Item 4.B-September 13, 2013
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/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Alissa Mortensen
Position #(s): CL 41991
Current Title: Executive Assistant
Current Range: CL Gr 31
(JCC: 02.209;NE)
Department: Office of Provost
College/Division: Office of President
Account #(s): 1101-102-0001
Action Proposed: (check all that apply) Classified to Administrative Faculty
(X) New position: Proposed Range: 2
Proposed Title: Assistant to the Executive Vice President and Provost
( ) 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
__________________
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 Kevin Carman, Executive Vice President and Provost
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Stacy Burton, Vice Provost, Academic Affairs Date
Action Approved by the Provost/President (Completed by Faculty HR):
76710 Range:
2
Pos #(s):
JCC:
EEO: 3D
Eff: 9/1/2013
Approved Title: Assistant to the Executive Vice President and Provost
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Assistant to the Executive Vice President and Provost
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 to the Executive Vice President and Provost serves as the primary support professional
for the Executive Vice President and Provost and manages many initiatives in which the Office is
involved. The individual confers with the Provost, Vice Provosts, and Director to resolve issues and
assist with solutions and coordinates meetings and activities involving the Provost’s Office. The
Assistant oversees the daily operations of the Office and supervises classified staff and student
employees in the Provost’s Office. The position manages the annual cycle of major faculty-related
processes for the Office. The incumbent has primary responsibility for maintaining the University
Administrative Manual (UAM) and manages the process of UAM revision and updating.
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).
55% - Provost Office Management and Support
 Manage the daily activities of the Office of the Provost
 Strategically manage the intricate time schedule of the Provost and handle the Provost’s
directives, priorities and obligations; consult with the Provost in developing meeting timelines
and priorities, strategies, and attendees; conduct necessary research and preparation for
meetings
 On behalf of the Provost and Vice Provosts, communicate information, needs, and decisions
to University faculty and staff
 Prepare reports and responses to formal requests in relation to Provost Office processes
 Ensure timeliness, accuracy, adherence to policy, and submission of information to NSHE, the
Board of Regents and University offices and personnel
 Respond independently to numerous inquiries to the Office, consulting with the Provost, Vice
Provosts, Director and various campus offices and personnel for additional information when
necessary
 Serve as a resource to faculty and staff regarding faculty processes throughout the year by
responding to questions and requests, recommending improvements to the Provost and Vice
Provosts, and implementing changes as requested
 Review administrative faculty offer letters forwarded for signature by the Provost and Vice
Provosts, determining and resolving questions and areas of concern prior to signature
20% - Meeting, Workshop, and Event Coordination
 Coordinate the cycle of annual faculty-related processes and serve as liaison between the
Office of the Provost and the various committees and University offices involved: new
department chair appointment and training, sabbatical/development leave application and
approval, exceptional merit requests, foundation professor application and selection, Regents’
teaching and scholar award nominations and selection, Tibbitts Teaching Award, and emeritus
application and approval
 Anticipate the needs of the Provost related to meetings and appointments, obtaining needed
information in advance regarding attendees and purpose; identify and resolve problems and
issues in relation to the Provost’s schedule and Office processes and events
 Coordinate all Provost Office events including date and location selection, budget, special
events involvement, refreshments or catering needs, technology, attendees/invitees, program,
set up and event logistics and support
Position Description – Assistant to the Executive Vice President and Provost
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On behalf of the Provost and Vice Provosts, work with senior University administrators as
needed to arrange participation in meetings, workshops, and events
Coordinate the meetings, retreats and activities of the Academic Leadership Council, Deans
and Office of the Provost staff, including preparing the agenda, working with attendees on their
needs and preferences, recording actions, and performing follow up
Coordinate the presentation of faculty awards at the “Honor the Best”
15% - University Administrative Manual (UAM)
 Manage the UAM Committee including researching new information as needed by the
Committee, arranging meetings and handling follow-up revisions with various University
administrators, coordinating the approval or revisions with the Faculty Senate and Office of the
President, and posting revisions in the UAM on University website
 Research, draft, edit and finalize policies for inclusion in the UAM
 Maintain the on-line version of the UAM with responsibility for format, organization, edits and
updating
 Respond to inquiries regarding the UAM from faculty and staff
 Perform quality control activities in policy review, investigating the need for the policy, soliciting
and coordinating input from constituents and the Faculty Senate and resolution of differing
opinions
 Determine appropriate forums and communication tools for informing campus constituent
groups of policy changes, utilizing these tools to broadcast UAM updates
10% - Provost’s Office Operations
 Supervise state Classified administrative assistants and student employees in the Provost’s
Office including recruiting and advertising, selecting semi-finalist candidates, interviewing,
preparing work performance standards, training, evaluating, disciplining, and scheduling work
 Provide backup for the Director of the Provost Office in relation to complex projects and
communications
 Maintain the Provost Office’s general records management system/database, logging systems
and distribution lists, using independent judgment to make decisions related to office records
and recommending changes and improvements
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:
Responsibilities of the position are challenging and complex and are performed with independent
judgment and initiative and with only minimal direction and supervision. The Assistant is responsible
for effective utilization of the Provost’s time and must be aware of relevant issues and priorities. The
Assistant must also be knowledgeable and current regarding the overall organization of the University
and the Provost’s role in the various projects and processes with which the office is involved. In many
instances, the Assistant serves as the liaison between the Provost and the President’s and Vice
Presidents’ offices, deans, department chairs, and other campus personnel, students, business
community leaders, Nevada System of Higher Education (NSHE) administrators and their offices, the
Board of Regents, and community organizations. Effective communication and interaction,
professionalism, tact, and careful and timely follow-through are essential. The individual in this
position must continually make independent decisions to accomplish the work of the Office,
considering priorities of the office and its administrators, and handling information regarding sensitive
or confidential matters with appropriate professionalism.
Position Description – Assistant to the Executive Vice President and Provost
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Impact:
The Office of the Provost is involved either directly or indirectly with every aspect of the operation of
the University. The actions of the Assistant are critical in ensuring that the Provost’s time is used
effectively and efficiently. Failure of the Assistant to perform has a direct impact on the Chief
Academic Officer of the University and his or her ability to advance the academic mission of the
University. While performing duties, the individual must convey accurate information to a variety of
campus constituents with a high level of professionalism; administrators, faculty, and staff must be
able to have confidence in the Assistant’s work. Effective, accurate, timely interaction and follow
through as warranted are essential. The Assistant’s failure to handle the cycle of faculty processes
appropriately could compromise the integrity of those processes, disadvantage faculty who have
applied or been nominated for awards, and result in grievances. The Assistant’s failure to manage
the daily operations of the Office of the Provost could disrupt the smooth functioning of academic and
administrative processes across campus. The position is also critical to the development and
dissemination of policy for the institution. Failure to create clear and sound policies that are
disseminated broadly and accurately could result in confusion and error that would affect the
operations of the University and the confidence of individuals in the Office, the University, and its
leadership.
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 organization, resources, policies and procedures
 State of the art technology and effective practices related to same
 General professional business ethics and standards, customer service
 University financial, human resources, and student information systems
 University organization, offices, policies, and procedures related to administration, academic
affairs, student services
Skills:
 Excellent verbal and written communication including composing written communications and
documents, editing and proofreading
 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)
 Excellent interpersonal skills, including tact, diplomacy, customer service, and conflict
resolution
 Human resources and supervision/management skills, including teaching and training
 Excellent organizational and time management skills
 Excellent judgment, analytical, decision-making and problem solving skills
 Honesty and integrity
Ability to:
 Exercise independent judgment to handle multiple priorities, projects, and deadlines
 Quickly locate, process, provide, and explain information to multiple constituencies
 Review information and materials from a variety of sources and in a variety of formats and
quickly assimilate and act on the information
 Plan, manage, and problem solve in order to complete complex assignments and projects in a
timely manner
Position Description – Assistant to the Executive Vice President and Provost
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Maintain confidentiality of sensitive information
Interact effectively with faculty, staff and administration at various levels of responsibility
Work with sensitive and confidential issues
Work well as a team member as well as independently
Demonstrate tact and diplomacy in communicating with internal and external contacts
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
Provost
President’s office staff, Vice
Provosts, Vice Presidents,
Deans, department chairs, and
administrators
Faculty, staff, and students
Provost Office staff and other
committees
External
NSHE staff
Community members/groups,
business people, CEOs, state
and federal government
employees, national educational
organization representatives
Reason for Contact
To receive information and directives and provide information
To receive and convey information on behalf of the Provost or Vice
Provosts
To provide information, to assist in resolving sensitive issues or
communicate with upset/irate callers or office visitors; to know
where to direct persons for assistance, and to collaborate in
coordination of activities of the Provost and/or office
To plan and participate in staff meetings; coordinate, plan, attend,
and record actions of Academic Leadership Council,
Administrative Manual Committee, and special forum groups or
committees
Reason for Contact
To receive and convey information on behalf of the Provost and
Vice Provosts
To obtain or provide information or to coordinate activities of the
Provost
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.
Bachelor’s Degree from a regionally accredited institution
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 of management experience in an administrative
office
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None