Item 3.K-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): Shively, Kathleen A. Position #(s): 11219 Current Title: Budget & Personnel Coordinator Current Range: 3 (JCC: ) Department: Dean’s Office College/Division: Science/Provost Account #(s): All agency 114 Action Proposed: (check all that apply) ( ) New position: Proposed Range: Proposed Title: ( X ) Title Change, Proposed Title: Fiscal and Human Resources Officer (SCDN) ( X) Proposed Reassignment from Range 3 to Range 4 ( ) Revised PDQ only (no change in range or title) JCC (Current ( ) Line of Progression (show titles below) or new HR Range: assigned): 67442 4 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 Jeffrey S. Thompson, Dean, COS __________________ 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): 67523 Range: 4 Pos #(s): 11219 JCC: EEO: 3D Eff: 2/1/2014 Approved Title: Fiscal and Human Resources Officer (SCDN) 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 – Fiscal and Human Resources Officer (Science) 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 Fiscal and Human Resources Officer performs highly responsible, time sensitive and complex professional and administrative budget and personnel responsibilities. Responsibilities include fiscal oversight for College of Science (COS) budgets (66M) from state, federal, and self-supporting sources. The incumbent has signature authority on all accounts within COS. In addition, the position has personnel responsibility and acts as recommending authority. The incumbent directly supervises two Program Officers and a Grant Analyst and provides direction to other Classified staff in the Dean’s office as well as administrative assistants in nine departments, two centers, and the Mackay School of Earth Science and Engineering (MSESE) Director’s office. 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). 55% - Budget Administration Prepare variety of financial, analytical and forecasting reports for Dean Review all self-supporting budgets for logic, accuracy and appropriateness Review and modify annual state budgets in conjunction with department needs Support faculty with research budgets and financial management of contracts Provide budget training and expertise to college chairs, directors, administrative assistants Recommend financial policy affecting budgets and the expenditure of funds Oversee effort reporting Track salary saving funds and recommend solutions to dean Prepare yearly temporary funding needed to cover academic classes each semester Oversee comprehensive position lists annually Work directly with VPRI office to monitor start-up fund availability Review special course fee account requests before submission to Budget; monitor expenses for appropriate usage. Monitor differential accounts, excess fees accounts, foundation accounts, etc. to ensure expenditures are appropriate Serve as COS resource for faculty and staff for financial and budgetary matters 40% - Human Resources Administration Communicates new legal requirements to faculty and staff Ensure accuracy and timeliness of contracts Manage annual faculty contract renewals Prepare reports requested by university personnel Ensures Work performance Statements (WPS) for Classified staff and Position Description Questionnaires (PDQ) for Administrative faculty are accurate and updated Review classified evaluations; assist department chairs with evaluations for employees in disciplinary status Serve on search committees Oversee departmental personnel functions Conduct training for department personnel, classified employees, chairs and directors Resolve personnel conflicts within departments including disciplinary issues Position Description – Fiscal and Human Resources Officer (Science) Page 3 Directly supervise Classified positions and train and review work for 20+ Classified positions in the departments Review all e-Search submissions as the Dean’s representative, review offer letters before submitting 5% - College Administration and Service Act as COS representative for various meetings on campus regarding budget and personnel Serve on university committees as directed by Dean Consult with Dean and department chairs to implement new, innovate ways to attract and maximize use of funding, increase growth potential, manage financial, human and tangible resources, and operate the college in a more efficient manner under limited resource conditions 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: Delegated authority for the position flows from the Dean. The individual works in consultation with, but with a high latitude of independence in decision making. Financial and sensitive human resources issues can be consulted with the Dean, Associate Deans, Department Chairs, Provost’s Office, Controller’s Office, Office of Sponsored Projects, and Human Resources to provide the best possible outcome. Impact: Failure to exercise sound, objective and reasoned decisions in relation to the fiscal operation of the COS’ accounts would have an enormous negative impact on the College’s and the University’s ability to carry out its instruction and research missions. 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: Generally accepted accounting principles and practices relating to fund and governmental accounting and budgeting; sound financial and personnel management principles, policies and practices. University and State regulations that affect fiscal and personnel decisions Position classification and performance evaluation processes Human resources hiring practices, salary parameters, qualification standards Higher education budget procedures, guidelines and processes Working in a higher education environment Skills: Excellent verbal and written communication 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) Time management and organizational skills Human resources supervisor/management Creative thinking, brainstorming and new idea implementation skills Effective problem solving, decision-making and analytical skills Position Description – Fiscal and Human Resources Officer (Science) Page 4 Ability to: Interact effectively with administrators, department chairs, faculty, administrative staff, students and other employees at all levels of responsibility. Complete projects in a timely and accurate manner Interpret and implement budget and personnel policies Train in the areas of budget and personnel; a commitment to the educational, research and public service mission of the College and University Work productively without direct and constant supervision with a strong sense of organization and time management skills Understand and support college objectives Maintain confidentiality of sensitive information 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 of College of Science Provost Office COS Chairs/Directors Planning Budget & Analysis All Human Resources offices (HR, BCN, Graduate) OSPA Controller’s Office External Independent Consultants Public Relations Contacts Reason for Contact Prepare, collect and analyze data Provide information regarding budget and personnel Provide training, assistance and clarification on budget and personnel issues, interpretation of university policy and procedures and resolve problems Prepare annual state budgets, comprehensive position lists, selfsupporting budgets Insure all employees have proper personnel paperwork in place and paid in a timely manner Review grant proposal budgets, memo accounts, cost share commitments Manage and resolve problems with budgets, travel, p-cards processes Reason for Contact Gather information to properly pay consultants Advertising 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 with emphasis in Finance, or Business Administration 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 five years, or a Master’s Degree and three years, of experience in accounting, budgeting, grants management, business administration, and supervision c. Indicate any license or certificate required for this position. None