Assist and resolve issues of vendors who do business with ASUN, clubs and organizations and student publications
20% - Advising
Advise student clubs and ASUN officers on the business policy and procedures of the University and serve as a liaison between Business Affairs and clubs
Develop workshops for all student clubs funded by ASUN on how to spend fiscal resources in accordance with University policies and procedures
Develop fundraising workshops for clubs
Advise the ASUN Club Commission development of funding practice and distribution of monies during club funding hearings
Position Description – Assistant Director, Accounting (CSE) Page 3
20% - Data, Assessment and Reporting:
Assess customer services satisfaction of services provided by ASUN Accounting OfficeDevelop and implement performance indicators for the ASUN Accounting Office
Provide data and reports to the Director for internal financial reviews of ASUN accounts by the
ASUN Budget and Finance committee
Provide account balances for all ASUN clubs and organizations
Provide financial reports to the Director as needed
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 position functions independently in managing the day-to-day operations of the ASUN Accounting office and its employees. Many individuals come to the office to initiate financial transactions on a yearly basis.
Effective communication skills are crucial to gain cooperation form users. Patience is necessary to convey complex policies to first-time users of clubs and ASUN who have a yearly turnover in leadership. It is critical that the Assistant Director monitors and ensures that ASUN and club needs are met and that the liability the University faces is adequately monitored, reduced, and eliminated.
Poor decisions and/or errors in judgment can result in non-payment of vendors and miss-accounting of deposits or erroneous information disseminated. This can reflect negatively upon the department, division and the University. This can affect the relationship the University has with vendors, could cause a loss of user confidence in the ability to effectively resolve problems, and could create or cause unnecessary problems or delays for customers served. Over 220 club officers and 85 ASUN officers access purchasing cards on a regular basis. Poor protocol can expose the University to significant fraud if the use of 50+ purchasing cards is mishandled. Failure to properly monitor expenditures of funds/payment activity could result in negative publicity for the university. Errors in accounting transactions can create problems in individual club balances. Further, poor decisions and judgments in office management can reduce the efficiency and the effectiveness of the staff, procedures and relationships with other University departments.
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).
Accounting, finance, and budgeting concepts
Computerized information systems for accounting and financial application
Student employment hiring procedures
Appropriate internal accounting controls
NSHE and University policy and procedures
Higher Education administration
College Student Development theory
Proficient with standard business computer applications such as spreadsheets, QuickBooks and query software.
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), specifically
Microsoft Excel to quantify and illustrate financial reports
Position Description – Assistant Director, Accounting (CSE)
Effective interpersonal skills
Effective verbal and written communication
Strong problem-solving, conflict resolution and organizational skills
Employee development and performance management skills
Apply policy and procedure consistently and equally
Monitor departmental accounts
Respond to requests for data and related reports within specific timeframes
Analyze and interpret related financial data and information
Effectively supervise staff
Manage conflict and resolve issues
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 Reason for Contact
ASUN Elected/Appointed officers
ASUN clubs and advisors
To provide financial guidance, educate, navigate university policy
To provide financial guidance, educate, navigate university policy and review current policies and procedures
To provide financial reports, data, guidance on University policy
To provide service and resolve problems
ASUN full time staff
Deans, directors and department chairs
Business Affairs (Accounts
Payable, Purchasing, Controller,
Budget, Planning and Analysis,
Internal Auditing, payroll)
To ensure appropriate payment of services, contracts, etc.
To oversee foundation accounts
To ensure appropriate hiring practices of student employees Human Resources
External Reason for Contact
To ensure compliance with system financial policy and procedure
To ensure payment for services, resolve issues, connect with appropriate officials for vendors who do business with/through 30+
ASUN accounts and 250+ clubs and organizations
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.
Minimum educational level, including appropriate field, if any. a.
Bachelor’s Degree from a regionally accredited institution
Position Description – Assistant Director, Accounting (CSE) Page 5
b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position.
Bachelor’s Degree and two years, or a Master’s Degree and one year, of experience in account reconciliation/monitoring or related work and supervising staff and/or student employees
Preferred Licenses or Certifications: None c. Indicate any license or certificate required for this position.