Item 8.D-February 14, 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): New
Current Title:
Current Range:
(JCC: )
Department: Dean’s Office – Reno
College/Division: University of Nevada
School of Medicine / VP, Health Sciences
Account #(s): 1201-119-5018
Action Proposed: (check all that apply)
(X) New position: Proposed Range: 1
Proposed Title: Executive Assistant to the Dean, UNSOM-Reno
(
(
(
(
)
)
)
)
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
Jessica Younger Dickens
Date
Chief of Staff, Division of Health Sciences
____________________________________________________________
__________________
Director/Chair/Dean
Thomas L. Schwenk
Date
Vice President, Div. of Health Sciences / Dean, UNSOM
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):
77811 Range:
1
Pos #(s):
JCC:
EEO: 3D
Eff: 2/1/2014
Approved Title: Executive Assistant to the Dean, UNSOM-Reno
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 – Executive Assistant to the Dean, UNSOM-Reno
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.)
Reporting to the Chief of Staff, the Executive Assistant to the Dean’s Office of the University of
Nevada, School of Medicine (UNSOM) serves as support for the Dean and Dean’s office Staff in Las
Vegas. The incumbent is responsible for providing effective communication, developing
correspondences and reports, coordinating calendaring, assisting in the planning of the day-to-day
operations of the office, and supervising classified staff and student employees. These activities
include financial, personnel, and office administration. The Executive Assistant reviews Dean’s office
communications, confers with the Dean and Chief of Staff regularly to stay informed on issues, and
assists with implementation of policies and procedures.
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).
30% - Business Operations Management and Support
 Manages daily activities of the Dean’s Office
 Acts as resource for faculty and staff in areas of protocol for the Dean’s Office
 In consultation with the Chief of Staff establishes procedures and recommends improvements
in work methods, techniques, and systems for the Dean’s Office
 Researches and selects technology, supplies, and equipment necessary to improve processes
within the Division
 Implements decisions with regard to workflow, operations and changes within the Dean’s
Office
 Maintains in-depth knowledge of the Dean’s schedule, meetings and issues of significance
 Plans and monitors project deliverables and timelines and takes corrective actions as needed
 Uses tact and good judgment in implementing the Dean’s directives, priorities, and obligations
 Prepares correspondences on behalf of members of the Dean’s office
 Coordinates and attends UNSOM functions as needed which may include evenings and
weekends
 Anticipates the needs of members of the Dean’s office staff in preparation for meetings and
presentations
 Develops and oversees document tracking process and procedures
 Provides administrative support to members of the Dean’s Office
30% - Office Liaison
 Assists the Dean by acting as liaison between the office by responding to numerous daily
telephone, e-mail, and personal inquiries, by providing information and / or direction to other
personnel as necessary
 Triages inquiries: screens, researches, evaluates and determines best course of action using
discretion to determine when to involve the Chief of Staff / Dean
 Assesses the significance or potential significance of inquiries
 Through coordination with the Chief of Staff, responds to inquiries by providing information,
policies, other guidance on best possible resource for resolution
Position Description – Executive Assistant to the Dean, UNSOM-Reno


Page 3
Using discretion, institutional knowledge and political protocol, develops and implements best
course of action to optimize opportunities (e.g. arrange meeting with the Dean; connects caller
with other resource, organize committees, other)
Stays well-informed of issues, problems and subjects of importance to UNSOM
25% - Meetings and Event Coordination
 Coordinates, assists in planning, prepares agendas, records actions, and performs follow-up
for meetings involving the Dean and members of the Dean’s Office staff, and other meetings
for which the Dean’s Office is responsible
 Anticipate the needs of the Dean & members of the Dean’s Office staff related to meetings and
appointments, obtaining needed information in advance regarding attendees and purpose;
identify and resolve problems and issues in relation to scheduling and UNSOM processes and
events
 Working with the Coordinator of Events, coordinate small events which are hosted by the
Dean’s Office, including date and location selection and confirmation, budget, special events
involvement, refreshments or catering needs, technology, attendees/invitees, program, set up
and event logistics and support
 Coordinate the meetings, retreats and activities of the Office of the Dean staff, including
preparing the agenda, working with attendees on their needs and preferences, recording
actions, and performing follow up
15% - Fiscal Administration, Human Resource Administration and Supervisory
Responsibilities
 Manages the Dean’s Office p-card, hosting account spending, and audits accounts
 Supervises the assignment of workload, special projects and duties to the classified staff and
provides best solutions for tracking of mail, telephone etiquette and other responsibilities
 Organizes cross-training and skill enhancement for classified staff in the Dean’s Office
 Coordinates faculty and classified searches
 Orients new administrative support staff to UNSOM
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:
Responsibilities of the position are challenging and complex and are performed in consult with the
Chief of Staff. Discretion, confidentiality, and communication in all areas of responsibility are
demanded. The incumbent is responsible for effective utilization of the time when scheduling
appointments and must be aware of relevant issues and priorities. Must also be knowledgeable and
current regarding the overall organization of the UNSOM, DHS, and University and understand the
Dean Office’s role in the various projects. In many instances, the incumbent serves as a liaison, for
this reason effective communication and interaction, professionalism, tact, and careful and timely
follow-through are essential. Due to geographic distance, the individual in this position must
continually coordinate with the Chief of Staff to accomplish the work of the office, considering priorities
of the office and its administrators, and handling information regarding sensitive or confidential
matters with appropriate professionalism.
Impact:
As an ambassador to the Dean, failure to perform in this position can have direct and negative
consequences. Poor prioritization of projects / schedules would result in inefficient use of the Dean’s
time and are critical. The incumbent’s failure to manage the daily operations of the office could
disrupt the smooth functioning of academic and administrative processes. Insufficient or misleading
Position Description – Executive Assistant to the Dean, UNSOM-Reno
Page 4
information would be detrimental to good decision making by the Dean’s Office or Chief of Staff. While
performing duties, the individual must convey accurate information to a variety of campus & external
constituents with a high level of professionalism; administrators, faculty, and staff must be able to
have confidence in the incumbent’s work. Effective, accurate, timely interaction and follow through as
warranted are essential. The incumbent’s failure to handle the cycle of faculty processes
appropriately could compromise the integrity of those processes.
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:
 Higher education and medical organizational structures, resources, policies and operations
 Fundamental missions and operations of medical schools, health professions schools, and the
national academic medicine enterprise
 University financial, human resources, and student information systems
 University organization, offices, policies, and procedures related to administration, human
resources & budget
 The principles and practices of human resource supervision and strategic management
 Project planning and management
 State of the art technology and effective practices related to same
 General professional business ethics and standards, customer service
Skills:
 Excellent verbal and written communication including composing written communications and
documents, editing and proofreading
 Advanced 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)
 Excellent interpersonal skills, including tact, diplomacy, customer service, and conflict
resolution
 Human resources and supervision/management skills, including teaching and training
 Excellent organizational and time management skills
 Excellent judgment, analytical, decision-making and problem solving skills
 Honesty and integrity
Ability to:
 Exercise independent judgment to handle multiple priorities, projects, and deadlines
 Quickly locate, process, provide, and explain information to multiple constituencies
 Review information and materials from a variety of sources and in a variety of formats and
quickly assimilate and act on the information
 Plan, manage, and problem solve in order to complete complex assignments and projects in a
timely manner
 Maintain confidentiality of sensitive information
 Interact effectively with faculty, staff and administration at various levels of responsibility
 Work with a supervisor located remotely
 Work well as a team member as well as independently
 Demonstrate tact and diplomacy in communicating with internal and external contacts
Position Description – Executive Assistant to the Dean, UNSOM-Reno
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
Dean, Chief of Staff, & Members
of the Dean’s Administration
University administration,
UNSOM faculty, staff, students
Reason for Contact
To receive information and directives and provide information
External
Community members/groups,
business people, CEOs, state
and federal government
employees, national educational
organization representatives
Reason for Contact
To obtain or provide information or to coordinate activities of the
Dean’s Office
To provide and seek information, plan meetings, resolve sensitive
issues or communicate with upset/irate callers or office visitors
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 one year, or a Master’s Degree, of high level administrative
experience
Preferred Licenses and Certifications: None
c.
Indicate any license or certificate required for this position.
None