Item 9.I-June 18, 2010
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): Russell Meyer
Position #(s): 11482
Current Title: Associate Director, Housing Operations and
Current Range: 4
Dining Services (JCC:76824;3D;CA3056;023;E)
Department: Residential Life, Housing & Food Service College/Division: Student Life Services /
VP, Student Services
Account #(s): 1708-105-1205
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 Rod Aeschlimann, Dir, FLHFS
__________________
Date
____________________________________________________________
Director/Chair/Dean
Gerald Marczynski, Assoc. VP, SLS
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
Pres / Vice Pres / Vice Prov Signature Shannon Ellis
Vice President, Student Services
__________________
Date
Action Approved by the President (Completed by Faculty HR):
Position #: 11482
EEO Code: 3D
CUPA Code: CA3056
Exempt: Yes or No Census Code: 023
Job Class Code: 76824
Range: 4
Effective Date: 6/1/2010
Approved Title:
ASSOCIATE DIRECTOR, HOUSING OPERATIONS & DINING SERVICES
____________________________________________________________
__________________
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 – Associate Director, Housing Operations and Dining Services
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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 Associate Director for Housing Operations & Dining Services, reporting directly to the Director of
Residential Life, Housing and Food Service, works directly with the overall year-round administration
of the University residential system with a 1800-resident capacity, including seven residence halls,
forty family student apartments, and summer and conference housing. The Associate Director
ensures that housing, food service, fiscal, marketing, central office operations, and administrative
areas are efficiently and properly managed in accordance with Departmental, University, and System
policies and procedures.
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).
45% - Food Service
 Develop bid specifications for food service contracts and evaluate responses
 Review contract specifications to ensure compliance on the part of the University and the
vendor
 Ensure contract specifications are met and commissions are received according to schedule
using contracts, legal counsel, purchasing policies, and contractors, by: monitoring
commission payments, and corresponding with contractors regarding problems
 Ensure that proper procedures for collection and payment distribution are in place and
followed
 Administer food service operations including retail operations, catering, resident dining, and
vending
 Administer meal plans by overseeing all aspects of the meal plan agreement, accounts
receivable and payable, cancellation requests, etc.
 Administer vending program by researching alternatives to benefit students and the
Residential Life, Housing and Food Service Program
10% - Summer Conferences
 Manage the housing and food service conference program
 Recommend conference rates for approval
 Supervise conference staff
 Coordinate with other university departments the food service vendor and with individual
conference guests as the initial contact for the department's program, services and activities
 Direct summer activity programs to recruit, schedule and coordinate summer camps and
conferences using contracts, procedures, manuals, university policies and scheduling policies
10% - Budgeting
 Define the goals and objectives to be met by the Food Service Budget
 Develop the Food Service Budget
 Routinely review all accounts for accuracy and to ensure transactions are conducted in
accordance with written policies and procedures
 Establish meal plan options and rates and summer conference room and board rates for
Board of Regents approval
Position Description – Associate Director, Housing Operations and Dining Services
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10% - Student Accounts
 Administer student account system which consists of 1800 accounts including seven
Residence Halls and forty Family Apartments
 Oversee billing, cancellations, refunds, payment agreements and deferments for students
 Responsible for the fiscal matters with students who require special financial arrangements,
including determination of financial need and developing individual/ personalized payment
agreements as needed
 Counsel students on financial difficulties relating to payment of the License Agreement
 Work with the Director of Residential Life, Housing and Food Service, Financial Aid,
Scholarship Coordinator, International Office, and the Controller's Office as appropriate
5% - Fiscal Control
 Develop and apply appropriate fiscal controls, including internal auditing of cash handling and
accounting procedures
 Provide information to University and state auditors
 Prepare financial reports, revenue and expense projections, analyses and recommendations
 Supervise the preparation of monthly status reports of program budgets to budget unit
directors
 Supervise maintenance of up-to-date records of encumbrances and expenditures from the
Housing and Food Service operating budgets
 Supervise the preparation of monthly occupancy, earned income reports, and reconciliation of
the status reports
 Coordinate the department's fiscal affairs with other University departments and offices
including the Cashier, Accounts Payable, Purchasing, Payroll, and the Controller's Office
5% - Staff/Personnel Administration
 Develop job descriptions and hiring criteria for Central Office classified and student personnel
 Hire, train, supervise, and evaluate employees working in various fiscal, assignment, and
clerical areas providing administrative support to the department, using personnel and payroll
policies and procedures, equal employment opportunity laws, position descriptions, and
standards
 Coordinate central office staff retreats, inservices, and development
5% - Marketing
 Responsible for the coordinating marketing for Residential Life, Housing and Food Service,
which includes development and implementation of a marketing plan, coordination of brochure
development, publicity, and other tools to promote the use of housing facilities and meal plans
5% - Computing
 Evaluate and implement policy for the planning, development, maintenance, and purchasing of
food service computer equipment and software for Residential Life, Housing and Food Service
 Assist in the enhancement of the computing of the central office and its ability to computerize
student accounts, student billing, fee assessment, and computerized receipt generation
 Coordinate computerized rosters, various queries, and maintain database
5% - Other Duties
 Supervise the payroll/leave function within Residential Life, Housing and Food Service which
includes all classified and student employees
 Supervise the proper processing of all payroll documents in compliance with University
standards
 Participate on department and university committees/task forces and in regional and national
organizations related to the administration of a comprehensive housing and food service
program
Position Description – Associate Director, Housing Operations and Dining Services
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Represent the department before a variety of group including food service, orientation, and
commencement committees, the Residence Hall Association, the Associated Students of the
University of Nevada, and the Graduate Student Association
Perform other duties or department tasks as assigned by the Director of Residential Life,
Housing and Food Service
Within the scope of this aspect this position also serves as a resource for the department
regarding the residential life program
Observe, evaluate, and provide feedback to the appropriate departmental staff on the quality of
the following: housing and dining facilities and their furnishings and equipment; service provided
by departmental staff, dining and custodial services of the department; programs presented by
the department; and/or materials distributed by the department
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 Associate Director is responsible for the overall year-round administration of the University
residential system and ensures that housing, food service, fiscal, marketing, central office operations,
and administrative areas are efficiently and properly managed in accordance with Departmental,
University, and System policies and procedures. Incumbent must work independently with little direct
supervision and with considerable latitude for initiative and independent judgment.
Impact:
The decisions and judgments of the Associate Director have a major impact on the level of student,
faculty, and staff satisfaction with service quality and cost, which in turn, affect the perceived quality of
life on a growing residential campus. Decisions and judgments also impact the financial stability of
the department, general office flow, organization, and public relations.
Errors in judgment and decision making could have the following impact: loss of revenue, impact on
departmental fiscal stability, reduction in the quality of customer service, lower occupancy rates,
insufficient funding for repair and replacement projects, increased long range costs, lower retention of
students, negative public relations and impact on University image, and increased liability for the
University and Board of Regents.
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:
 Administration and management of residence life, housing, and food service operations in a
college setting
 General higher education regulations, policies, and administrative procedures
 Student affairs philosophy
 Affirmative action
 Financial reports, budgeting, and marketing techniques
 Statistical report generation and review
 Office automation
 Contract applications and negotiation
 Modern trends of business service fields
 Conference management
Position Description – Associate Director, Housing Operations and Dining Services
Skills:
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Supervisory practices
Public relations and customer service
Front desk operation
Administrative, management, and supervision
Organizational skills
Excellent written, verbal (including public speaking), and listening
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)
Ability to:
 Interact and relate to students and customers
 Negotiate contracts
 Set goals
 Be a leader
 Make effective decisions
 Problem solve creatively
 Develop, apply, and adjust plans, policies, and procedures to meet changes in conditions or
needs
 Administer a complex operation employing sound customer service, fiscal, and business
management principles
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
Director of Residential Life,
Housing and Food Service
Associate and Assistant
Directors for Residential Life,
Resident Directors, and Facilities
Manager
Conference Planners,
Continuing Ed, Scheduling
Offices
Controllers Office/Cashiers
Creative Services/Printing
Athletic Office/International
Office
Student Services Staff:
External
Food Service Vendor
Reason for Contact
Daily contact,to share information, receive updates regarding
budgets and health/safety, and to provide project management
Regular contact for mutual goal setting and coordination of efforts;
To resolve concerns, brainstorm solutions, and generally support
each other's efforts to provide the best service and support to
students and the university community
Intermittent contact with other agencies throughout the year and
daily during the summer to schedule, organize, and plan summer
conferences
Regular contact to discuss student accounts, financial statements,
and payroll
Intermittent contact to discuss development of housing and food
service publications and to promote services and facilities
Regular contact with various athletic coaches and other
administrators to discuss housing and food service needs of their
students throughout the year
Regular contact with other departments to coordinate information
and share departmental policies or procedures when applicable
Reason for Contact
Daily contact with the general manager and key management staff
to ensure compliance with contract specifications and program
development and improvement
Position Description – Associate Director, Housing Operations and Dining Services
Students, Parents, Staff and
Guests:
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Regular interaction to advise and provide general assistance and
information about residential living, license agreement
interpretation, room assignments and changes, financial inquiry
and payment arrangements; To provide formal communication via
written correspondence
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.
Master’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.
Master’s Degree and three years of full-time professional experience in housing and
food service administration. Work experience must show success in contract
administration; housing and food service management, program development and
implementation; business management; marketing; and event scheduling. A general
understanding of higher education organizations and evidence of professional
development must be present.
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None