Item 3.A-May 9, 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): Sharon Brush
Position #(s): 16201
Current Title: Coordinator, Budget and Personnel (LADN)
Current Range: 3
(JCC:76398)
Department: Dean’s Office
College/Division: College of Liberal Arts
Account #(s): All agency 112
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
(X) Title Change, Proposed Title: Fiscal Officer (Liberal Arts)
(X) Proposed Reassignment from Range 3
to Range 4
( ) 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
Heather K. Hardy, Dean, Liberal Arts
__________________
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):
67551 Range:
4
Pos #(s): 16201
JCC:
EEO: 3D
Eff: 5/1/2014
Approved Title: Fiscal Officer (Liberal Arts)
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 Officer (Liberal Arts)
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 Officer is responsible for managing all financial aspects for the College of Liberal Arts
(CLA) with fiscal oversight of over $35 million in state, grants and contracts, self-supporting special
course fees, and foundation and donor dollars. The Fiscal Officer directs the day-to-day operations
and administration of CLA providing direction and oversight for seventeen departments, two centers
and two schools and provides training to twenty-six Administrative Assistants. The Fiscal Offer works
closely with campus departments to ensure processes are completed accurately and in compliance
with Nevada System of Higher Education (NSHE) regulations. The Fiscal Officer performs
independently on a wide variety of functions associated with the fiscal and personnel administration of
the College. The Fiscal Officer assists in the strategic planning process, preparing and analyzing
reports and offering recommendations for reallocation of funds within the College. The individual
informs and provides training to College chairs, faculty and staff of University policy and procedures
associated with fiscal and personnel issues, as well as makes budget presentations to the College
chairs’ monthly meetings upon request from the Dean. The Fiscal Officer holds quarterly meetings
and training with CLA Administrative Assistants to keep them informed of policy and procedure
changes, deadlines and other budgetary and Human Resource issues. The position reports to the
Dean, College of Liberal Arts.
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).
50% - Fiscal Administration, Budget Development and Oversight
 Develop, implement and manage budgets for CLA including state, self-supporting and gift
funds
 Develop and maintain budget forecasts and make recommendations
 Maintains confidentiality in regards to the budgets and personnel ramifications especially while
assisting the Dean during budget reduction planning and curricular review
 Compile and analyze fiscal data at the Dean’s request
 Monitor and manage cost share and start-up commitments for new faculty
 Review and approve special course fees before submitting to Planning, Budget and Analysis
(PBA)
 Administer college internal grants through the Scholarly and Creative Activities Grant Program
 Oversee, review, modify and balance annual state budgets
 Monitor expenditure compliance on state accounts
 Project and track salary savings and work closely with the dean to use the funds in the most
beneficial way for the college
 Oversee and review Comprehensive Position List annually for completion and accuracy
 Compile funding requests for temporary instruction (Letter of Appointments and temporary
instructors)
 Compile funding requests for new and replacement faculty positions and equipment and
renovations and make recommendations to the dean
 Serve as back up to College Grants officer in preparing and reviewing grant proposals
 Work closely with Development Officers to ensure donor funds are being used appropriately
 Assist faculty in preparation of Sales and Service Contracts including international budgets for
the Behavior Analysis Satellite programs
Position Description -
Fiscal Officer (Liberal Arts)
Page 3
15% - Compliance, Signature Authority and Financial Overview
 Prepare, monitor and approve transactions such as payroll transfers, purchase orders, budget
set ups and revisions, journal vouchers, voluntary transfers and travel requests and claims on
all funding sources
 Signature authority for all CLA accounts and documents with the exception of hosting and
membership forms
 Signature authority on Office of Sponsored Projects (OSP) Transmittals
 Signature authority on all classified personnel documents in College of Liberal Arts
 Monitor transactions for compliance with University, state and system policies; provide
appropriate resolution of problems identified
 Identify areas for audit and coordinate audit activities within CLA or with campus internal
auditors
15% Departmental Oversight and Training
 Serve as subject matter expert regarding all departmental and college budgets, including
patient billing processes, contracts and agreements, Psychological Service Center sliding fee
schedule, etc.
 Identify training needs; develop and implement training activities for departmental staff
regarding all budget/accounting processes
 Conduct quarterly meetings to communicate policy and procedure changes, important
deadlines, and respond to departmental questions
 Provide one on one or group training on self-supporting budgets, positions lists, etc.
 Respond to inquiries from departmental faculty and staff and resolve associated problems
 Serve as back-up to all departments in CLA accepting fiscal responsibility for any department
who has a vacancy in the Administrative Assistant position.
10% - Human Resources Administration
 Serve as back-up to the Coordinator, Human Resources (Liberal Arts)
 Work closely with the Coordinator, Human Resources to ensure that all positions are funded
appropriately and with appropriate startup funds
 Prepare necessary documents to reflect salary offloads for faculty on grants,
fellowships and visiting professorships. Coordinate with sponsoring agency or
institutional representative.
 Delegate work to and co-supervise Accounting Assistant III; contribute to annual evaluation of
incumbent
 Hire and supervise students in the CLA Computer Lab
 Review salary, moving and startup costs for new faculty on offer letters before being sent to
the candidate
10% - Service and Administrative Activities
 Represent CLA at various meetings regarding budget and personnel
 Serve on various search committees within and outside of CLA
 Serve on various committees including Salary and Benefits Committee, Committee on Video
Surveillance and the Research and Grants Committee as required
 Assist other campus offices including working closely with new Budget Coordinators
 Consult with the Dean and department chairs to implement new, innovative ways to attract and
maximize use of funding, increase growth potential of the college, manage financial, human
and tangible resources, and operate the college in a more efficient manner under limited
resource conditions
 Serve as ex-officio member of the college planning committee, provides projections, and
makes recommendations
Position Description -
Fiscal Officer (Liberal Arts)
Page 4
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 Fiscal Officer is the primary contact for most offices on campus for all issues related to budget.
Consequently, independent judgment on budget decisions must be exercised on a regular basis.
Decisions and judgments on standard financial matters to carry out daily operations of the College are
made by the Fiscal Officer. Decisions and judgments on large new projects, expenditures and
sensitive issues are made in consultation with the Dean, Associate Deans, Department Chairs,
Provost’s Office, Controller’s Office, Office of Sponsored Projects, and Human Resources to
maximize the potential outcome of the decision. The position consults with the Dean on overall budget
planning and for final approval of budgets and budget changes.
Impact:
Decisions and judgments affect the reputation of the college and the University and may have an
impact on future growth opportunities and funding received by the college. These decisions directly
impact the effectiveness of operations, teaching, research and outreach of the college. Failure to
exercise sound, objective and reasonable decisions in relation to the fiscal and human resource
operations of the college would have a negative impact on the college and University’s ability to carry
out instructional and research strategic 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 of:
 Generally accepted accounting principles and practices relating to fund and governmental
accounting and budgeting; sound financial management principles, policies and practices
 Inventory and purchasing as related to college budget
 University and State regulations that affect fiscal decisions
 Higher education budget procedures, guidelines and processes
 Human resources supervision and management
 Administration of grants and contracts
 CPT codes for insurance billing
 State and Federal laws and regulations relating to position, i.e. Family Educational Rights and
Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA)
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 e-mail)
 Proficient use of financial programs such as CAIS and Advantage
 Time management and organizational skills
 Creative thinking, brainstorming and new idea implementation skills
 Effective problem-solving, decision-making and analytical skills
Ability to:
 Interact effectively with administrators, department chairs, faculty, administrative staff,
students and other employees at all levels of responsibility
 Maintain confidentiality of sensitive information
Position Description -
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Fiscal Officer (Liberal Arts)
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Manage, prioritize and complete multiple projects/tasks in an efficient, accurate and timely
manner
Educate and train employees on processes and procedures
Analyze procedures, develop and implement changes to improve efficiency, provide
information and follow through with processes to achieve desired goals
Work independently and exercise sound judgment, diplomacy, initiative, creativity and reason
Maintain professional business and work ethics and standards
Research issues, provide solutions and make appropriate decisions, and bring concerns to
management
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, Associate Deans, Chairs
Faculty and Staff
Students
Provost’s Office, Budget Office,
Controller’s Office, OSPA,
Facilities, Human Resources
and Internal Audit
Administration in other
departments
Extended Studies
Staff in other colleges
External
Sponsors and other universities
Various hospitals and treatment
facilities including international
agencies
Parents/clients
Insurance companies
Oklahoma State University
Vendors
Reason for Contact
To strategize goals, carry out plans, offer solutions
To provide service, direction and advise, offer solutions and
provide training
Interview, hire and supervise
To discuss policy and procedures, resolve problems, gather and
provide information. Prepare annual state and self-supporting
budgets and comprehensive position list. Resolve issues with pcards and travel.
To gather information, resolve problems and negotiate solutions
To prepare and manage satellite program
To collaborate on common goals, resolve problems and negotiate
solutions
Reason for Contact
To work out details of fellowships and visiting professorships
To coordinate contracts for internships, treatments and training
programs.
To discuss insurance, billing and collections
For billing issues for clients
To obtain annual Salary Survey
To obtain quotes for various software and hardware primarily for
the computer lab
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 -
Fiscal Officer (Liberal Arts)
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 five years or Master’s Degree and three years of professional
experience in accounting, financial analysis, budgeting and supervision
Preferred Licenses or Certifications: Notary
c.
Indicate any license or certificate required for this position.
Bondable under State guidelines