POSITION DESCRIPTION QUESTIONNAIRE
ADMINISTRATIVE FACULTY
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart
electronically to marshag@unr.edu for initial review before routing PDQ for approval signatures.
Questions - call UNR-HR at 682-6114
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INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
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Name of Incumbent(s) (if applicable): Bruce Shively
Position #: 10819
Current Title: Assistant Vice President, Planning, Budget & Analysis Current Range: 7
(77086;1E;CA1035;CC001;E)
Department: Planning, Budget & Analysis
College/Division: Vice President,
Administration and Finance
Action Proposed: (check all that apply)
( ) New position : Proposed Range:
Proposed Title:
( X) Title Change, Proposed Title: Associate Vice President, Planning, Budget, and Analysis
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
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 Ron Zurek
Date
Vice President, Administration & Finance
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 sign and send to HR for personnel file after PDQ approval for personnel file)
Rev: 2/5/2008
Position Description – Associate Vice President, Planning, Budget, and Analysis
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 Associate Vice President, Planning Budget and Analysis, is responsible for coordinating the
planning and development of the operating budgets of the University of Nevada, Reno (UNR)
including (1) recommending and implementing the policies and parameters to be used in the
development of the biennial budget request; (2) creative compilation of budget requests within
guidelines established by the Nevada System of Higher Education (NSHE) Board of Regents; and (3)
preparing responses to issues concerning budget requests.
The Associate Vice President has responsibility for recommending policies and procedures, and
subsequently monitoring revenues and expenditures of all authorized budgets to assure that (1) all
policies and procedures concerning budget implementation are adhered to; (2) salary savings are
generated in sufficient amounts to meet mandated reserves for each designated unit; and (3)
unexpended funds are used in a manner which will best meet the goals and objectives outlined in the
development of those budgets.
The Associate Vice President reports directly to the Vice President, Administration and Finance.
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).
20% - State Biennial Budget Preparation
 Prepare calendars for internal development of budget materials to coincide with NSHE system
schedule
 Supervise the preparation of backup material (historical and projected comparisons) to be
used for development of budget requests
 Design forms and instructions to be used by vice presidents to solicit from colleges and
departments budget request information that meet Board of Regents criteria
 Analyze requests submitted to Planning Budget and Analysis (PBA) by vice presidents
 Prepare and present budget requests/schedules to Planning and Budget Team and to the
President’s Cabinet
 Coordinate campus responses to questions from the State Budget Office and Legislative
Counsel Bureau (LCB) concerning university budget request and work directly with analysts
for the LCB and the Governor’s Budget Office to resolve issues regarding the university’s
biennial budget request
 Provide to selected administrators relevant budget comparisons; e.g., request vs. Governor’s
Recommendation; actual expenditures vs. request; campus to campus; actual vs. legislative
approved
 Develop specific issue-related analyses for use by the President, Vice President for
Administration and Finance, and Director of Governmental Relations during the Legislative
session
 Provide technical support to the President and Vice President at meetings of the Joint
Education Subcommittee
20% - UNR Operating Budget Preparation
 Recommend allocations and prepare the annual UNR Operating Budget and oversee the
preparation of budgets for the nine UNR appropriation areas, Estate Tax accounts, and any
special appropriations, prior to approval by the President for submission to the Board of
Regents
Position Description – Associate Vice President, Planning, Budget, and Analysis
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Develop annually a narrative outlining the primary features of the budget to be included in the
published Operating Budget document
Oversee the preparation and distribution of the final document for publication
Prepare and/or review Accountability Reports for all appropriation areas
Oversee preparation of the Budget to Actual Reports for state funds and self-supporting
budgets
Prepare quarterly Fiscal Exception Reports for submission to the Chancellor’s Office
20% - Annual Self-Supporting Budget Development
 Supervise and direct the development of the university’s annual self-supporting budget
submission to the Board of Regents
 Identify accounts meeting the budgeting threshold
 Supervise distribution of budget materials to vice presidents
 Assist account managers with budgeting process
 Review and analyze all self-supporting budget documents
 Review individual self-supporting budgets with the Vice President, Administration and Finance,
prior to submission to the Board of Regents
20% - Supervision of NSHE Position Control System
 Supervise campus implementation and operation of the NSHE Position Control system
 Supervise preparation of the state-funded position list of authorized professional and classified
positions for each appropriation area down to the department level
 Develop policies and procedures for departmental use relative to position control
 Review location of existing positions, sources of funds, status of vacancies, etc.
 Verify that position budgets are entered for all accounts with salary expenditures
 Supervise the periodic updating of the position list that is used as the basis for position control,
development of personnel contracts, and for salary savings control
 Establish and maintain position edits
 Monitor off-load and vacancy reports
 Develop and recommend enhancements to system
 Prepare periodic reports for all Vice Presidents concerning the status of salary savings in their
areas of responsibility
10% - Policy Recommendation and Implementation
 Provide policy recommendations and attendant implementation procedures, and participate in
planning/development meetings of the President’s Council, Vice Presidents, Deans, or
department heads relative to budget
 Meet on a regular basis with the staff of Administration and Finance and Human Resources to
resolve overlapping issues related to professional and classified matters
 Attend Administration and Finance staff meetings
5% - Projections Review
 Review and recommend modifications to projections for non-appropriated revenue and
operation and maintenance of plant reimbursements for biennial budget requests and annual
operating budgets
5% - Monitoring of Operating Budget Reports
 On a monthly basis, monitor operating budget reports to determine if established parameters
have been maintained and advise the Vice Presidents in a timely manner of potential budget
problems
 Monitor all mandated reserve accounts to assure that appropriate savings are directed to
those reserves
 Review and approve the transfer of all funds between budgeted accounts and revisions to selfsupporting budgets
Position Description – Associate Vice President, Planning, Budget, and Analysis
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Direct the year-end closing process and make recommendations to the Vice President,
Administration and Finance for the expenditure of funds remaining or method to cover overcommitments
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.
Judgment or computation errors can have long-range implications in the budget process, the most
severe being that campus and/or NSHE representatives could face a loss of credibility before the
Board of Regents and/or Legislative bodies and institutional budgets could suffer financial losses that
would have present and future program development implications. Actions which are innovative and
supportive to the Vice Presidents, Deans, and Directors have a campus-wide impact which can
enhance the administration’s ability to function effectively and efficiently.
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:
 Budget development and fiscal management to include accounting and/or finance practices
and procedures - financial statements, tracking revenue and expenditures, relationships
between revenues, expenses, cost allocations, forecasting, and reporting and evaluation
 Generally accepted accounting principles and practices
 Higher education organizational structures, operations and policies
 Relationship between state government agencies and governing body
 Budget processes (annual, biennial, self-supporting)
 Legislative directives and processes
 Budgeting methods used at peer institutions
 Higher education policies and procedures regarding indirect cost recovery, fringe pools,
sponsored grants, and foundation grants
Skills:
 Effective oral and in written communication to include presentation skills
 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)
 Human resources supervision/management
 Organizational and time management skills
 Negotiation
 Effective problem solving, decision-making, and analytical skills
 Strategic planning
Ability to:
 See, in a broad sense, what effect an action (or inaction) will have relative to a
planning/budget decision
 Explain budget process and material to people who may not care or would prefer not to
understand the process
 Maintain confidentiality of sensitive information
 Work and interact with a diverse population
 Interact effectively with faculty, administrative staff and other employees at all levels of
responsibility
 Maintain professional business and work ethics and standards
Position Description – Associate Vice President, Planning, Budget, and Analysis
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Understand and interpret formalized policies, guidelines, rules, and regulations
Travel as needed
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:
UNR President, Vice Presidents and Assistant/Associate Vice Presidents, directors, faculty – daily
contact to discuss, report, explain, negotiate, advise, assist in the development and operation of the
planning and budget process and to respond to inquiries concerning planning and budget matters
Professional and classified staff, controller, deputy controller, students, and others in business areas –
frequent personal and telephone contact to discuss budget matters, requests for resolution of funding
problems, and assist with questionnaire responses, grand applications, and publications
External:
Vice Chancellor and state government officials – to respond to inquiries concerning planning and
budget matters through correspondence to respond to inquiries concerning planning and budget
matters
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 eight years or a Master’s Degree and six years or a Doctorate
and four years of experience in the development and implementation of budgets for
complex public universities (Doctoral II or above) and an understanding of the structure
of institutions of higher education and acceptance of the concept of faculty participation
in the decision-making process
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None