Item 4.A-December 5, 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/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Madalinski, Shelly
Position #(s): CL-40277
Current Title: Budget Analyst II (JCC: CL-07.621)
Current Range: Gr 36/9
Department: Business and Finance
College/Division: VPAF/Business and Finance
Account #(s): 1101-104-0101 (75%); 1201-104-0003 (25%)
Action Proposed: (check all that apply) CLASSIFIED TO ADMINISTRATIVE FACULTY
2
(X) New position: Proposed Range:
Proposed Title:
Coordinator, Budget and Personnel (B&F)
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) 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 Tom Judy, AVP, Business & Finance
__________________
Date
____________________________________________________________
Director/Chair/Dean Tom Judy, AVP, Business & Finance
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Ron Zurek, Vice President,
Administration and Finance
__________________
Date
Action Approved by the Provost/President (Completed by Faculty HR):
67367 Range:
2
Pos #(s):
JCC:
EEO: 3A
Eff: 12/1/2014
Approved Title: Coordinator, Budget and Personnel (Business & Finance)
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 – Coordinator, Budget and Personnel (B&F)
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 is responsible for managing the daily fiscal, human
resources, and contract administration functions of the Business and Finance (B&F) department at the
University of Nevada, Reno. The positon works closely with the Associate Vice President (AVP) for
Business and Finance to ensure the department’s administrative operations are handled efficiently by
facilitating effective communication, development, coordination, and planning of transactions between
B&F units and across the University. The position reports directly to the Associate Vice President for
Business 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).
55% - Fiscal and Business Office Administration
 Serves as fiscal officer for the Business and Finance unit; provides day-to-day fiscal
management for all B&F unit accounts to include 10 state-funded (UNR and BCN) and 20
auxiliary enterprise, self-supporting, recharge, and rebate accounts
 Develops annual state budgets
 Manages the B&F unit’s self-supporting budget process by preparing, reviewing, or editing the
self-supporting requests submitted by the B&F departments
 Projects expenses and revenue/income
 Makes reallocations, adjustments, and revisions during the year to ensure the B&F unit
remains fiscally sound
 Prepares the annual faculty and classified comprehensive position lists for all departments
within the B&F unit; coordinates with other university departments (BCN-HR, UNR HR, OSP,
IT) regarding positions which are funded from accounts managed by the incumbent
 Provides oversight of the campus vending program and day-to-day fiscal management of
vending revenue, disbursements, and expenditures
 Provides training, advice, and support to B&F department personnel concerning budgets,
accounts maintenance, policies and procedures, and related issues
 Assists with strategic planning process, preparing and analyzing reports, and making
recommendations for allocation or reallocation of funds
 Develops and prepares a variety of fiscal reports, budget projections, and analysis for the
AVP, which may be shared with the directors/managers
 Supervises B&F office administrative staff
20% - Human Resource Administration
 Directs and coordinates all human resources activities in the B&F unit
 Reviews and approves payroll and personnel documents prepared and submitted by B&F
departments for all faculty and staff
 Participates in grievance and disciplinary actions in the B&F unit by advising the AVP,
managers, and directors of rules and procedures; assists in composing written reprimands,
letters of instruction, responses to formal grievances, and responses to disputed employee
appraisals
 Coordinates the annual administrative faculty evaluation, contract renewal, and merit process;
oversees classified evaluations and merit to ensure all deadlines are met
Position Description – Coordinator, Budget and Personnel (B&F)




Page 3
Ensures HR and affirmative action regulations are adhered to by B&F departments
Assists in developing and implementing internal administrative and personnel policies and
procedures within the B&F unit
Coordinates the preparation and submittal of reports as requested by UNR and Business
Center North (BCN) Human Resources Offices
Coordinates all professional and classified searches; serves on search committees as needed
15% - Contract Administration
 Manages the review of contracts (affiliation agreements, memos of understanding,
international teaching and recruitment agreements, athletic contest agreements, field
experience agreements, medical residency and training agreements, facility use permits,
hospital/medical association collaborative agreements, consulting service contracts, vendor
lease agreements, etc.) on behalf of the University, working with Legal Counsel, Chancellor’s,
VPAF’s, Provost’s and President’s offices to monitor and expedite the timely processing of
documents
 Reviews and edits all contracts to ensure criteria set by the Chancellor’s Office are met
 Serves as a resource for campus representatives by answering procedural questions
regarding processing contracts, the preparation of documents, and appropriate formatting
 Maintains electronic log to record and monitor all contracts processed
 Maintains updated written process for routing, approval, and signature of all contracts
10% - Special Projects
 Assists AVP with special projects, such as research on employee relation issues; ad hoc
requests for fiscal, human resource or space use issues; represents AVP at meetings
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 the primary budgetary and human resources contact for the B&F unit and must
exercise independent judgment when making recommendations and decisions that affect unit
personnel and accounts. The incumbent works under limited supervision to manage the day-to-day
business operations of the department and directs staff in the use of accounting and personnel
procedures to maintain effective and efficient operations. The position has signature authority on
eleven department accounts and is required to make informed decisions on which accounts should be
charged for various expenses. The Coordinator has the authority to approve contract language for
agreements under $1 million according to University and Board of Regent requirements and will refer
exceptions to the AVP for Business and Finance for final review and approval.
Impact:
The decisions and judgments made by the Coordinator directly affect the operation of the department,
as well as its standing within UNR and the Nevada System of Higher Education (NSHE). Inaccurate
data, poor decisions, or lack of appropriate judgment may negatively impact department personnel
and budgets and have the potential to result in overdrawn accounts; temporary losses of revenues;
inability to compensate employees; non-compliance with NSHE, state, and federal regulations; or a
negative perception of the University within the community and the System of Higher Education.
Position Description – Coordinator, Budget and Personnel (B&F)
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:
 Generally accepted accounting principles and practices relating to fund and governmental
accounting and budgeting; sound financial and personnel management principles, policies and
practices
 Inventory and purchasing as related to college budget
 University and State regulations that affect fiscal and personnel decisions
 Position classification and performance evaluation processes
 Human resources hiring practices, salary parameters, qualification standards
 Higher education budget procedures, guidelines and processes
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
 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
 Maintain confidentiality of sensitive information
 Work independently and exercise sound judgment, diplomacy, initiative, creativity and reason
 Maintain professional business and work ethics and standards
 Interpret accounting, personnel, and business regulations and policies
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
AVP for Business and Finance
B&F Controller, unit directors,
managers, and staff
Planning, Budget and Analysis,
Reason for Contact
To support AVP and provide fiscal and personnel management
services
To provide information and guidance regarding budget and human
resource issues, as well as assist in writing faculty and staff job
descriptions, performance evaluations, work performance
standards, disciplinary actions and responses to grievances
To provide information and updated budget data to ensure all B&F
departments are funded appropriately, and to share information
and revise budgets during the fiscal year to maintain accurate
budget and position list data
Position Description – Coordinator, Budget and Personnel (B&F)
Page 5
NSHE Legal Counsel,
Chancellor’s Office, President’s
Office, Provost’s Office, VPAF’s
Office, and UNR Legal Counsel
University department
representatives
To provide information regarding the processing of university
contracts
External
Outside vendors
University contracted pouring
rights vendor representatives
Reason for Contact
To seek quotes and order equipment/furniture/supplies
To receive commissions and rebates, participate in contract
negotiations, discuss contract issues, schedule equipment
placement and meet periodically to discuss the status of beverage
sales activity on campus
To answer questions concerning procedures and status of
contracts submitted for approval/signature
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 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