Item 4.A-December 14, 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/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Jacqueline Grant
Position #(s): CL 42467
Current Title: Administrative Assistant III
Current Range: GR 27/5
(JCC: 02.211;NE)
Department: University Libraries
College/Division: Office of Provost
Account #(s): 1101-108-0001
Action Proposed: (check all that apply) CLASSIFIED to ADMINISTRATIVE FACULTY
(X) New position: Proposed Range: 2
Proposed Title: Coordinator, Events and Exhibits (University Libraries)
( ) 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 Janita Jobe, Asst 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 Jannet Vreeland
Date
Vice Provost and Secretary of the University
Action Approved by the Provost/President (Completed by Faculty HR):
67336 Range:
2
Pos #(s):
JCC:
EEO: 3D
Eff: 12/1/2012
Approved Title: Coordinator, Events and Exhibits (University Libraries)
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, Events and Exhibits (University Libraries)
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, Events and Exhibits, has primary responsibility for the development, planning and
execution of University Library events and exhibits as well as for scheduling and coordination of other
University events held in the Mathewson-IGT Knowledge Center and DeLaMare Libraries. In addition,
the Coordinator provides centralized grant management and coordination for the Libraries and
Teaching and Learning Technologies (TLT) by identifying, researching, and developing grant
proposals and assisting primary investigators to meet management and reporting requirements. The
position reports to the Assistant Dean, University Libraries.
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).
40% - Knowledge Center Building Events Coordination
 Coordinate, plan, support and produce library sponsored events in the Knowledge Center,
DeLaMare Library and occasionally outside venues
 Collaborate with librarians, faculty and other parties to develop ideas and concepts for events
 Develop budget proposals and submit to Dean for approval
 Manage all aspects of the event to achieve stated event goals which may include a wide
range of activities from identifying and securing speakers, hiring musical talent, technology
requirements, catering arrangements and alcohol permits, security, developing promotional
strategies, materials, coordination with other units and services, registration management,
etc.
 For non-library events in the Knowledge Center, consult with the departmental or individual
coordinator to articulate their event needs and requirements and assist with event details as
listed above.
 Provide coordinators with information about required forms and registrations (Student Events
Advisory Board (SEAB) approval, alcohol approval, insurance, etc.)
 Establish, update, interpret , and disseminate events and building use policies
 Schedule video conferences
 Manage the Event Management System (EMS) software
25% - Grants Management and Coordination
 Research potential opportunities and participate in researching, planning, developing and
executing corporate/private foundation and government proposals and grants for Libraries and
Teaching and Learning Technologies
 Identify and convene appropriate library, TLT, IT and external participants to collaborate on
proposals
 Prepare, or assist with preparing, grant proposals and present for approval
 Review proposals for formatting, accuracy, and adherence to agency objectives and
stipulations
 Develop relationships with sponsoring agencies and individual program officers
 Track proposals through the development, award and reporting processes, and liaise with the
principal investigators and project teams on development-related issues
 Consult with researchers, monitor grant activities, and assist with the preparation of
expenditure documentation, progress and final reports
 Maintain and execute annual calendar that identifies and tracks proposal deadlines, grant
reporting deadlines, etc.
Position Description – Coordinator, Events and Exhibits (University Libraries)

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Coordinate appropriate activities with Office of Sponsored Project Administration (OSPA) and
University Foundation
25% - Exhibits Coordination
 Manage exhibit spaces in the Knowledge Center and DeLaMare Libraries, creating a schedule
to keep exhibits fresh
 Collaborate with Library faculty, other university departments, and outside participants to
conceptualize, research and develop exhibits
 Coordinate the design, construction, installation and maintenance of exhibits in the Knowledge
Center and DeLaMare Libraries
 Identify and work with outside designers and fabricators as necessary to ensure a quality
product
 When appropriate, develop language and guidelines for outside exhibitions or call for
proposals
 Prepare budget requests, underwriting proposals and expense monitoring for exhibits
 Prepare, or assist with the preparation of, promotional materials for exhibits and related events
 Prepare agreements and be responsible for any borrowed artwork or other exhibit materials,
including shipping, preserving, and insuring
10%- General Administrative Duties and Other Projects
 Assist with general office administration and back-up to include reception, room scheduling,
faculty search coordination, support for the Dean and development and communications
activities as needed, special projects and other duties
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:
Within general guidelines, departmental or project goals, and budget constraints, the Coordinator
develops concepts and plans for events and exhibits. The incumbent initiates consultation and
cooperation with others, including library administration, other library faculty, University departments,
library friends or donors, are essential. The position acts independently to identify, research, and
seeks approval to develop ideas and evaluate and organize resources and, upon approval of library
administration, acts independently to assure successful execution.
Impact:
The successful completion of responsibilities by the Events and Exhibits Coordinator has a significant
impact on the experiences and impressions of Knowledge Center users and visitors. The success of
both Library and other University events held in the Knowledge Center is highly dependent upon good
performance. Well-executed exhibits help showcase Library resources, create learning opportunities,
and contribute to the arts culture of the University and local community. Performance is highly visible
and often directly connected to fund-raising whether through donations, grants, or relationshipbuilding. Thus, poor performance has financial implications, and may also lead to frustrations with the
use of the building, unsuccessful or poorly attended events and exhibits, and negative impressions of
the library and university.
Position Description – Coordinator, Events and Exhibits (University Libraries)
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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:
 Event planning
 Financial management, reporting, reconciliation and evaluation
 Grants application and administration
 Federal, state and other rules and regulations relating to grants activity
 Elements of successful exhibits
Skills:
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Strong written and verbal communication
Interpersonal and public relations skills
Problem solving and attention to detail
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)
Organizational and time management skills
Creativity, design and sense of aesthetics
Initiative, self-reliance and good judgment
Ability to:
 Coordinate and produce professional events
 Set priorities and coordinate a variety of projects simultaneously
 Work effectively with and motivate diverse faculty, staff, administrators, colleagues, volunteers,
and community leaders
 Utilize a variety of mediums – written word, audio files, art, realia, photographs, and other
visual formats – to present information clearly and succinctly
 Work and attend events after normal working hours
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
Library, TLT and IT faculty and
staff
Departmental and student event
coordinators
Special Events staff
OSPA
University faculty
Students, faculty, and staff
Reason for Contact
To develop, plan and execute events, exhibits and grants;
organize resources; monitor and evaluate projects
To articulate event needs; disseminate policies; assist with
planning and organization of events in the Knowledge Center
To collaborate and assist with large special events, primarily for
the President’s Office, but also to include Nevada Writers’ Hall of
Fame, Foundation Board meetings, luncheons for high profile
donors, etc.
To develop and process grant applications and report grant activity
To collaborate in the development of exhibits; share ideas, gather
materials
To schedule rooms; explain Knowledge Center services and
policies
Position Description – Coordinator, Events and Exhibits (University Libraries)
External
Community members, Library
friends, public
Fabricators and designers
Granting agencies and program
officers
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Reason for Contact
To collaborate in the development of exhibits; share ideas, gather
materials; Involve in planning of and participation in events;
explain Knowledge Center services and policies
To contract services for design, fabrication & installation of exhibits
To consult about grant availability, research and develop
proposals, develop relationships
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 coordinating events or exhibits
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None