POSITION DESCRIPTION QUESTIONNAIRE
ADMINISTRATIVE FACULTY
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart
electronically to marshag@unr.edu 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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Incumbents’ Name (if applicable): R2=Mui Condon (16757); Kristin MeyerPosition #: Various
Harris (11245); Vacant (16580); R1=Noelle White (16114)
Current Title: Coordinator, University Events (R1) and
Current Range:
Manager, University Events (R2)
Coord – R1; Mgr – R2
Department: Development and Alumni Relations
College/Division: VP Development and
Alumni Relations
Action Proposed: (check all that apply)
( X ) New position : Proposed Range:
Proposed Title: see below
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( X) Revised PDQ only (no change in range or title)
JCC (HR assigned):
( X ) Line of Progression
Range 1 – Coordinator, University Events (3C;CM3501;CC043;E)
76893
Range 2 – Manager, University Events (3C;CM3501;CC043;E)
77294
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
Date
Approved for Salary Placement Committee review.
Pres / Vice Pres / Vice Prov Signature
John Carothers
Date
Vice President, Development & Alumni Relations
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’s Signature (Sign & send to HR for personnel file)
Rev: 12/1/2008
Date
Position Description – Coordinator, University Events / R1
Manager, University Events / R2
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.
Range 1:
The Coordinator, University Events, within the Development and Alumni Relations Division assists the
Director with the coordination of university events. This position is responsible for coordinating
receptions and events for smaller groups and assists with larger events.
Range 2:
The Manager, University Events, within the Development and Alumni Relations Division reports to the
Director of University Events and is responsible for simultaneously managing multiple events with less
than 300 guests. Major functions of the position include managing and directing department efforts in
the invitation and theme creation, menu design, program details, and set-up for assigned events. The
incumbent provides decision making and direction to University of Nevada, Reno (UNR) support
crews and staff and outside vendors. All events must be produced within the standards and
expectations determined by the UNR President. The position assists with the management of the
larger and more complex events.
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.
Range 1:
50% - Small Event Coordination
 Under general supervision coordinates smaller events that would generally be no more than
two hours, at a single location, and have pre-established goals and protocols and participants
of 100 or less
 Produces invitations, production schedules, event objectives, event overviews, event
evaluations and thank you letters
 Creates and is responsible for all correspondence with the guests
 Consults with university staff as to appropriate standard event protocol - as a university
representative, responsible for knowing and discussing all aspects of university protocol,
including introduction of administration, acknowledgements of hosts and appropriate gifts of
acknowledgement
35% - Large Event Assistance
 Coordinate portions of more complex events within the Development and Alumni Relations
Division
 Directs solicitation of auction items, proofing and editing of all print materials, and recording
donor information in Raisers Edge
 Coordinates the university events web page
15% - Assistance to Director
 Assists in establishing priorities and goals of the department
 Monitors, assesses performance and builds relationships
 Develops and monitors events budgets
 Provides support to Foundation fund raising events as well as university events
Range 2:
40% - Multiple Small Event Coordination
 Generally, events would be no more than one day, at a single location and have preestablished goals and protocols and participants of 300 or less.
 Creates an event theme and designs invitation
Position Description – Coordinator, University Events / R1
Page 3
Manager, University Events / R2
 Responsible for all aspects of set-up with understanding of pedestrian and vehicular traffic
flow, catering requirements, sound needs, lighting and production timelines
 Conduct site-inspections at donors' homes to determine signage needs, valet needs, disabled
guest needs, registration/greeting space, high-end catering set-up, guest speaker location,
event timing and cues for the host, guest speakers and other participants
 As a university representative, responsible for knowing and discussing all aspects of university
protocol, including introduction of administration, acknowledgements of hosts and appropriate
gifts of acknowledgement
 Responsible for the timing and pacing of the entire event
30% - Large Event Coordination
 Co-produces the more complex events within the Development and Alumni Relations Division
such as Vintage Nevada Wine Tasting and Auction, President's Holiday Party and the
Foundation Banquet
 Discusses event needs and contracts with sound companies, lighting companies, and
convention production companies
10% Assistance to Director
 Volunteer administration
 Graphic design
 Speech writing
 General fund raising
 Office administration
10% Financial Responsibility
 Proposes budgets and maintains financial records and statistics for those activities assigned
10% - Staff Supervision
 Trains, directs and supervises volunteers and students during activities and events which
include Honor the Best, pre-game tailgates, welcome receptions for senior university
administration, and private catered dinners with high-capacity donors
3. Describe how the decisions and judgments made by this position and the results of work
performed impact the department, division and/or the university as a whole.
The work performed by this position is frequently high profile with the public, potential donors, and
donors and therefore has a direct impact on the university's ability to raise money and the perception
of the university by the public.
4. Describe the knowledge, skills and abilities essential to successful performance of this job.
Range 1:
Knowledge of:
 Event management
 Financial management, budgeting, reporting and evaluation
Skills:





Effective oral and written communication skills
Interpersonal and public relations skills
Problem solving and attention to detail
Computer program capabilities, including word processing and spreadsheets
Analytical skills in developing and maintaining procedures
Position Description – Coordinator, University Events / R1
Page 4
Manager, University Events / R2
Ability to:
 Coordinate professional events
 Set priorities and coordinate a variety of projects simultaneously
 Interact effectively with co-workers, students, volunteers, administrators, and donors
 Travel and working week-ends and evenings
 Lift 25 pounds
Range 2: Same as Range 1 with the addition of:
Knowledge of:
 Production and management of professional events, i.e., high end catering events
 Financial management, budgeting, tracking revenue and expenditures and balancing
accounts, reporting and evaluation
Skills:
 Effective and persuasive oral and written communication skills
 Graphic design and layout
 Supervisory skills
Ability to:
 Write scripts
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:
Administrators
Faculty
Students
Supervisor – R2
Coworkers – R2
External:
Donors
Alumni
Volunteers
Community Groups
Vendors
Reason for Contact
To educate university administration, provide information and
resolve problems
To provide information and resolve problems
To resolve problems, provide direction, assign and schedule tasks
To exchange ideas, inform and advise, consult
To exchange ideas and information, provide training, and impart
knowledge
Reason for Contact
To provide information and resolve problems
To resolve problems, provide direction, assign and schedule tasks
To resolve problems, provide direction, assign and schedule tasks
To provide information and resolve problems
To place orders, negotiate services and contracts, and resolve
problems
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.
Range 1: Bachelor’s Degree from a regionally accredited institution
Range 2: Bachelor’s Degree from a regionally accredited institution
Position Description – Coordinator, University Events / R1
Page 5
Manager, University Events / R2
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 {see below} year(s) of professional experience in the area of event
management and alumni relations, public relations, advertising, marketing, fundraising,
catering or related field
Range 1: one year
Range 2: two years
Preferred Licenses or Certifications: None
c. Indicate any license or certificate required for this position.
None