Item 3.I- July 13, 2012
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): 10822
Current Title: Administrative Manager (LITA)
Current Range: 3
(JCC: 86893;3D;CM3501;CC570;E)
Department: Library and Information Technology
College/Division: Provost’s Office
Administration (LITA)
Account #(s): 1101-109-0001; 1101 108 0301
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
() Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range)
JCC (Current
X) Line of Progression (show titles below)
or new HR
Range:
assigned):
Coordinator, Budget and Personnel (LITA)
2
67285
Administrative Manager (LITA)
3
86893
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 Janita Jobe, Assistant Dean, University Libraries Date
____________________________________________________________
Director/Chair/Dean Kathlin Ray, Dean, University Libraries
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Heather Hardy
Date
Executive Vice President and Provost
Action Approved by the President (Completed by Faculty HR):
Position #: 10822
EEO Code: 3D
CUPA Code: CM3534
Exempt: Yes or No Census Code: 570
Job Class Code:
Range:
Effective Date: 7/1/2012
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 – Coord, Budget and Pers and Administrative Manager (LITA)
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/Administrative Manager is responsible for daily operations of
the shared Library and Information Technology Administrative Office. The position serves as the
primary fiscal officer for Information Technology accounts and provides administrative support for the
Director of Information Technology. The incumbent also serves as a human resources officer for
faculty and staff in Information Technology (IT), ensuring accuracy and timeliness of personnel
actions, and compliance with university, state, and federal regulations. The position reports to the
Assistant Dean, University Libraries.
Range 2
The Coordinator makes improvements in office procedures, provides back-up for staff vacancies and
conducts staff training.
Range 3
The Manager expands support services and implements new technologies. As a member of the IT
management team, the incumbent participates in decision making, policy development, and planning
for respective units. The incumbent plays an important role in Library and IT to steward technology
projects, communicate status and bring concerns to the attention of the Dean and/or Director.
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).
Range 2
40% - Libraries and IT Administrative Services
 Supervise administrative office staff, ensure consistent work flow, , provide daily oversight of
operations, and training in new technologies and services for fiscal, personnel, and
administrative activities for the combined units. Activities include recruitment and hiring;
employee orientation; time keeping, payroll, and leave; personnel records; travel; purchasing
and P-card management; reception, account reconciliation; license and software
management; inventory coordination for the division.
 Continuously assess office procedures; develop and refine services to meet administrative
support needs of Information Technology and Library staff
 Work within university guidelines to adopt best practices
 Coordinate administrative support operations/personnel with supervisors in Information
Technology and Libraries
 Oversee Library and IT personnel functions for student employment
25% - Budget Functions
 Establish budgets for IT accounts (primarily state and self-supporting)
 Serve as the fiscal officer for Unified Communications and ensure its fiscal integrity and
contract management
 Work with IT managers, collectively and individually, to document proposals for spending and
follow up to ensure expenditures occur as planned
 Manage the year-end account close process to ensure that funds are expended appropriately,
projects are completed in correct fiscal year; meet Budget and Controller’s Office deadlines
Position Description – Coord, Budget and Pers and Administrative Manager (LITA)
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Ensure that relevant fiscal and accounting statutes, regulations and University and NSHE
policies are applied to budget and fiscal management processes
Provide training and regulatory oversight to IT departments with respect to management of
funds, recharge rules, compliance issues
Prepare both formal and informal fiscal analysis reports and summaries in response to
requests from the Director of IT
Prepare supporting documents and reports required for the University budget and fiscal
processes (Comprehensive Position List, self- supporting budgets, revisions, transfers, etc.)
Ensure accuracy of annual contract and salary information
20% Assistant to the Director
 Provide support and assistance to the Director of Information Technology
 Provide support, research issues and suggests solutions to the Director
 Serve as delegated signature authority for classified personnel and student documents, and
budget/accounting documents
 Serve as communications link for the timely dissemination of information to faculty and staff
15% - Human Resources Functions for IT
 Develop, or assist supervisors to develop, PDQs and NPD-19s for new and existing positions
 Initiate hiring and search processes; ensure compliance with all HR and affirmative action
regulations in the search and hiring process
 Ensure accuracy of faculty and staff employment contracts and personnel action forms
 Review all work performance standards and evaluations for classified staff; assist supervisors
in establishing work performance standards
 Working closely with Business Center North (BCN) and Human Resources (HR), provide
supervisors with assistance in managing employees; serve as liaison between the supervisor
and HR; review or draft documentation concerning performance problems, disciplinary actions,
grievances, medical leaves, etc.
 Communicate personnel rules and relevant university and state policies and laws
 Manage faculty evaluation process for administrative faculty
Range 3
30% - Libraries and IT Administrative Services
 Same as above
20% - Project Coordination/Management
 Initiate efficiencies in campus-wide services such as computer security (RACF) management;
licensing agreements and software management (i.e., Microsoft Campus, SPSS/SAS, Minitab,
ESRI)
 Identify and implement new technologies to improve office operations and service
 Participate on Library and IT committees and work groups as requested
 Develop, document and communicate a timeline for IT projects
 Monitor project milestones and deliverables and communicate needed resources, scope
increases and time delays to the Director
 Serve as Technology Coordinator for the Libraries by assisting in technology selection process
and acting as liaison between library and IT staff to complete projects
 Convene departmental Technology Coordinators meetings to discuss library technology needs
and plans
 Serve as the point person for various special projects, especially technology-related, for the
Administrative Offices as well as other college or divisional projects
20% - Budget Functions
 Same as above
Position Description – Coord, Budget and Pers and Administrative Manager (LITA)
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15% - Assistant to the Director
 Same as above
15% - Human Resources Functions for IT
 Same as above
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.
Range 2
Level of Freedom:
The Coordinator operates with autonomy in carrying out day-to-day responsibilities. The incumbent
works closely with the Director of Information Technology, and proposes solutions related to IT
financial and personnel issues to the Director. . Proposes solutions affecting Library financial and
personnel issues and administrative staff to the Assistant Dean of Libraries. The incumbent provides
information and alternatives, establishes priorities, and keeps management aware of commitments
and limitations. The incumbent has the responsibility to communicate frequently and effectively with
the Director of Information Technology and Assistant Dean of Libraries. The position has delegated
signature authority on IT accounts. Major purchases and initiatives and a general outline of priorities
and projects are approved by the Director.
Impact:
Decisions and judgments impact how effectively human and financial resources are utilized, which
directly impacts the success of the Libraries and IT in meeting goals and objectives. Proper handling
of human resources issues is essential to maintain a healthy, productive organization and to avoid
potential large liabilities for the University as a whole.
Range 3
Level of Freedom:
The Administrative Manager monitors and makes recommendations to adhere to project budgets and
timelines. The incumbent takes initiative to identify opportunities, develop requirements, spearhead a
proposal and implement projects as approved by the Director of Information Technology.
Impact:
Effective management of technology projects supports positive outcomes, adherence to budget and
time schedules and customer satisfaction.
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).
Range 2
Knowledge of:
 Technologies and software for the office environment
 Best practices office procedures
 Accounting and/or budgeting and fiscal management to include accounting and/or finance
practices and procedures and recharge procedures
 Human resources best practices
Position Description – Coord, Budget and Pers and Administrative Manager (LITA)
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Skills:
 Supervisory skills, including an ability to teach and mentor staff and to achieve both results
and client satisfaction
 Verbal and written communication
 Outstanding customer service skills and ability to develop those skills in others
 Time management and multi-tasking
 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:
 Take initiative and work independently, as well as ability to work collaboratively and build a
successful team environment
 Maintain confidentiality of sensitive information
 Meet the needs of internal and external customers
 Maintain professional business and work ethics and standards
 Perform duties in a manner that optimizes financial resources
 Supervise and assist staff with coordination of work efforts
 Coordinate administrative activities
 Apply established rules and procedures and make decisions that affect quality, accuracy, or
effectiveness of results
 Manage resources effectively and efficiently
Range 3
Knowledge of:
 Project management methodology
 Technology terminology
Skills:
 Web design/maintenance
 Analytical, decision-making, and problem-solving skills
Ability to:
 Implement change
 Manage project implementations
 Research issues/situations, develop and provide solutions, make appropriate decisions, and
implement solutions; bring concerns to management
 Apply broad policies to problems and situations not falling clearly within precedents; may
require adopting or modifying methods to meet changing conditions
 Research technology options and tools
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
Range 2
IT and Library faculty and staff
IT and Library managers
University administrative offices:
Controller’s, Purchasing, Human
Reason for Contact
To share information and policies; answer questions related to
administrative processes; handle personnel issues; solve wide
variety of problems; plan; general communication
To plan, make decisions, establish budget priorities
To resolve problems and conduct daily business related to fiscal
and human resources management and general administration
Position Description – Coord, Budget and Pers and Administrative Manager (LITA)
Resources, Payroll, Budget,
Provost’s Office, etc.
University faculty, staff, students
Range 3
IT and Library faculty and staff
IT and Library managers
University administrative offices
To plan activities, explain policies, address complaints, provide
user services
To coordinate projects
To plan and develop projects
To gather input and identify potential efficiency improvements
External
Range 2
Vendors
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Reason for Contact
To resolve questions related to purchasing and contracts;
investigate service problems
Range 3
Vendors
To identify technology solutions
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.
Range 2
Bachelor’s Degree and two years of relevant work experience to include supervisory
experience
Range 3
Bachelor’s Degree and three years of relevant work experience to include supervisory
experience
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None