Item 8.F-December 13, 2013
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):
Position #(s): 10980
Current Title: Coordinator, NSBDC Operations
Current Range: 2
(JCC:86879 )
Department: NV Small Business Development Center
College/Division: College of Business
Account #(s): TBD, 1104-116-0501, 1320-116-05KP and new SBA account to start 1/1/14
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.
_______________________________/_____________________________
__________________
Winnie Dowling, Dep Dir, Nevada SBDC / Sam Males, Director, Nevada SBDC
Date
Immediate Supervisor’s Signature
____________________________________________________________
Director/Chair/Dean
Gregory Mosier, Dean, Business Administration
__________________
Date
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):
86879 Range:
2
Pos #(s): 10980
JCC:
EEO: 3D
Eff: 12/1/2013
Approved Title: Coordinator, NSBDC Operations
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, Nevada SBDC Operations
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, Nevada SBDC Operations, assists in the management of the complex activities of
the statewide offices of the Nevada Small Business Development Center (Nevada SBDC). The
position manages budgets and financial processes, assists with grant proposals and grant projects,
assists with Nevada SBDC hiring and reappointment activities, and manages the Nevada SBDC client
and training tracking system process. The position reports to the Deputy Director, NSBDC.
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% - Budgets and Financial Processes Management
 Forecast and manage Nevada SBDC cash flow
 Assist the Deputy Director in managing budgets and paperwork for 45+ accounts (Nevada
SBDC grants, state, self-supporting, and Foundation)
 Assist with financial reviews by various grantors and host institutions
 Manage expenditures for all accounts and ensure the timely completion/expensing of
contractual obligations
 Monitor budgets in accordance with university and grantor policies and procedures
 Manage Nevada SBDC purchasing process (process financial transactions (i.e. RFP, IPO,
etc.)
 Oversee invoicing for training program, Center for Regional Studies program, and general
operational transactions
 Oversee all department travel claims and reimbursements
 Oversee all department deposits, specific to University policy
 Manage income and expenses from revenue based training
 Manage credit card process
30% - Grant Proposals and Projects
 Analyze and administer the timely submission of expenditures as they relate to grant contracts
 Assist with grant proposals, special projects/program, and budgets
 Assist with grant paperwork (i.e., proposal forms, budget revisions, etc.)
 Oversee Nevada SBDC effort reporting
 Assist with grant reporting (SBA, CDBG, etc.)
 Work with statewide organizations on sub-agreements to deliver services and provide ongoing
monitoring of those sub-agreements
20% - Nevada SBDC Human Resources Management
 Oversee proper documentation according to university policies in the hiring, monitoring,
terminating and reappointing of Nevada SBDC staff, LOAs, and student employees and
interns
 Supervise student employees assigned to project work; analyze respective project work
 Manage various statewide NSBDC policies and procedures documents
 Chair or participate in searches for new employees
 Stay current with University Human Resources policies and procedures
Position Description – Coordinator, Nevada SBDC Operations
Page 3
15% - WebCats Client and Training Tracking System Management
 Manage the Nevada SBDC client and training statewide tracking system (WebCATS) and
supervise the WebCATS students to ensure timely, accurate submission of data and regular
reports to funding partners and Nevada SBDC staff
 Direct the client assistance evaluation/follow-up system for all clients and training attendees
 Supervise quarterly reporting process to Small Business Administration (SBA)
 Work with Nevada SBDC counselors and training staff statewide to ensure extended, direct,
timely and relevant follow-up with clients
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 works under the supervision of the Nevada SBDC Deputy Director. The position
conducts activities in accordance with policies and procedures established by UNR and the Nevada
SBDC. The individual works independently and consults with the Nevada SBDC Deputy Director as
needed.
Impact:
Inadequate performance would result in cash flow issues, delays and inefficiency in the administration
of the Nevada SBDC and its projects, as well as funding partner dissatisfaction.
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:
 Budget development and fiscal management systems and procedures to include accounting
and/or finance practices and procedures - financial statements, tracking revenue and
expenditures, relationships between revenues, expenses, cost allocations, forecasting, and
reporting and evaluation
 Project management
 Grant management
 State and federal laws and regulations concerning human resources management and
administration helpful
 Business start-up requirements and procedures helpful
Skills:
 Use of a personal computer and current software applications including but not limited to
Microsoft Office Suite (Word, Access, Excel), and email
 Proficiency in spreadsheet design and maintenance
 Current computer technologies (website)
 Personnel supervision
 Professional business writing
 Time management
 Effective verbal and written communication
 Interpersonal and human relations skills
 Strong organizational skills
Position Description – Coordinator, Nevada SBDC Operations
Page 4
Ability to:
 Assess complex financial scenarios and make recommendations to address issues
 Understand and interpret contractual language regarding scopes of work and formalized
policies, guidelines, rules, and regulations
 Establish rapport with staff and students, university faculty and departments, Nevada SBDC
clients, and partners in order to conduct business
 Develop credibility and sustain effective relationships with faculty, staff, colleagues, community
members, and private- and public-sector constituents in an increasingly diverse environment
 Manage, prioritize, and complete multiple projects/tasks in a complex office environment in an
efficient and timely manner while maintaining focus on organizational goals
 Maintain confidentiality of sensitive information
 Adapt to a constantly changing work environment
 Supervise and manage students
 Maintain professional business and work ethics and standards
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
Controller’s office and
accounting staff, Grants and
Contracts, Budget, Travel,
College of Business Dean’s
office, BCN-HR and Faculty HR,
Purchasing, Payroll, Cashier’s
Office
Nevada SBDC Staff, Letter of
Appointment staff, Independent
Contractors, student employees
Reason for Contact
To prepare and submit budget forms and requests; reconcile
accounts; follow proper procedure protocol; ensure current policy;
conduct internal communications on issues; resolve
issues/disputes; coordinate service delivery; complete
administrative tasks, project scopes of work; etc.
External
Nevada SBDC Funding partners:
-U.S. SBA
-SCORE (volunteer business
counselors organization)
-Governor’s Office of Economic
Development
-Statewide Economic
Development Authorities
-Grant Providers
-Subcontractors and
subcontractor accounting staff
-Consultants (for example,
entrepreneurial trainers)
External business community:
Various business organizations
Small business owners
Reason for Contact
To provide information, coordinate project budget assistance, to
discuss proposal preparation, project implementation, and grant
reporting
To provide services and timeliness in processes; to resolve
conflicts; to assure procedures are met and that dates and
deadlines are respectfully adhered to; to work with Nevada SBDC
staff regarding client tracking and reporting
To provide resources, answer inquiries, ask assistance, resolve
disputes
Position Description – Coordinator, Nevada SBDC Operations
Page 5
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 four years, or a Master’s and two years, of experience in
business or financial management
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None