Item 3.B-Feb. 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): Susan Moore
Position #(s): 16373
Current Title: Coordinator, Budget and Personnel (BA)
Current Range: 2
(JCC:77553;3D;CA3007;CC095;E)
Department: College of Business Administration –
College/Division: College of Business
Dean’s Office
Administration (BUDN)
Account #(s): 1101-116-0001
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)
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
Greg Mosier
Dean, College of Business Administration
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Jannet Vreeland
Date
Vice Provost and Secretary of University
Action Approved by the President (Completed by Faculty HR):
Position #: 16373
EEO Code: 3D
CUPA Code: CA3007
Exempt: Yes or No Census Code: 095
Job Class Code: 77553
Range: 2
Effective Date: 2/1/2010
Approved Title:
Coordinator, Budget and Personnel (BA)
____________________________________________________________
__________________
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 – Coordinator, Budget & Personnel (BA)
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 Coordinator, Budget and Personnel, reports to and serves as primary support to the Dean of the
College of Business Administration (COBA), providing effective communication, development,
coordination and planning for the administrative functions and operations of the college. These
activities include financial administration, personnel administration, and office administration and
assessment/ accreditation activities.
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).
35% - Fiscal Administration
 Serves as fiscal officer of COBA with full signature and decision-making authority on all COBA
and Nevada Small Business Development Center (NSBDC) and Bureau of Business and
Economic Research (BBER) accounts to include state-appropriated and soft funding, grant
funding, donations, endowments, scholarships and indirect costs
 Audits accounts as well as develops COBA annual and biennial budgets
 Advises Dean and Department Chairs and appropriate directors of budget issues
 Inputs Comprehensive Position List (CPL)/Contract and Budget Entry (CBE) information for
upload for Planning Budget & Analysis (PBA) and Human Resources (HR)
 Works with NSBDC in review of grant accounts and processing by performing second level
review
 Assists with the strategic planning process, preparing and analyzing reports and making
recommendations for reallocation of funds
 Prepares a variety of fiscal reports, projections and analysis which is distributed to the Dean,
Department Chairs, Provost Office and other University of Nevada, Reno (UNR) units
 Projects revenues from grants, contracts and special revenue-raising courses taught by
College faculty
 Oversees the preparation of College and departmental budgets and contracts prepared by
departments
 Supports departments in budget maintenance and the solicitation of bids on COBA projects
and capital improvements
 Supports faculty with research budgets, summer stipends and financial management contracts
 Researches and prepares projected budgets for each fiscal year and biennium
 Creates/maintains the College’s sensitive equipment inventory
 Monitors cost transfers for Effort Reporting for Office of Sponsored Projects (OSP)
35% - Human Resource Administration
 Coordinates human resource activities in COBA and supports the departments on human
resources issues and related activities
 Oversees COBA staff and students on budget and personnel issues
 Oversees the processing of payroll and personnel documents for all staff and faculty
 Ensures that human resources regulations are strictly adhered to by COBA for annual faculty
contracts and employment of COBA personnel
 Coordinates the preparation and submittal of reports as requested by UNR and Business
Center North (BCN) Human Resources Offices
Position Description – Coordinator, Budget & Personnel (BA)
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Coordinates faculty contracts and the allocation of funds for overloads and letters of
appointment and temporary faculty
Coordinates all classified searches and oversees classified evaluations and merit to ensure
that they are completed meeting all dead-lines
Conducts classified searches and interviews and serves on professional search committees
and/or acts as chair
Designs, implements and monitors the COBA Classified and student assistant Rules and
Regulations and Expectations
Identifies and develops training programs for staff and faculty in areas of personnel,
recruitment and fiscal responsibility
Communicates to the Dean the changes in human resources issues and governing regulations
Coordinates the annual faculty evaluation and merit process and coordinates and processes
Promotion and Tenure applications
Prepares sabbatical and development leave applications
Researches administrative, legal and academic issues involving faculty, staff and students in
the College and works with UNR and Business Center North-HR as well as the UNR Attorney
Organizes cross-training and skill enhancement for classified staff
15% - Event Management and Public Relations
 Acts as liaison between college and off campus community leaders and represents college at
community functions and as requested
 Coordinates directly with Digital Initiatives office for branding compliance for all college printed
materials/website with regards to logo, colors, etc for use on the web and in media/advertising
 Creates/collaborates with Dean’s Office/departments for television/radio advertising for
undergraduate and graduate programs for recruiting/retention (Target 500 Initiative)
 Assists in college website maintenance and provides information/updates for College
information monitors (6 LCD Screens in AB)
 College event planning/organization for all college sponsored functions to include the following
events: Educational events (conferences, summits, lecture series), Development events
(Faculty and Friends of the College Reception, Executive Speaker Forum, Associate
Receptions)
 Promotes the College, students, faculty and staff with Business Week/Honors and Awards
Banquet, Graduation Receptions/Graduate Picnic, etc.
10% - Operations and Administration
 Supervises the assignment of workload, special projects and duties to clerical staff in the
academic departments, research and public service units
 Directs and assigns work to Dean’s Executive Assistant in planning COBA events and
provides input for his/her annual evaluation
 Establishes procedures and recommends improvements in COBA work methods, techniques
and systems
 Manages and coordinates College space and room issues pertaining to classes, faculty and
staff offices
 Implements decisions with regard to workflow, operations and changes within the college
 Compiles and reports FTE/SCH data to the Dean
 Organizes/assists in facility improvement, monitors building/classroom maintenance and acts
as liaison to Facilities Services/Buildings and Grounds for capital project approval,
communicates building hours to campus security
5% - Assessment & Accreditation
 Coordinates COBA assessment by working with COBA assessment committee to develop
requirements and communicating to programmers
 Creates tables, populates tables and reports for the COBA assessment system; makes
changes to the web-based system; tests system
Position Description – Coordinator, Budget & Personnel (BA)
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Works closely with the Association to Advance Collegiate Schools of Business (AACSB) on all
accreditation activities (surveys, visitations, etc.) and with the Associate Dean to prepare the
5-year accreditation report for AACSB
Coordinates and facilitates the use of Digital Measures software in the departments for
automating the collection of faculty teaching, service activity, research and publication data
Completes annual AACSB Salary Surveys and Business School Questionnaire
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 Coordinator is involved in all aspects of the administration and operation of the college, reporting
directly to the Dean. The individual is responsible for the day-to-day administration of the College, the
fiscal and human resource operations of the College, and is involved in the basic structure and
makeup of the College in the areas of accreditation and assessment. The Coordinator works
independently under minimal supervision and with latitude for initiative and independent judgment. All
decisions, judgments and recommendations made to the Dean must be accurate and presented
professionally to the university community, the business community and accrediting agencies.
Impact:
The decisions and judgments made by the Coordinator directly affect the operation of the College, its
standing within UNR and the Nevada System of Higher Education (NSHE) as well as the business
community. Inaccurate data, poor decisions or judgment may negatively impact faculty/staff, college
budgets, events and the accreditation process.
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:
 State and Federal employment laws and regulations
 Higher education and governmental budget development and accounting and financial
management to include budget analysis and projections, practices and procedures, and
financial statements, tracking revenue and expenditures, relationships between revenues,
expenses, cost allocations, forecasting, and reporting and evaluation
 Business procedures and administrative policies
 Curricular issues and administrative operations and functions of an academic environment
(unit/college) within a university setting
 Higher education policies and procedures on allowable use of funding resources and grants,
contracts and sponsored projects
 Reporting to university, State, and/or Federal agencies
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) including
governmental accounting as well as Web programming
 Excellent verbal and written communication
 Human resource management and supervisory skills
 Excellent organizational skills
 Preparation of financial and statistical data
 Analytical, decision-making, and problem-solving skills
 Program/project/event planning, development, coordination, and management
Position Description – Coordinator, Budget & Personnel (BA)
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Research issues/situations, develop and provide solutions, make appropriate decisions, and
implement solutions; bring concerns to management
Ability to:
 Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
 Handle complex issues
 Interact effectively and work with a diverse population of different agencies and individuals
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
Dean, Associate Dean and
academic department chairs,
NSBDC/BBER Directors; COBA
Advisement Center and staff;
COBA Career Service Director;
COBA Development Office;
Institute for Study of Gambling
and Commercial Gaming; and
the Center for Logistics
Management
Planning, Budget and Analysis,
HR, Payroll, Grants and
Contracts, Sponsored Projects
Office
Development Foundation Office
Provost and Controller’s office
President and Provost Offices
External
AACSB Auditors
Private agencies
Private sector n the business
community
Reason for Contact
To support the students, faculty and staff and provide fiscal and
personnel management services
To interact and work closely with other financial and HR personnel
within the university system
To track and monitor accounts created through the Foundation
To coordinate and facilitate faculty contracts, positions, new hires,
position control, fiscal year end contracts, etc
To resolve problems
Reason for Contact
To provide information for accreditation process and to provide
logistical services for transportation and travel arrangements
To enlist outside vendors in negotiation of bids for events
To provide services to the partnerships, boards and joint-functions
and to negotiate programs
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
Position Description – Coordinator, Budget & Personnel (BA)
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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 experience to include accounting, budgeting
and/or personnel management/ business administration
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None