Item 9.H-Nov. 19, 2010
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): Vacant
Position #(s): 10751
Current Title: Assistant to the Vice President, Student Services
Current Range: 2
(JCC:77556;3D;C3501;3D;E)
Department: Vice President, Student Services
College/Division: President’s Office
Account #(s): 1101-105-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
(X ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current
or new HR
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
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the President (Completed by Faculty HR):
Position #:
EEO Code:
CUPA Code:
Job Class Code:
Exempt: Yes or No Census Code:
Range:
Effective Date:
Approved Title:
____________________________________________________________
__________________
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 to the Vice President, Student Services
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 Vice President, Student Services, works closely with the Vice President for
Student Services to manage the overall operation of the Office of Student Services. In seeking to
build a diverse community for all students, incumbent functions as liaison between the Vice President
and classified and professional staff of the division, administrators, faculty, regents, students and
parents, and the community at large. Individual acts as the business and personnel manager and
confers with the Vice President on a regular basis concerning personnel issues, policies and
procedures, budget, and other matters directly affecting the office. The incumbent provides high
quality customer service at all times and crisis response when necessary. The incumbent conducts
training, helps coordinate division and senior level staff meetings, and conducts division orientation
sessions for staff. This position conducts research and prepares detailed reports. Individual hires,
evaluates and supervises student employees. The Assistant is a member of the Vice President’s
Council which is also comprised of the three Associate Vice Presidents in the Division.
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).
50% - Division Management
 Function as the business and personnel manager of the Vice President’s office researching
and managing transactions of correspondence, contracts, budgets and meetings
 Confer with the Vice President concerning plans, issues and reports; make recommendations
and take action
 Independently perform data analysis and research; reviews policies, and compiles information
into annual reports as needed
 Respond to correspondence and phone calls received by office including researching issues,
requests for information, etc.
 Conduct research and prepare detailed reports (some federally mandated) upon
conclusion (i.e., The annual Department of Education Alcohol report)
 Maintains the office web page and administers and maintains several student services
list serves
 Write and review all Vice President communication and often draft policy and
procedure in conjunction with other senior level professionals at the University
25% - Fiscal Administration
 Serve as division fiscal manager
 Prepare account grid; monitor accounts; review for discrepancies
 Maintains a balanced office budget and accurate records of budget decisions
 Make budgetary recommendations and reports to VP council
 Revise comprehensive position list/CBE and ensuring accuracy of position assignments
15% - Human Resources Supervision and Administration
 Promote understanding and respect of a diverse workforce and student body
 Serve as Human Resources manager for division
 Organize and co-present new staff orientation for professional and classified staff
 Help plan and coordinate division and senior level staff meetings
 Oversee search procedures and conducts training as needed and ensures compliance
 Conduct division orientation sessions for staff
Position Description - Assistant to the Vice President, Student Services
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Hire, evaluate and supervise student employees
Assist in hiring and training AVP classified staff and students
Serve as resource person in all areas of personnel, payroll, budget and leave
Serve as resource person for student complaints and concerns, parent/regent requests and to
mediate conflicts
Represent the Vice President’s office and Division of Student Services in groups such as
Personnel/Controller/Budget committee (PCB), Division Strategic Planning, Emergency
Operations Committee, and search committees for various positions
10% - Program Coordination
 Coordinate, assist in planning, prepare agenda, attend, record actions, perform and follow-up
for Vice President’s Council, Senior Leadership Team, division-wide meetings, the annual all
staff retreat and a wide variety of meetings involving on and off campus constituencies
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:
Making independent decisions and using sound judgment, especially in the absence of the Vice
President, is an essential qualification for this position. Because of the diversity of programs,
incumbent is required to exercise considerable judgment in applying broad policies to problems and
situations to meet changing conditions. Incumbent must have the ability to defuse volatile or stressful
situations, including distraught students or parents.
Impact:
The Office of the Vice President of Student Services is involved either directly or indirectly with every
aspect of student life at the university. The decisions and judgments of the Assistant affect not only
the Vice President but potentially numerous other people both on and off campus. Effective, accurate
and timely interaction with many levels of individuals as well as follow through is essential in
maintaining credibility and good relationships between the Vice President’s office and other
constituencies. The impact of poor decisions could affect budgetary projections and financial stability
of the division, result in poor public relations or audit exceptions. Failure to accurately report statistics
in annual reports could result in loss of federal funding.
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:
 Student information system (e.g. Peoplesoft) and student records
 Federal laws and regulations concerning Federal Educational Rights and Privacy Act (FERPA)
and Health insurance Portability and Accountability Act (HIPPA)
 Financial system (e.g. CAIS)
 State and federal laws and regulations concerning human resources management
administration and policies and procedures
 Federal, state and system regulations and policies governing equal opportunity and affirmative
action
 Demographics and statistics on student data analysis
 Higher education policies and procedures
 Accounting and/or budgeting and fiscal management to include accounting and/or finance
practices and procedures
 General university administrative policies and procedures related to students
Position Description - Assistant to the Vice President, Student Services
Skills:
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Editing and proofreading
Human resources supervision/management
Teaching and training skills
Interpersonal and human relations
Conflict resolution
Effective problem solving, decision-making and analytical skills
Excellent oral, written communication skills
Organization
Sound judgment
Diplomacy
Customer service
Time management
Honesty and integrity
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)
Ability to:
 Work independently with minimal supervision
 Manage, prioritize and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus of organizational goals
 Assist staff with coordination of work efforts
 Use sound judgment in decision making
 Defuse volatile situations and provide solutions when necessary
 Creatively work through problems and suggest options
 Create an open climate and work effectively with diverse populations of students, parents,
faculty and staff at all levels of responsibility in a positive and productive manner and with tact
and diplomacy
 Maintain confidentiality of sensitive information regarding student information and University
business
 Manage a budget
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
Student Services Vice President
and Associate Vice Presidents
Division staff
Administrative and academic
faculty
Staff from other departments
President, president’s staff
University Vice Presidents and
deans
Reason for Contact
To consult, inform, advise, report outcomes
External
Board of Regents
Reason for Contact
To share information, answer questions, conduct research, advice
on student/parent concerns
To supply information, resolve problems, refer to appropriate
resources
Current and prospective
students and their families
To act as liaison, train, advise
To advise, inform and resolve problems
To supply information, conduct research, resolve problems
To advise, inform and resolve problems
To advise, inform and resolve problems
Position Description - Assistant to the Vice President, Student Services
Members of the community
Legislators
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To supply information, refer to appropriate resources, provide
counsel
To supply information, answer questions, conduct research
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 in 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 three years or Master’s Degree and one year of management
experience in a senior level administrative office
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None