Item 3.J-April 12, 2013
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
OR New/Vacant:
See listing on last page
CURRENT POSITION INFORMATION
Pos
Range /
Current Title:
#(s):
Class.:
JCC
Department: Center for Application of
College/Division: Vice President, Health Sciences
Substance Abuse Technologies (CASAT)
Account #(s): Various grant accounts
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
(X ) Line of Progression (show titles below)
Pos #: Range: JCC: EEO:
Associate Project Coordinator, CASAT
1
67131
3B
Project Coordinator, CASAT
2
67142
3B
Project Manager, CASAT
3
77075
3B
Senior Project Manager, CASAT
4
67380
3B
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
Nancy Roget, Director, CASAT
__________________
Date
____________________________________________________________
__________________
Director/Chair/Dean
Thomas Schwenk, VP, Health Sciences / Dean, UNSOM
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Jannet Vreeland
Date
Vice Provost and Secretary of University
Action Approved by the Provost/President (Completed by Faculty HR):
Effective Date:
4/1/2013
Approved Title: See Above
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 – Line of Progression - CASAT Program Positions
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 staff of the Center for the Application of Substance Abuse Technologies (CASAT) in the Division
of Health Sciences (DHS) at the University of Nevada, Reno provide comprehensive and direct
project support in order to effectively implement specific grants, contracts, and programs related to
community outreach, training, and dissemination of current behavioral health (mental health and
substance abuse) treatment/prevention-related information and resources. This PDQ provides a
generic progression for administrative faculty positions within CASAT’s areas of expertise (e.g.,
training, conference logistics, graphics and social media, information technology, evaluation, etc.)
along with specific implementation of grant/contract-related activities.
Range 1 – Associate Project Coordinator
The Associate Project Coordinator provides entry-level support to CASAT’s grants/contracts with
specific responsibility for planning, coordinating, and implementing activities related to the designated
project. Examples of entry-level duties include: conducting data entry; assisting with generating
reports; maintaining and destroying project records; helping with conference brochure development;
and keeping hardware inventory for staff desktop computers and equipment. The position assists with
writing new and continuing grant/contract proposals. The Associate Project Coordinator reports to the
Project Coordinator, Project Manager, Senior Project Manager, or Executive Director of CASAT (as
appropriate).
Range 2 – Project Coordinator (in addition to R1 above)
The Project Coordinator provides support for CASAT’s grants/contracts with specific responsibility for
coordinating project schedules and activities, and tracking project progress and results. Examples of
duties for the position include: managing professional relationships and relaying information between
the Project Manager, project staff, and clients/stakeholders; organizing meetings with project team
members; placing orders for project-specific supplies and services; coordinating marketing and
outreach activities; and assisting with generating reports for funders. The position also assists with
writing new and continuing grant/contract proposals. The Project Coordinator reports to the Project
Manager, Senior Project Manager, or Executive Director of CASAT (as appropriate).
Range 3 – Project Manager (in addition to R1 and R2 above)
The Project Manager provides support for CASAT’s grants/contracts with specific responsibility for
planning project activities and ensuring timely completion of project milestones and deliverables.
Examples of duties for the position include: managing relationships within CASAT, with project
participants, and with funding agencies; serving as the principal investigator on grants and contracts;
managing complex projects such as the development of websites, web databases, and multi-media
products; supervising students, project coordinators, and associate project coordinators; and
generating project reports to federal and state funding agencies. The position is also responsible for
identifying funding opportunities, and developing, writing, and submitting competitive proposals, as
well as continuation proposals. The position reports to the Senior Project Manager or Executive
Director of CASAT (as appropriate).
Range 4 – Senior Project Manager (in addition to R1, R2, and R3 above)
The Senior Project Manager serves as the lead of one of the units in CASAT’s organizational
structure. Therefore, the position must demonstrate competence in efficiently and effectively planning
and executing projects by balancing internal and external stakeholder interests including
understanding the needs of the funding agency and the stakeholders being served. This includes
assisting the Executive Director of CASAT in resolving center, department, division and university
related issues resulting from multiple and conflicting priorities. The position is responsible for all
Position Description – Line of Progression - CASAT Program Positions
Page 3
grant/contract related management, supervision, and budget oversight activities for their CASAT unit
which can include multiple grants/contracts. In addition, the position is responsible for bringing in
grant/contract funds to support assigned CASAT unit. The Senior Project Manager reports to the
Executive Director of CASAT.
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).
Associate Project Coordinator (R1)
70% - Project Coordination
 Follow detailed instructions, rules, and regulations in completing project deliverables as
assigned
 Coordinate logistics for project specific meetings
 Assist in creating, editing, and disseminating marketing materials
 Coordinate event data collection, and enter/analyze data for reporting purposes
 Take appropriate measures to track, store, and destroy records to ensure confidentiality
10% - Communication and Outreach
 Maintain effective communication and develop positive relationships with all clients/stakeholders
in order to respond to project-related requests
15% - Reporting and Fiscal Activities
 Assist with generating and completing reports to federal and state funding agencies
5% - Grant Writing
 Assist with development of new funding proposals
Project Coordinator (R2) (In addition to R1 responsibilities above)
60% - Project Coordination
 Monitor project deliverables and timelines
 Assist the Project Manager or Senior Project Manager with activity tracking and reporting
requirements
 Coordinate project team meetings
25% - Communication and Outreach
 Organize, lead, and facilitate project-related activities and meetings, including the creation of
agendas, preparation of materials, and collection of evaluation data
 Ensure collaboration and coordination of project deliverables through active participation in
meetings
 Manage professional relationships and facilitate information sharing between the Project
Manager, project staff, and clients/stakeholders
10% - Budget Management and Reporting
 Document activities and develop feedback reports to communicate project findings and activities
to the Project Manager or Senior Project Manager
 Assist in writing reports for federal and state granting agencies
5% - Grant Writing
 Assist with development of new funding proposals
Position Description – Line of Progression - CASAT Program Positions
Page 4
Project Manager (R3) (In addition to R1 and R2 responsibilities above)
60% - Project Coordination and Leadership
 May serve as the principal investigator for a grant or contract
 Collaborate with UNR/NSHE colleagues and external partners to meet project goals and
objectives
 Plan project activities and ensure timely completion of project milestones and deliverables
 Assign projects and supervise project staff
 Facilitate staff meetings
 Ensure all project evaluation measures are implemented in compliance with granting/contracting
agency requirements
 Prepare presentations and meet with project clients/stakeholders to discuss and carry out
project scope of work
 Participate in CASAT management team and other project meetings
20% - Communication and Outreach
 Communicate with clients/stakeholders about contractual and implementation issues
 Direct, coordinate, and monitor project subcontractor activities to ensure project guidelines and
timelines established by the statement of work are being met
 Communicate with those at middle management level of external organizations to exchange
information for decision making and project evaluation
 Coordinate networking activities with clients/stakeholders and as part of marketing strategies
 Participate and serve as a member of State and National Committees
 Attend State and National meetings related to grants/contracts
15% - Budget Management and Reporting
 Complete monthly progress and fiscal reports for assigned project
 Ensure that all project expenditures follow funding entities’ policies and guidelines
 Complete monthly, quarterly, semi-annual, and annual reports for funding entities in a timely
manner
5% - Grant Writing
 Identify funding opportunities, and develop and submit competitive grant/contract proposals for
both new and continuing funding opportunities
Senior Project Manager (R4) (In addition to R1, R2, and R3 responsibilities above)
30% - Project Development and Leadership
 Plan and execute projects, giving consideration to the interests of both internal colleagues
(UNR/NSHE) and external partners
 Provide grants/contracts management and oversight of a CASAT unit to ensure that all activities
are planned, implemented, and evaluated in accordance with guidelines and timelines
established by the project work plan, and in compliance with federal and state funding guidelines
20% - Communication
 Act as the point of contact to federal/state agencies, grant/contract project officers, and
clients/stakeholders
 Communicate about grant/contract implementation with high level administrators
10% - Budget Management and Reporting
 Develop and provide oversight of CASAT unit’s budgets
Position Description – Line of Progression - CASAT Program Positions


Page 5
Approve resource allocation
Oversee budget reporting
30% - Supervision and Leadership
 Oversee staff and provide strategic direction
 Mentor and train staff in the implementation/completion of project deliverables
 Hire and train staff
 Provide resolution activities to help mitigate staff conflicts
 Conduct annual performance evaluations on direct reports and review others in unit
10% - Grant Writing
 Identify new project ideas and funding sources for CASAT units
 Oversee the development, take the lead in writing, and coordinate the submission of competitive
proposals and budgets for new and continuing funding opportunities
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:
Associate Project Coordinator (R1)
Tasks are more defined and guided by detailed instructions, rules or regulations. The Associate
Project Coordinator must apply established rules and procedures to make decisions that affect the
quality, accuracy, or effectiveness of results. No decisions that obligate CASAT resources and no
external stakeholder contacts are to be made without approval from the Project Coordinator, Project
Manager, Senior Project Manager, or Executive Director of CASAT (as appropriate).
Project Coordinator (R2) (In addition to R1 above)
All work completed by the Project Coordinator is reviewed by the Project Manager, Senior Project
Manager, or Executive Director of CASAT (as appropriate). The position is also responsible for the
day-to-day operations of the assigned project in the Project Manager’s absence. The position must
work independently with some latitude for initiative and independent judgment.
Project Manager (R3) (In addition to R1 and R2 above)
The Project Manager works closely with the Senior Project Manager and Executive Director of CASAT
(as appropriate) on project-related decisions, but must work independently with initiative and possess
high latitude in taking action to complete the scope of work within the standard guidelines of the
project. The position has direct contact with federal and state funders and authorities who will provide
project direction and guidance. The Project Manager works with grant/contact budgets and must be
able to ensure compliance with specific rules and regulations and accurate effort reporting for each
federal and state funded grant or contract.
Senior Project Manager (R4) (In addition to R1, R2, and R3 above)
The Senior Project Manager identifies and develops project ideas for submission of grant proposals
for new and continued funding. The position demonstrates leadership and has a greater
independence in decision-making and autonomy in carrying out the complex responsibilities of the
project. The Senior Project Manager has direct supervisory responsibility of unit staff involved in
various projects and works in collaboration with the Executive Director of CASAT on project
implementation and management, and developing, writing, and submitting new funding proposals.
Position Description – Line of Progression - CASAT Program Positions
Page 6
Impact:
Associate Project Coordinator (R1)
The Associate Project Coordinator’s communication and coordination related to organizing meetings
and distributing marketing materials are visible and therefore have a direct impact on the public
perception and reputation of the project, CASAT, and the University.
Project Coordinator (R2) (In addition to R1 above)
The Project Coordinator is integral to successful communication, implementation, and completion of
CASAT’s projects. The way in which assigned tasks and milestones are accomplished directly
impacts CASAT’s reputation with key clients/stakeholders, as well as the ability to obtain future
grant/contract funding.
Project Manager (R3) (In addition to R1 and R2 above)
The Project Manager is responsible for ensuring effective work plan implementation and successful
completion of project deliverables. CASAT’s overall performance directly impacts future funding, and
reflects on CASAT’s credibility with federal/state funding sources. If CASAT’s reputation is diminished,
then its ability to attract other grants and contracts could be impacted as well as negatively affecting
the University’s research mission, reputation, and other University functions.
Senior Project Manager (R4) (In addition to R1, R2, and R3 above)
Grants/contracts oversight of the CASAT unit by the Senior Project Manager is critical to the success
of CASAT. Decisions and judgments made by the Senior Project Manager determine future funding
opportunities and can reflect positively or negatively on CASAT, DHS, and the University as a whole.
In addition, the Senior Project Manager serves as the lead for the CASAT unit to identify and apply for
new grant/contract funding. Securing new funding streams is essential to the continued growth of
CASAT, DHS and the University.
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:
Knowledge of:
Associate Project Coordinator (R1)
 Basic human relations
 Conducting community outreach activities as it relates to project needs
 Utilizing multiple databases for data analysis
 UNR/NSHE general rules, policies and procedures
Project Coordinator (R2) (In addition to R1 above)
 Federal/State systems, e.g., substance abuse, mental health, family and child services
 Basic project development and maintaining timelines
 Resources related to project implementation
Project Manager (R3) (In addition to R1 and R2 above)
 Funding opportunities at state/federal levels
 Budget and grant management
 Personnel management and supervision
 Federal and state grant/contract guidelines
Position Description – Line of Progression - CASAT Program Positions
Page 7
Project Manager (R4) (In addition to R1, R2, and R3 above)
 Revenue generation through new grants/contracts
 Unit oversight and development
 Strategic planning
Skills:
Associate Project Coordinator (R1)
 Effective verbal and written communication
 Proficient use of personal computers and current software applications including, but not limited
to, Microsoft Office (Word, Access, Excel, PowerPoint) and email programs
 Detail oriented
 Excellent time management and organizational skills
 Accurate data entry
Project Coordinator (R2) (In addition to R1 above)
 Excellent verbal and written communication, including consultation skills, group facilitation, and
report writing
 Effective interpersonal and human relations
 Analytical, decision-making, and problem-solving
Project Manager (R3) (In addition to R1 and R2 above)
 Works collaboratively
 Able to manage day-to-day operational aspects of the project
 Effective supervision of staff
 Accurate budget management
 Efficient program/project planning, development, coordination, and implementation
Project Manager (R4) (In addition to R1, R2, and R3 above)
 Strategic planning
 Excellent leadership skills
 Conflict resolution
 Excellent technical writing
 Budget forecasting
Ability to:
Associate Project Coordinator (R1)
 Self-motivated and can multi-task in high paced environment
 Execute project duties as assigned by supervisor
 Keep accurate up-to-date records
 Maintain confidentiality of sensitive information
 Uphold professional business and work ethics and standards
 Travel periodically
Project Coordinator (R2) (In addition to R1 above)
 Assess issues/situations, explore solutions, make appropriate decisions, communicate with
Project Manager, Senior Project Manager, or Executive Director of CASAT (as appropriate)
 Prioritize and complete multiple projects/tasks in an efficient and timely manner, responding
quickly and with high quality to short deadlines while maintaining focus on project and
organizational goals
 Meet business needs of external clients/stakeholders and internal colleagues
 Work effectively and efficiently in a fast paced environment with many interruptions
Position Description – Line of Progression - CASAT Program Positions





Page 8
Demonstrate commitment to customer satisfaction through quality products and services
Work collaboratively as a team member
Understand and be culturally sensitive/relevant regarding ethnic and diversity issues, and gain
experience working with different cultural/ethnic groups
Stay current in the profession by seeking out training and other learning experiences to expand
skills relevant to performing duties
Travel frequently and on short notice
Project Manager (R3) (In addition to R1 and R2 above)
 Create and execute project work plans and revise as appropriate to meet changing needs and
requirements
 Establish rapport and interact effectively with diverse client/stakeholder populations
 Delegate duties in order to utilize each team member skills and meet project deliverables
 Effectively communicate relevant project information to funding sources
 Keep project team well informed of changes within the organization and general center-level
news
 Be sensitive to disabilities and cultural and ethnic diversity issues regarding staff and
clients/stakeholders
Senior Project Manager (R4) (In addition to R1, R2, and R3 above)
 Locate funding opportunities and develop and write grant proposals for the unit
 Lead meetings and conduct public presentations and staff in-service trainings
 Communicate effectively as a spokesperson for the organization
 Manage resources effectively and efficiently
 Facilitate consensus building among groups with diverse interests and backgrounds
 Mitigate team conflict and communication problems
 Apply established rules and policy and procedures in order to inform decisions that promote
quality and effectiveness of services
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
Assoc Project Coordinator (R1)
Principal Investigators, Executive
Director of CASAT, UNR and
CASAT faculty and staff
Project Coordinator (R2)
Project teams
Project Manager (R3)
University Administrators and
Faculty
Senior Project Manager (R4)
Grants and contracts staff
Reason for Contact
To ensure that project goals and objectives are accomplished
and resolve problems as they arise
(In addition to R1 above)
To develop and implement work plans and establish working
relationships with stakeholders and administrators; identify
training and technical needs; coordinate service delivery; resolve
problems; plan various meetings and events; participate in
conference calls and meetings; and maintain a professional
relationship with all staff, clients, and colleagues
(In addition to R1 and R2 above)
To promote interdisciplinary collaboration
(In addition to R1, R2, and R3 above)
To discuss grant budgets, scope of work, and project deliverables
Position Description – Line of Progression - CASAT Program Positions
External
Assoc Project Coordinator (R1)
UNR Student Population
Project clients/stakeholders
Project Coordinator (R2)
Project Funding Agencies
Partners/Community/Agency
Staff and members
Project Manager (R3)
Subcontractors
State Agencies
Federal Agencies/Contractors
Senior Project Manager (R4)
Funding Agencies/Contractors
Other Federal and State
Agencies
Other National Level Project
Administrators or Principal
Investigators
Page 9
Reason for Contact
To provide leadership, coordination, and collaborate with
students to ensure project goals and objectives are met
To answer questions regarding project scheduling details and
logistics
(In addition to R1 above)
To participate in meetings and discuss project’s scope of work
To provide education, outreach, and collaboration regarding
project goals and objectives
(In addition to R1 and R2 above)
To consult and ensure activities are performed within guidelines
and timelines as established by the scope of work
To initiate meetings in identified states and jurisdictions and
establish relationships for state/jurisdiction-wide initiatives
To discuss grant requirements and submit reports
(In addition to R1, R2, and R3 above)
To seek funding and submit grant proposals; discuss project
implementation, scope of work and deliverables
To initiate contact for the purpose of establishing collaborative
efforts
To interact with similar project/contract administrators for
information
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.
Associate Project Coordinator (R1):
Project Coordinator (R2):
Project Manager (R3):
Senior Project Manager (R4):
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.
Associate Project Coordinator (R1)
Bachelor’s Degree and one year of experience in closely related field
Preferred Licenses or Certifications: None
Project Coordinator (R2) (In addition to R1 above)
Bachelor’s Degree and two years, or a Master’s Degree and one year of paid
professional experience in closely related field
Preferred Licenses or Certifications: None
Position Description – Line of Progression - CASAT Program Positions
Page 10
Project Manager (R3) (In addition to R1 and R2 above)
Bachelor’s Degree and four years, or Master’s Degree and two years, of paid
professional experience in a closely related field
Preferred Licenses or Certifications: None
Senior Project Manger (R4) (In addition to R1, R2, and R3 above)
Bachelor’s Degree and five years, or Master’s Degree and three years of paid
professional experience in a closely related field
Preferred Licenses or Certifications: Licensure as a behavioral health practitioner
(e.g., clinical psychologist, social worker, professional counselor, or marriage and family
therapist, or certification/licensure as an addiction counselor or Certified Prevention
Specialist (CPS) or Certified Prevention Professional (CPP) and/or other licenses and
certifications as appropriate
c. Indicate any license or certificate required for this position.
None
Position Description – Line of Progression - CASAT Program Positions
Page 11
Changes to Positions – 4/1/2013
Incumbent
Pos#
Current
JCC
Current Title
New
JCC
UPDATES
Berry, Michelle
O’Hair, Alyssa
Woods, Wendy
Hamblin, Terra
Asteriadis, Stephanie
Edney, Carolyn
Fred, Terrance
Real, Julius
16790
16547
16880
17042
11153
10022
11843
10046
77075
77075
77075
77075
77075
67142
67142
67131
Project Manager/R3-LoP
Project Manager/R3-LoP
Project Manager/R3-LoP
Project Manager/R3-LoP
Project Manager/R3-LoP
Project Coord/R2-LoP
Project Coord/R2-LoP
Assoc Project Coord/R1-LoP
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
Same
TITLE CHANGES
Dell, John
16860
76856
77075
Project Manager/R3-LoP
Disselkoen, Mark
16598
76840
77075
Project Manager/R3-LoP
Hartje, Joyce
16143
77821
77075
Project Manager/R3-LoP
Padden, Michelle
16539
77763
77075
Project Manager/R3-LoP
Vicente, Annie
16934
67322
77075
Project Manager/R3-LoP
Chandler, Shawna
17396
86841
67142
Project Coord/R2-LoP
Frye-Spray, Michelle
17611
86902
67142
Project Coord/R2-LoP
Phillip, Joshua
16145
76328
67142
Project Coord/R2-LoP
Maestas, Donald
16914
67061
67142
Project Coord/R2-LoP
Rivera, Carina
11961
67328
67142
Project Coord/R2-LoP
Rowe, Kylie
11962
67328
67142
Project Coord/R2-LoP
Duncan, Kathryn
17460
77190
Manager, CASAT
Technology/R3-LoP
Director, Certification and
Accreditation/R3
Manager, Evaluation
Research/R3-LoP
Manager, Certification and
Accreditation/R3
Manager, Operations and
Finance /R3
Senior Specialist, Cert and
Accreditation/R2-LoP
Associate Coord, Western
Region Expert Team/R2
Coordinator, Prevention
Application Mgmnt/R2
Specialist, Training and
Technology Assistance/R2
Coordinator, Evaluation
Research/R2-LoP
Coordinator, Evaluation
Research/R2-LoP
Spec, Certification and
Accreditation/R1
67131
Associate Project
Coordinator/R1-LoP
PROMOTIONS
Johnson, Darren
17579
76986
67142
Wilhelm, Michael
10037
67132
Web Developer/System
Developer/R2-LoP
Media Specialist/R2
Tieman, Julie
17099
76939
Senior Coordinator,
Training/R2-LoP
67142
Project Manager/R3-LoP
PROM to R3
Project Manager/R3-LoP
PROM to R3
Project Manager/R3-LoP PROM to R3
67142
New Title