Item 2.C-July 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 (if applicable):
Position #(s):
Current Title:
Current Range:
(JCC:)
Department: Administrative Services
College/Division: Facilities Services /
VP, Administration and Finance
Account #(s): 1101-104-1410
Action Proposed: (check all that apply)
Proposed Range: 2
( X) New position:
Proposed Title: Specialist, Facilities Services Human Resources
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) 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 Amanda Evans, Mgr, Admin Svcs
___________________
Date
____________________________________________________________
Director/Chair/Dean
Sean McGoldrick
Associate Vice President, Facilities Services
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Ronald Zurek
Date
Vice President, Administration and Finance
Action Approved by the Provost/President (Completed by Faculty HR):
67424 Range:
2
Pos #(s):
JCC:
EEO: 3D
Eff: 7/1/2013
Approved Title: Specialist, Facilities Services Human Resources
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:______________________________________________
Printed Name: ____________________________________________________
Rev: 10/1/2012
__________________
Date
Position Description – Specialist, Facilities Services Human Resources
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 Specialist, Facilities Services Human Resources, provides service-oriented human resources and
operations support for State Classified staff and administrative faculty in Facilities Maintenance
Services (FMS), Construction and Planning Services, Administrative Services, and Parking Services.
The individual is directly responsible for the daily administration of human resource functions, i.e.,
employee relations, employee on-boarding, ongoing training, administration of department
background check program, and departmental job evaluation (classification and position description
questionnaires). The Specialist is responsible for supervision of employee records, payroll, faculty
contracts, and leave functions. The incumbent provides analysis of departmental salary and wages
budget. The position reports to the Director, Administrative Services of Facilities Services (FS).
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).
40% - Operations Management
 Coordinate daily administrative activities involving human resources, administration, program
requests and questions, conflict resolution, safety management and compliance issues,
interpretation and implementation of policies and procedures, and requests or concerns of
staff
 Initiate and monitor search processes for position vacancies; initiate and process new hire
documentation; ensure compliance with all BCN-HR and UNR-HR policies and affirmative
action regulations in the search and hiring processes
 Ensure accuracy of faculty and staff employment contracts, personnel action forms, personnel
records and various HR reports
 Create, implement, and assess office procedures, human resources and administrative
processes, quality of service, technology, projects, and new initiatives; develop and refine
services to meet administrative support needs of FS and improve operations and service
 Maintain personnel records and prepare reports pertaining to human resources for FS
 Answer questions, provide advice, and assist personnel in maintaining the orderly, efficient,
and timely processing of business affairs to support the overall role of unit
 Coordinate with BCN-HR to process workers’ compensation and benefits issues for unit
 Provide required human resources information to support and assist the Manager and other
management staff in planning and decision making regarding program support and staffing
 Communicate personnel rules and relevant University and state policies and laws to staff
 Serve on University committees relating to HR issues
 Administer the department background check process including coordination of decisions with
the appropriate level of management
25% - Employee Relations, Training and Onboarding
 Working closely with the supervisor and BCN-HR and UNR-HR staff, serve as the liaison for
employee relations issues, employee issues mediation, disciplinary investigations, authoring
and reviewing disciplinary actions, grievances, medical leave, etc.
 Develop and deliver programs to meet training needs and monitor and track departmentalwide mandatory and other required training
Position Description – Specialist, Facilities Services Human Resources


Page 3
Conduct employee assessments to identify training needs and morale issues
Coordinate recruitment and retention programs with FS management
15% - Department Performance Management System Administration
 Coordinate development and/or revision of Position Description Questionnaires (PDQ) for
administrative faculty and NPD-19s for State Classified staff for new and existing positions
with Human Resources (UNR-HR) and Business Center North – Human Resources (BCNHR); assist supervisors in creating and establishing work performance standards
 Provide oversight, advice and recommendation regarding all aspects of FS personnel
management including position analyses, organization, structure, and internal policies and
procedures
 Manage faculty evaluation process for administrative faculty to ensure compliance with
department standards
 Review all work performance standards and evaluations for State Classified staff
10% - Staff Supervision
 Manage and mentor State Classified staff and student employees in Administrative Services,
including hiring, supervision, performance evaluations, back-up responsibilities, and training in
new technologies and services
10% - Budget and Payroll Management
 Develop and assist in evaluation and development of FS payroll policies and procedures
 Prepare internal reports and reconcile payroll accounts and salary savings
 Review and monitor complex timekeeping reports for multiple shifts and types of employees to
ensure compliance with University policies
 Research and prepare payroll and human resource statistical reports
 Review internal and external procedures to ensure the most effective management of
personnel and funds
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 Specialist operates with autonomy in carrying out daily responsibilities. The incumbent works
closely with the all department management and proposes solutions related to FS personnel issues.
The incumbent provides information and alternatives, establishes priorities, and keeps management
aware of commitments and limitations. The incumbent takes initiative to identify and resolve employee
relations issues, coaches supervisors, brings about change, and develops performance standards
(with managers). Approval to initiate action on projects and change to policies, procedures and
protocol is approved by Director, Administrative Services.
Impact:
Decisions and judgments impact how effectively human and financial resources are utilized, which
directly impacts the success of FS in meeting goals and objectives. Proper handling of human
resources issues is essential to maintaining a healthy, productive organization and to avoid potential
large liabilities for the University as a whole. Failure to adequately address employee relations
issues, performance management systems and day-to-day HR processes adversely affects staff,
faculty and may lead to poor morale, grievances and litigation.
Position Description – Specialist, Facilities Services Human Resources
Page 4
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:
 Human resources policies and procedures related to the position
 Best practices office procedures and management
 Benefits administration related to Family Medical Leave Act (FMLA), leave keeping, and
hiring orientations
 Report preparation
Skills:
 Organizational skills to maintain an efficient records filing system
 Supervisory skills, including an ability to teach and mentor staff and to achieve both results
and client satisfaction
 Time management and multi-tasking
 Analytical and decision-making skills in order to identify and analyze complex situations,
recommend or implement effective courses of action, and effectively communicate results
 Advanced 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)
 Supervision
 Excellent interpersonal skills
 Excellent verbal and written communication
 Conflict resolution and management
Ability to:
 Make independent decisions appropriately and within the boundaries of assigned authority
 Interpret projects as assigned by the supervisor and exercise initiative, discretion and critical
judgment
 Communicate effectively with a diverse population at all levels both internally and externally,
using tact and diplomacy within an executive level setting
 Establish processes to effectively manage payroll, employee data and records for multiple
employee types, and recommend continuous process improvement
 Motivate, direct, supervise, train and develop others
 Work proactively, organize assigned tasks, multi-task effectively, prioritize heavy workload and
develop comprehensive timetables and strategies to meet multiple and constantly changing
deadlines
 Work as a team and collaborate with supervisor regarding day-to-day operations and
employee relations on an on-going basis
 Facilitate, monitor and communicate the status of hiring employees, benefits enrollment,
payroll processing, position description reviews, evaluations and special projects
 Support recruitment activities, screen applicants and function as a professional search
coordinator
 Maintain strict confidentiality, accuracy and integrity
 Exhibit attention for detail, respond to unexpected job demands and keep pace with rapidly
changing priorities
Position Description – Specialist, Facilities Services Human Resources
Page 5
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
FS faculty and staff
FS supervisors and managers
University administrative offices:
Controller’s, Purchasing, Human
Resources, Payroll, Budget,
Provost’s Office, etc.
University administrative offices
External
None
Reason for Contact
To share information and policies; answer questions related to
administrative processes; handle personnel issues; solve wide
variety of problems; plan; general communication
To plan, make decisions, establish personnel priorities
To resolve problems and conduct daily business related to fiscal
and human resources management and general administration
To gather input and identify potential efficiency improvements
Reason for Contact
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 of human resources work experience
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None