Item 3.E-February 14, 2014
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): Jessica Younger Dickens
Position #(s): 17284
Current Title: Chief of Staff, Division of Health Sciences (DHS)
Current Range: 3
(JCC:77532;3D;CM3534;CC043;E)
Department: Vice President, Health Sciences
College/Division: Vice President, Health
Sciences
Account #(s): 1101-122-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title: Chief of Staff, Division of Health Sciences (DHS) and
University of Nevada School of Medicine (UNSOM)
( x ) Proposed Reassignment from Range 3 to Range
4
( ) 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 Jessica Younger Dickens
__________________
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
Thomas L. Schwenk
Date
Vice President, Div. of Health Sciences / Dean, UNSOM
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Stacy Burton, Vice Provost, Faculty Affairs Date
Action Approved by the Provost/President (Completed by Faculty HR):
67520 Range:
4
Pos #(s): 17284
JCC:
EEO: 3D
Eff: 2/1/2014
Approved Title: Chief of Staff, Division of Health Sciences (DHS) and University of Nevada
School of Medicine (UNSOM)
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 – Chief of Staff, Division of Health Sciences (DHS)
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 Chief of Staff, Division of Health Sciences (DHS) and University of Nevada School of Medicine
(UNSOM), reports directly to the Vice President for Health Sciences (VPHS) / Dean, UNSOM, and
holds operational responsibility for the VP / Dean’s office including advisement, managing the office
and coordinating operations while serving as a liaison. The Chief of Staff develops strategic
relationships with members of the DHS Directors and Dean’s Cabinet, Executive Faculty, Nevada
System of Higher Education (NSHE), community leaders and elected officials and assists the VP /
Dean in managing relationships with internal and external stakeholders and the direct-reporting team.
The Chief of Staff works directly with the VP/Dean managing and resolving issues on his/her behalf.
The individual prioritizes the VP/Dean’s time and allocates it in consultation with the VP/Dean.
Serving as an advisor, the Chief of Staff analyzes issues consults with, and advises, the VP/Dean on
appropriate courses, coordinates initiatives and plans strategy, applies practical solutions to translate
division and university goals into operational plans and procedures and tracks implementation with
regular reporting to the Vice President / Dean.
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
65% - Vice Presidential / Deanship Consultation, Advisement and Management
 Directs special projects as assigned by the VP / Dean
 Attends meetings on behalf of the Dean/VP as needed and make recommendations on future
actions
 Keeps well-informed on the subject of the VP / Dean’s meetings, anticipates the needs of the
VP / Dean and directs meeting preparation to include briefing the VP / Dean, contributing to
strategy, and contextualizing remarks for the VP / Dean’s public appearances
 Directs and sets the tone of communications from the Office of the VP / Dean
 Reviews VP / Dean’s communications for content and makes suggested revisions / additions
as appropriate
 Engages appropriate Division, University and community leaders as needed for VP / Dean
priorities
 Prioritizes the VP / Dean’s time and serves as gate-keeper for meetings, strategically
managing the VP / Dean’s calendar with significant input into the prioritization, timing, and
nature of potential meetings and presentations
 Works behind the scenes to resolve, mediate, and dissolve problems before they escalate to
the VP / Dean
 Analyzes issues, consults with and advises the VP / Dean on appropriate courses of action on
complex issues and coordinate the VP/Dean’s involvement in division, university, and systemwide activities
 Coordinates the VP / Dean’s involvement in School, Division, and University activities such as:
development, alumni and donor-related events, legislative matters (local and federal), legal
matters, grievances, and community activities
 Resolves issues on behalf of the VP / Dean through triaging inquiries, responding
independently or directing the inquiry to the appropriate party to provide information, direction
and policy
 Determines and executes appropriate protocol on behalf of the VP / Dean and the VPHS /
UNSOM Dean’s office
Position Description – Chief of Staff, Division of Health Sciences (DHS)
Page 3
25% - Vice President of Health Sciences / Dean’s Liaison
 Facilitates resolution of issues by acting as liaison between the VP / Dean, University
administrators, faculty, staff, students, chancellor, regents, and off-campus constituents,
including state and federal legislators and agencies, and community leaders
 Manages high-level projects including strategic planning with hospital and healthcare partners,
including major academic medical center partners statewide
 Supports the VP / Dean at internal and external functions and public activities
 Coordinates, assist in planning and developing agendas, and attends meetings for a wide
range of leadership and administrative groups for which the Dean/VP is responsible
 Develops solutions to complex issues for presentation to the VP / Dean and works with senior
administrators to resolve or work-through issues
 Manages relationships with the Chancellor’s Office, Board of Regents, Health Sciences
Committee, County Commissioners, hospital leaders, community physicians, Governor’s office
and State legislators to coordinate the completion of action items
10% - Office Management
 Manages and supervises professional staff in the VP/Dean’s administration office in both Reno
and Las Vegas
 Advises the VP/Dean of processes, staff, and equipment needed to meet the needs and
expectations of the office and plans and carries out initiatives
 Manages process by which space needs throughout School of Medicine for academic
purposes are assessed and assigned
 Reviews requests to fill vacant classified staff positions for DHS
 Serves on selected search committees
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:
Discretion and confidentiality in all areas of responsibility are demanded. The work performed by the
Chief of Staff advances the priorities of the VP/Dean. The Chief of Staff ensures that the information
the VP/Dean acts upon is accurate and is provided in a format that leads to the best possible
decisions. The Chief of Staff is expected to work independently with little direction or supervision and
to identify and resolve key issues. Issues are routinely handled on behalf of the VP/Dean without
direction. Issues of great import or consequence are discussed with the VP/Dean before resolution is
executed.
Impact:
The position’s performance is critical to how the VP/Dean is perceived and to the VP/Dean’s success.
The goal of the position is to ensure the VP / Dean is prepared, informed and advised regarding key
issues. Poor judgment and/or insufficient or misleading information given to the VP / Dean could be
detrimental or embarrassing to DHS, UNSOM, and University. This can impact donors, the regents,
legislators, students and the general public. The Chief of Staff extends the reach of the Vice
President/Dean to ensure implementation of plans to achieve goals and objectives and heighten the
potential for internal and external communication. The incumbent has a direct impact on the goals
and objectives and advances the priorities of DHS and UNSOM.
Position Description – Chief of Staff, Division of Health Sciences (DHS)
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 and medical organizational structures, resources, policies and operations
 Fundamental missions and operations of medical schools, health professions schools, and the
national academic medicine enterprise
 The principles and practices of human resource supervision and strategic management
 Current technology
 Strategic management practices
 Budgetary development and management
 Project planning and management
Skills:
 Excellent written communications skill in composing simple to complex written
communications and documents
 Exceptional verbal communications skills
 Strong organizational and time management skills
 Maintain wide range of professional working relationships with counterparts in other academic
institutions and organizations
 Leadership
 Positive interpersonal and human relations
 Effective analysis and decision-making
Ability to:
 Implement project plans and timelines, troubleshooting any problems that arise
 Achieve goals
 Anticipate the needs for meetings, information and decisions so as to advance the missions of
the School of Medicine and Division of Health Sciences in a rapid and effective fashion
 Exercise independent judgment to handle complex matters, multiple priorities, projects, and
deadlines in a fast-paced environment without direct supervision
 Influence, persuade and achieve consensus
 Work as a collaborative team member
 Analyze situations and develop and implement solutions
 Maintain confidentiality of highly sensitive information
 Apply sound judgment, discretion and initiative in the position
 Establish and sustain cooperative working relationships with DHS and UNSOM entities,
University and outside agencies
 Understand complex ideas and see the “big picture” while understanding the steps necessary
to work through issues to a positive end result
 Use tact and good judgment in implementing the VP/Dean’s directives, priorities, and
obligations in sensitive situationsRepresent the VP / Dean in a professional manner and
project a positive image
 Work occasional weekends and evenings
 Travel as needed
Position Description – Chief of Staff, Division of Health Sciences (DHS)
Page 5
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
President, Executive Vice
President and Provost, Vice
presidents, Deans, Department
Chairs, and university office staff
Faculty, residents, staff and
students
Reason for Contact
To communicate information, serve as a liaison and manage
projects
External
NSHE staff, Nevada Board of
Regents, legislative groups,
Governor’s office
Hospital administrators,
community members, business
community, CEOs, state, county,
and federal government
employees, national educational
organization representatives
Reason for Contact
To receive and convey information on behalf of the VP/Dean
National Committees and
Professional Organizations
To coordinate national leadership activities
To discuss various matters, gather information and clarify issues
pertaining to VP/Dean
To obtain or provide information, clarify issues, or coordinate
activities of the VP/Dean
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 five years, or a Master’s Degree and three years, of experience
working at an executive-level in a complex organization, preferably in higher education
or academia
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None