Item 3.A-November 4, 2011
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-HR at 682-6114
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INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
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Incumbent(s) Name (if applicable): Michaun Hayes; Dane Apalategui
Position #(s): 10817;
16388
Current Title: Senior Budget Officer
Current Range: 4
(JCC:76501;3D;CM3532;CC082;E)
Department: Planning, Budget and Analysis
College/Division: Vice President,
Administration & Finance
Account #: 1101-104-1601
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( x ) Title Change, Proposed Title: Principal Budget Officer
( x ) Proposed Reassignment from Range 4
to Range 5
() Revised PDQ only (no change in range or title)
Range:
( ) Line of Progression (show titles below)
JCC (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
Bruce Shively, Assoc Vice President, PBA
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Ron Zurek
Date
Vice President, Administration & Finance
Action Approved by the President (Completed by Faculty HR):
Position #: 10817;16388
EEO Code: 3D
CUPA Code: CM3532
Exempt: Yes or No Census Code: 082
Job Class Code: 67199
Range: 5
Effective Date: 11/1/2011
Approved Title:
PRINCIPAL BUDGET OFFICER
____________________________________________________________
__________________
Employee Signature
Date
(Employee sign and send to HR for personnel file after PDQ approval for personnel file)
Rev: 12/1/2008
Position Description – Principal Budget Officer
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.)
Under the general direction of the Associate Vice President for Planning, Budget & Analysis (AVP
PBA), the Principal Budget Officer performs time sensitive and complex budget and administrative
responsibilities. The position is responsible for institution-wide budget preparation processes and
reporting.
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% - Budget Development and Monitoring
 Coordinate timely budget preparations with divisions
 Team with area directors/fiscal officers/department chairs to draft proposals and implement
significant revisions to complex self-supporting areas
 Monitor self-supporting account balances and work with deans/directors/fiscal officers to
manage deficits or excessive balances
 Assist colleges and divisions in balancing budgets and aid in developing and implementing
budget reductions
 Develop the initial budgets for institutional discretionary accounts
 Provide detailed budget to actual five-year history, budget forecasts, and detailed position
analyses and recommendations
 Perform business evaluation and review on high risk/high visibility self-supporting budgets and
communicate concerns and suggestions
 On a biennial basis, research maintenance and enhancement requests and prepare fiscal
analysis and narrative for the biennial budget requests to Nevada System of Higher Education
(NSHE), the Governor’s Budget Office and the Legislative Counsel Bureau (LCB)
May include some or all of the following as assigned by AVP-PBA:
 Ensure budgets are consistent with relevant financial policies, guidelines, and legislative
regulations
 Prepare revenue projections and provide options to the AVP PBA for appropriate responses to
increases or decreases in funding
 Prepare and upload the budget for all University of Nevada, Reno (UNR) appropriations
annually
 Prepare and upload the State Operating Budget and State Operating Budget to Actual data to
the NSHE databases annually
 Compare budget to actual account information during the fiscal year-end close process and
assist in reconciling balance sheet figures
 In coordination with the AVP PBA, manage the year-end financial close reports to the
Controller’s Office
 Work with Facilities Management in preparing, tracking and monitoring the budgets for large
(>$1M) capital projects, utilities and O&M recharges
30% - Process, Reporting and Analysis
 Monitor Governor's Budget Office publications and communicate with the NSHE office and
Business Center North (BCN) Payroll to ensure any changes in fringe rates are properly
factored into the system at the commencement of each fiscal year
Position Description – Principal Budget Officer
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Participate in recommendations for changes to, monitor, and communicate non-course related
student fees for University of Nevada, Reno (UNR) and University of Nevada School of
Medicine (UNSOM) including preparation of Board of Regent (BOR) agenda item requests
Assemble appropriate teams to develop formal analysis and assessments regarding fiscal and
implementation impact of the project topic
As directed by the AVP PBA, represent the Budget Office at meetings
Provide ad hoc analysis, reporting, and assessment of fiscal operations and proposed policy
or process changes
Prepare complex recurring and ad hoc financial, analytical and forecasting reports including
internal/external minimum rates relating to Overhead and Maintenance (O&M) cost recovery
15% -Position Control Management
 Test, enhance, and maintain the Contract and Budget Entry (CBE) module used for budgeting
all positions
 Provide technical database management of CBE including updating/refreshing the system,
queries for users and PBA and liaison with Human Resources.
 Review non-standard requests related to position numbers and budget revisions
May include some or all of the following as assigned by AVP-PBA:
 Establish and maintain position edits in Position Control
 Act as a technical expert resource for other campuses with regard to position control questions
 Ensure accuracy of Comprehensive Position List (CPL) including elimination of positions
 Prepare and upload the CPL file at least twice daily during budget season
 Prepare and publish the annual CPL Blue Book, including reconciliation to the Institution Final
Budget worksheets
15% - Campus-wide Budget Policies and Procedures
 Recommend financial policy affecting budgets and expenditure of funds and serve as lead
analyst to evaluate financial policies, programs, etc.
 Develop procedures and practices regarding department use and maintenance of positions
within position control
 Comprehend, communicate and consider the underlying business, political, and other factors
or repercussions of fiscal changes and actions
 Consult on fiscal policy establishment and prepare supporting analysis and recommendations
regarding potential property acquisitions and bond servicing
10% - Staff Supervision and Training
 Provide individual and group training to staff, program directors, and deans on budget matters
 Supervise clerical position(s) and/or temporary letter of appointment staff in PBA, including
training, leave approval, leave tracking, and career guidance
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 incumbent works with numerous and complex budgets from state, federal, and other sources and
must be able to ensure compliance with specific rules and regulations. The Principal Budget Officer
has responsibility for approving budget related transactions within assigned divisions and has the
authority to identify and address issues and implement improvements to processes with AVP PBA
input. The individual has authority to resolve problems, interpret fiscal policy and provide budgetary
direction.
Position Description – Principal Budget Officer
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Impact:
The decisions of the Principal Budget Officer have broad implications at the appropriation level and
occasionally at the system level. Accuracy and reliability of communications and data developed will
impact the integrity and reputation of the President, VPAF, VPHS, and other Deans/Directors as well
as external areas (NSHE, Regents, LCB, and media). Errors extend serious inconvenience to other
units/departments and are detrimental to the reputation and services provided by the department.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity &
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 State budgeting practices and formula funding
 Purchasing policies/practices
 Political/perceived constraints on allowable use of funding resources
 Accounting and/or budgeting and fiscal management to include - financial statements, tracking
revenue and expenditures, relationships between revenues, expenses, cost allocations, and
reporting and evaluation
 Generally accepted accounting principles and practices
 Campus technical specialist with regard to fringe rates, student registration fees and tuition,
encumbrances, and the position control system
 Human Resources policies and practices
 Constraints for the allowable use of resources and specific constraints for certain funding
sources
 Bond fund requirements and restrictions for capital projects
Skills:
 Expertise in quantitative and qualitative data reporting and analysis using current spreadsheet
(Excel) and database (Access) applications – pivot tables, filtering, query development and
CAIS and reporting tools (FOCUS) applications
 Strong verbal and written communication
 Excellent project management skills and interpersonal skills to coordinate projects
 Strong organizational and prioritization skills
 Complex problem solving, decision-making, and analytical skills
 Strong interpersonal skills
Ability to:
 Maintain confidentiality of sensitive information
 Understand and interpret formalized policies, guidelines, rules, and regulations
 Understand and support university and individual program objectives
 Work effectively and accurately under stressful conditions, changing priorities and deadlines
 Solve problems and negotiate desired outcomes
 Interact effectively with faculty, administrative staff and other employees at all levels of
responsibility
 Analyze budget processes and design and implement changes to improve efficiency and fiscal
controls
 Supervise and assist staff with coordination of work efforts
 Identify critical decisions requiring input from AVP PBA or VPAF
 Work as part of a team
 Understand and support university and individual program objectives
Position Description – Principal Budget Officer
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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
Campus personnel – HR
Director; UNR Controller, BCN
Payroll, CFOs, Deans, divisional
fiscal officers, and program
directors
Human Resources (BCN-HR
and UNR-HR) AVP and staff
NSHE Vice Chancellor and staff
VP’s/AVP PBA
NSHE Systems Computing
Services (SCS)
Facilities Management staff
Professional and classified staff
External
Media
LCB, State Publics Works
Board, Governor’s Budget Office
Reason for Contact
To provide information and innovative analysis in support of
campus initiatives and balance and monitor budgets
To collaborate on changes to financial systems/practices and
problem resolution with regard to CPL and CBE data
To respond to and/or persuade staff regarding value of changes
suggested for the LCB or BOR; ongoing interactions may span a
biennium or more
To act as liaison particularly in regard to issues relating to student
fees, O&M funding, cash flows and budget
To establish, coordinate, and maintain position edits on CPL
system
To assist in preparation, tracking, and monitoring budgets for large
capital projects, utilities and O&M recharges
Frequent contact particularly to discuss and resolve issues relating
to budget questions, business operations, grant application
information, student fees, O&M funding, cash flows and budget
and to conduct workshops and training on budget issues
Reason for Contact
To respond to the UNR Media Relations office on behalf of AVP
PBA when information is requested
To interpret requests and resolve issues with specific projects or
appropriations
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 six years or a Master’s Degree and four years or a Doctorate
and two years of financial, accounting and/or budget experience in a large public sector
environment
Preferred Licenses or Certifications: Certified Public Accountant
c.
Indicate any license or certificate required for this position.
None