Item 4.B-March 8, 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): Carla Franich
Position #(s): CL 40232
Current Title: Program Officer I
Current Range: CL GR 31
(JCC:07.649;5G)
Department: Counseling Services
College/Division: Student Services
Account #(s): 1201-105-1313
Action Proposed: (check all that apply) CLASSIFED TO ADMINISTRATIVE FACULTY
(X) New position: Proposed Range: 2
Proposed Title: Coordinator, Operations and Outreach
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current
or new HR
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
Cynthia Marczynski
Director, Counseling Services
__________________
Date
Approved for Salary Placement Committee review
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the Provost/President (Completed by Faculty HR):
67366 Range:
2
Pos #(s):
JCC:
EEO: 3A
Eff: 3/1/2013
Approved Title: Coordinator, Operations and Outreach
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, Operations and Outreach
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 for Operations and Outreach manages the administrative operations and technology
functions of the Counseling Department. The Coordinator is responsible for the coordination of
outreach activities and services which include the sexual assault prevention and related programs,
testing programs and a variety of prevention and proactive programmatic offerings for students and
community members. The Coordinator supervises the front reception administrative staff and
manages the daily administrative functions of the office and service provision to students, in addition
to the management of counseling records, the scheduling database, and office communications. The
Coordinator also facilitates the recruitment of trainees and professional staff. The position reports to
the Director, Counseling Services.
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% - Business Operations Management
 Manage daily activities of clinical operations and general office activities, including budget,
scheduling, space utilization and records management.
 Evaluate procedural efficiency of service delivery
 Develop recommendations for service delivery with other internal/procedural improvements
 Ensure compliance with and all university policies and procedures, including relevant legal,
ethical, and professional best practices; recommends adjustments to clinincal services based
upon compliance review
 Develop, monitor and evaluate office safety policies and practices with University Police for
possible physical dangers and harm prevention for staff, by, and to, students and others, and
advise the Director of concerns or issues
 Organize and prepare needed materials and information for accreditation reports and
applications
 Coordinate and troubleshoot physical space assignments
 Market the counseling program through web and other activities
 Coordinate, supervise, and participate in public relations with clients, colleagues, and
community
 Manage daily expenses and reconcile with self-supporting budget
 Advise and inform the Director regarding expenditures of operating funds and the need for
budgetary adjustments and changes
25% - Technology and Data Administration and Security
 Manage software client database, including online client registration, tracking, data collection
and data reports; ensure confidentiality and security of data
 Maintain Counseling Services website and coordinate staff efforts to update and improve its
content and usability
 Troubleshoot computer and other technical problems, including video equipment, the client
database, and office alarm system, arranging for Information Technology (IT) or other
assistance
 Stay abreast of technology needs and issues for all the staff, and advise the Director of
needed changes or corrections
 Organize and coordinate technology aspects of program evaluation, research, and
assessment projects
Position Description – Coordinator, Operations and Outreach
Page 3
20% - Outreach Programming
 Organize planning and implementation of external or grant-based programs
 Coordinate and organize scheduling and logistics for workshops, outreach programming, and
liaison activities by Counseling Services staff including requests for outreach programs from
other campus units
 Plan and oversee outreach presentations by self and clinical staff for numerous new student
orientations including anticipating new subject matter and developing presentations and
making presentations to groups of students and/or parents and community, i.e., New Student
Orientation, Greek organizations, sexual harassment, suicide prevention, sex issues, eating
disorders, etc.
15% - Recruitment, Training, and Supervision
 Supervise Classified and front desk staff and oversee front desk reception operations
 Provide guidance and training, under the direction of the Director and Clinical Case Manager,
to front desk staff on crisis identification and critical thinking for emergency situations
 Supervise graduate assistant for national testing program
 Train new users on use of the client database, emphasizing how to maintain client privacy and
system security, along with proper use and confidential security of video session-recording
system
 Organize and participate in yearly new trainee orientation week
 Manage yearly recruitment process for graduate extern clinical trainees and post-doctoral
fellows, under the oversight of the Training Director and Director
 Coordinate hiring processes with Human Resources and the Psychology Department
 Organize interviews and communicate with candidates and prospective candidates for both
training and professional positions
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 directly responsible for coordination of administrative practices and operations,
outreach presentations and programs, as well as computer, audio-video, and data management
technology for Counseling Services. The position facilitates smooth, timely, professional, and effective
functioning of the department where tasks range from outreach presentations to groups of hundreds
to one-on-one intensive psychotherapy by licensed clinicians who may sometimes have limited
knowledge of University practices and operations. The Coordinator assesses the changing needs of
student appointments/walk-ins and adjusts schedules to meet demand. . The Coordinator functions
independently under prescribed program objectives while making a variety of decisions to insure
multiple programs and service components function as intended. The position is required to use
personal judgment and decision-making skills in daily operation of assignment of intake appointments
and work flow and supervision of staff and program presentation development. The Coordinator works
closely with the Director on decisions associated with the position and various other staff on specific
tasks and projects.
Impact:
Decisions and judgments made by the position impact students, the department, division, and
University. If interactions are not timely and professional or deliverables are not met or the student
experiences are unpleasant, it reflects on the reputation of the department and the University and
Position Description – Coordinator, Operations and Outreach
Page 4
impacts service to the clients. Administratively, such decisions and judgments will contribute to the
morale of the department and its ability to function effectively. Such decisions may affect the health
and welfare of the students served. Sound professional judgments in the position may contribute to
the University’s goals of increased enrollment, retention and persistence of students, and life-long
learning.
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:
 Program/project/event planning, development, coordination, and management
 University policies and regulations related to purchasing, budget management, recruitment
and hiring practices
 Basic parameters around counseling operations and practices, including identifying crisis
situations, and professional boundaries and roles
 Federal and state law as related to position, i.e., Family Educational Rights and Privacy Act
(FERPA)(HIPAA)
Skills:
 Excellent verbal and written communication skills to include making presentations
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite , as well as Counseling Services scheduling and case
management software.
 Management, decision-making and problem-solving skills
 Exceptional interpersonal and human relations skills
 Organizational skills
 Critical thinking and inquiry
 Leadership and negotiation skills
Ability to:
 Multi-task, as well as prioritize tasks and maximize effective use of time and resources
 Maintain confidentiality of information
 Communicate and work effectively with various populations of individuals, including those
groups with disabilities and students from cultural and ethnically diverse backgrounds
 Be creative and innovative in developing activities within the various programs
 Tactfully and professionally manage stressful situations, effectively utilizing staff input and
suggestions.
 Learn new technologies and apply them to the improvement of services
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
University students
University administrators, faculty,
deans, department chairs, staff
Controller and Purchasing
Reason for Contact
To gather and give information, explain services, and resolve
problems
To coordinate and organize event details, presentations, etc., as
well as provide information and identify needs and appropriate
resources
To coordinate purchases and budget administration
Position Description – Coordinator, Operations and Outreach
Office of Sponsored Projects
Administration
Digital Initiatives
Information Technology
University Police Services
External
Community members
Potential candidates for hire
Page 5
To coordinate grant and contract administration
To coordinate web site development
To discuss update and maintenance of software/hardware for
Counseling Services
To collaborate on safety issues for staff and students
To conduct outreach and communication information on various
Counseling Services programs and resources
To effectively recruit candidates, as well as present Counseling
Services presentations
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 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, or Master’s Degree and one year, of professional
experience in clinic operations, higher education administration, office management,
or related field
Preferred Licenses or Certifications: none
c.
Indicate any license or certificate required for this position.
None