Item 9.N-Apr. 24, 2009
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/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Geraldine Ferguson
Position #(s): 16542
Current Title: Manager, Fiscal & Administrative NTF
Current Range: 2
(JCC:76962;3D;CM3531;CC012;E)
Department: Physics Department (Nevada Terrawatt
College/Division: College of Science
Facility)
Account #(s): 1101-114-2601
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
(X ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
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
Joseph Kindel, Director, NTF
__________________
Date
____________________________________________________________
Roberto Mancini, Chair, Physics / Jeffrey Thompson, Dean, Science
Director/Chair/Dean
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Jannet Vreeland
Date
Vice Provost and Secretary of Institution
Action Approved by the President (Completed by Faculty HR):
Position #:
EEO Code:
CUPA Code:
Job Class Code:
Exempt: Yes or No Census Code:
Range:
Effective Date:
Approved Title:
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Manager, Fiscal & Administrative, NTF
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 Manager, Fiscal & Administrative, Nevada Terrawatt Facility (NTF) reports directly to the Director
of the NTF and serves as the fiscal officer of the NTF and ensures its fiscal integrity by managing the
financial and administrative functions of the NTF. The Manager is a key resource for NTF faculty,
staff, and student employees and independently performs a wide variety of functions associated with
the fiscal and human resources administration of the NTF and allows the Director to focus his/her
effort on other areas.
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).
80% - Fiscal Administration: Budgeting and Accounting
 Develop and monitor NTF annual budget in line with the program set forth by the NTF Director
and in accordance with grant and University guidelines and policies
o Develop, monitor and approve initial budgets and revisions on NTF accounts
o Analyze, revise and coordinate submission of financial requests received from the
Director, NTF faculty, and department office
o Ensure that indirect cost revenues are planned and based on approved budgets
 Provide financial reports/information in relation to the ongoing strategic planning process and
internal project management
o Maintain financial records and accounts for review by the Director to ensure operations
are within budgeted range
o Provide current expenditure data and advise project managers on financial status of
projects
 Prepare various fiscal reports when requested by the Director, Department Chair, or College
Dean
 Compile project and budget reports for use by the Director to support proposals to sponsors
o Schedule and facilitate financial review of reports and proposals to sponsors
o Communicate directly with federal grant officials when requested by the Director in
matters pertaining to financial and budget reports
 Assist research faculty with preparation and management of research budgets and financial
management of contracts
 Monitor adherence to the management direction given by the director of the Nevada Terawatt
Facility
 Manage, monitor, and approve all NTF financial and budget information according to
University procedures and policies
o Approve for the Director all Purchase Requisitions, Internal Purchase Orders,
Requests for Payments, and Invoices submitted for payment based on quotes and/or
information provided by the staff, including proper account coding
o Ensure timely reconciliation of CAIS expenditures per category, per account utilizing a
self-initiated computerized “shadow” accounting system for real-time expenditure
tracking
15% - Supervisory and Human Resources Administration
 Oversee and administer all human resources functions at the NTF and provide guidance to
NTF faculty and staff concerning personnel matters of the department and college
Position Description – Manager, Fiscal & Administrative, NTF
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Directly supervise NTF Classified staff
o Manage / review the accounting and personnel duties of the administrative assistants
and other college staff
o Use training, motivation, work assignments and review as part of the supervision of
employees
o Evaluate classified staff performance
Oversee the preparation and ensure the accuracy of NTF faculty, staff and student
employment contracts and applicable human resource forms for signature approvals
o Personnel Action Forms, Personnel Activity Reports, PR45’s, PR-29’s
o Prepare and provide input on NPD-19 documents for new positions and reclassification
of existing positions
Coordinate management of all personnel records within the Physics Department Office
Maintain personnel database on NTF staff, as appropriate, for the Director and for the Physics
Department
5% - Customer Service and Office Administration
 Plan, implement, and oversee events such as workshops, reviews, seminars, special events
and other functions for the purpose of representing NTF programs or the Office of the Director
for educational, public or government relations purposes to include coordination of
arrangements for public relations, catering and amenities
 Organize and coordinate recruitment activities for faculty and classified staff positions for the
NTF
o Ensure appropriate distribution of recruitment announcements
o Compile and organize information provided by applicant in accordance with personnel
rules, regulations, policies and procedures
o Provide administrative support to search committees as assigned
 Oversee training, supervise, and evaluate students and classified staff members
o Assign, prioritize, and review work to ensure completed work product meets required
timeline and quality
 Provide overall administrative function management in support of the NTF
 Oversee travel arrangements and procedures for NTF employees and guest speakers
presenting at NTF to ensure that University policies are followed; reconcile travel expense
reimbursements
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.
An important area of this job is making recommendations to the NTF Director concerning all nontechnical decisions which strongly affect all aspects of the NTF including NTF’s research direction.
With a multimillion dollar budget from U.S. Department of Energy (DOE), the NTF represents one of
the largest DOE investments in a university research project. The quality of work performed, as well
as adequate and efficient coordination with the Physics Department, has a direct impact on the office
of the Director, thus enabling high quality research to be done and ensuring a successful future for the
NTF. It gives the NTF and the Physics Department the opportunity to succeed in developing a stable,
long-term funding base from the DOE and from other agency sponsorships. Inadequate performance
may result in loss of future funding and may negatively affect the reputation of the NTF and university.
Position Description – Manager, Fiscal & Administrative, NTF
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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
 State and federal laws and regulations concerning human resources management and
administration
 Higher education, University of Nevada, Reno administrative rules and ethical practices
 Successful management experience, including supervision, delegation and follow-up
Skills:
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite
 Human resources supervision/management
 Excellent oral and written communication
 Effective analytical, decision-making, and problem-solving skills
Ability to:
 Maintain confidentiality of sensitive information
 Coordinate and organize administrative office operations
 Problem solve on diverse financial and administrative issues
 Work and interact with a diverse population
 Establish and maintain cooperative working relationships with supervisor, staff, and other
campus personnel
 Assist staff with coordination of work efforts
 Maintain professional business and work ethics and standards
 Work independently and as a collaborative team member
 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
Department and College of
Science staff; Sponsored
Projects/Grants and contracts;
Controller; BCN Purchasing;
BCN-HR and Faculty Human
Resources; Graduate and
Undergraduate Student Services
Reason for Contact
To ensure processes are completed in compliance with Nevada
System of Higher Education (NSHE) and UNR regulations in a
timely, accurate manner; to provide administrative services; to
understand problems and actively contribute input and expertise to
the management goals and solutions for the NTF
External
DOE and other Federal agencies
Outside university and private
research facilities in U.S. and
abroad
Reason for Contact
Review budgets and fiscal issues with sponsor representative.
Coordinate and review budgets for collaborative work.
Position Description – Manager, Fiscal & Administrative, NTF
Page 5
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 two years or a Master’s Degree and one year of professional
experience to include at least one year of fiscal management and administration
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None