Item 8.G-July 11, 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):
Position #(s): 12221
Current Title: Coordinator, SCA Operations and Services
Current Range: 2
(JCC: )
Department: Sanford Center for Aging
College/Division: Division of Health
Sciences (VPHS)
Account #(s): 1311-103-0022
Action Proposed: (check all that apply)
Proposed Range:
( ) New position:
Proposed Title:
( ) Title Change, Proposed Title:
(X) Proposed Reassignment from Range 2
to Range 3
( ) 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 Peter Reed, Professor / Director, SCA
__________________
Date
____________________________________________________________
__________________
Director/Chair/Dean
Thomas Schwenk, VP, Health Sciences / Dean, UNSOM
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):
67496 Range:
Pos #(s):
JCC:
EEO: 3D
Eff:
Approved Title: Coordinator, SCA Operations and Services
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, SCA Operations and Program Services
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, Operations and Services for the Sanford Center for Aging (SCA), is a leadership role
that plans, organizes and coordinates the research, academic, clinical and community outreach
services sponsored by the SCA. The position serves as the lead for the SCA Geriatric Clinic planning
process, as primary fiscal officer for SCA, supervises daily administrative activities and contributes to
the advancement of existing and development of new SCA programs and services. The critical role of
the position is to provide leadership and direction to the planning and implementation of the SCA
Geriatric Clinic currently in development. The position reports to the SCA 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).
40% - Coordination of Activities for Development of Geriatric Clinic
 Serve with the SCA Director, Associate Director for Clinical Services and Associate Director
for Social and Community Services on the SCA Clinic Leadership Team
 Direct clinic planning process, including coordination of Internal Operational Planning
Committee (and sub-committees), Community Partner Committee, and Elder Advisory Group.
 Direct research, data collection, analysis and reporting on a variety of subjects (community
needs, existing services available, fiscal viability, etc.)
 Direct clinic business planning and infrastructure development (medical billing, coding and
processing with third-party payers)
 Through a variety of methods (e.g., cold call, referral, events, etc.) develop and foster
relationships with local medical community (MDs, nurses, pharmacists, social workers, etc.)
 Develop and implement clinic marketing methods and materials to publicize services
 Plan, organize and coordinate special events and activities designed to advance development
of clinic services
 Along with SCA Director, serve as a SCA representative for cultivating external relationships
through meeting facilitation and community presentations
 Oversee and maintain operations and viability of fully-functioning clinic, when launched
25% - Fiscal Management
 Supervise development of annual budgets for self-supporting and endowment funding sources
 Lead planning and development of grant budgets, in support of Principle Investigators (PIs)
 Oversee account maintenance function; ensure compliance with rules and regulations
 Direct account close-out process to ensure that funds are expended appropriately, projects are
completed in correct fiscal year and PBA and Controller’s deadlines are met.
 Plan, develop and implement data collection systems, providing necessary training to
administrative staff
 Provide consultation to SCA Director, PIs and staff on budget development, rules,
expenditures, etc., with follow up oversight to ensure compliance
 Directs preparation of narrative and statistical fiscal analysis, reports and summaries
 Serve as liaison to Office of Special Projects and funding agencies
20% - Coordination of Program Activities (RSVP, Med Therapy Management, Chronic Disease
Self-Management Program)
 Maintain updated operational policies and procedure manuals for all SCA programs
Position Description - Coordinator, SCA Operations and Program Services





Page 3
Participate in SCAPE (Sanford Center’s internal program evaluation initiative) to monitor
process and impact of programs, promote accountability, lead quality improvement efforts and
report results
Support PI in recruiting, organizing, training, assigning work to and monitoring volunteer
workforce
Support PI in planning, organizing and coordinating special events and activities for programs
Build and foster relationships in the community to integrate and advance SCA services and
programs
Lead SCA awareness and visibility through social media, web presence, community
partnerships and events
10% - Staff Supervision
 Provide full supervision of one full- time support employee (AAIII / Office Manager) and
multiple student workers
5% - Human Resource Functions
 Direct and Supervise Office Manager in pay processes and transactions for all SCA staff
 Supervise Office Manager in interpreting and apply pay and personnel rules and regulations
 Act as first and primary contact for personnel questions, problems, disputes, triaging
challenges to SCA Director as appropriate
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 involved in direction and oversight of all aspects of the administration and
operation of the SCA and Clinic reporting directly to and serving as the ‘right hand’ of the SCA
Director. The individual is responsible for providing direction to the SCA AAIII/Office Manager and
providing oversight of the day-to-day administration of the SCA, the fiscal and human resource
operations of the unit, and is supports the SCA Director in leading the basic structure and makeup of
the SCA in all operations and services. The Coordinator works independently under minimal
supervision and with latitude for initiative and independent judgment. All decisions, judgments and
recommendations made to the Director must be accurate and presented professionally to the
University community, the business community and accrediting agencies. The individual works closely
with the SCA Director on budget and personnel decisions and leads strategic planning,
implementation and monitoringof SCA long-term goals and mission fulfillment.
Impact:
The SCA is dependent upon funding from outside of the University, including grants, contracts and
clinic billing. It is critical that all funds be monitored for proper and efficient usage, and that
relationships with funders and community partner agencies be well cultivated and sustained. Without
this, the SCA could quickly find itself with commitments for salaries and/or expenses in excess of
revenues available, and without the necessary support from community partners. The lack of
monitoring of financial health of programs and services, financial/budget decisions by SCA Director,
individual faculty, program staff or by the Coordinator of Operations and Services, could result in
significant losses that could affect SCA’s fiscal viability. The fiscal and administrative decisions and
judgments made by the position related to SCA and Clinic operations ensure the viability of SCA
programs and services, the reputation of SCA, the DHS and University.
Position Description - Coordinator, SCA Operations and Program Services
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:
 State and Federal employment laws and regulations
 Higher education and governmental budget development and accounting and financial
management to include budget analysis and projections, practices and procedures, and
financial statements, tracking revenue and expenditures, relationships between revenues,
expenses, cost allocations, forecasting, and reporting and evaluation
 Business procedures and administrative policies
 Higher education policies and procedures on allowable use of funding resources and grants,
contracts and sponsored projects
 Reporting to university, State, and/or Federal agencies
 Medical or clinical operations, including compliance, billing, coding, reporting
 Collaborative leadership and supervision
 Communication, awareness raising and marketing strategies
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, implementation, 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
 Interact effectively and work with a diverse population of different agencies and individuals
 Maintain confidentiality of sensitive information
 Meet the needs of internal and external customers
 Represent SCA in University and community settings
 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
 Direct administrative activities
 Apply established rules and procedures and make decisions that affect quality, accuracy, or
effectiveness of results
Position Description - Coordinator, SCA Operations and Program Services
Page 5
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
Academic faculty and
administrative staff
Research faculty
DHS Finance; university
Controller’s office; Payroll
Office of Sponsored Projects
University Purchasing
Human Resources
DHS and University IT
Integrated Marketing and DHS
Communications staff
University departments
University administrative offices:
Controller’s, Purchasing, Human
Resources, Payroll, Budget,
Provost’s Office, etc.
University faculty, staff, students
External
Community Elders
Community agencies
Researchers
Advisory Boards and
Committees
Reason for Contact
To support faculty activities
To promote research program planning and engagement of
researchers from a range of disciplines
To resolve budgeting and financial issues
To facilitate grant processes, budgets, and approvals
To manage property (capital assets) administration and manage
purchases for the department
To provide necessary HR documents
To maintain efficiency of information systems; coordinate desktop
and network support; to coordinate University systems and resolve
network needs and issues
To develop and oversee activities to increase visibility and
prominence of the SCA and recruit program participants using
tradition and social media channels
To coordinate and support of interdepartmental programs and
activities
To resolve problems and conduct daily business related to fiscal
and human resources management and general administration
To plan activities, explain policies, address complaints, provide
user services
Reason for Contact
To offer support and services to older adults in the community;
community elders will be engaged as participants in all programs
and services, as well as community advisors in SCA planning and
decision making
To directly collaborate with community social service agencies,
county aging services and state aging services
To engage researchers external to the University and develop
multiple ongoing research collaborations
To support the Director in relationships with advisory boards and
committees
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
Position Description - Coordinator, SCA Operations and Program Services
Page 6
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 Master’s Degree and two years, of relevant work
experience to include community outreach, clinic operations, staff supervision,
accounting, budgeting, and/or business administration
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None