MDDN BFR Fiscal Officer DHS R2 10 2010 JCC775833 3D by v1jQ0W3u


									                                           Item 3.K-Oct. 15, 2010 (Item 3.I-Sept. 17, 2010)
   To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to for discussion and for initial review before routing PDQ for approval signatures.
                                  Questions - call UNR Faculty HR at 682-6114
  INSTRUCTIONS: See for complete instructions.
 Incumbent(s) Name (if applicable):                                      Position #(s): 16774

 Current Title: Fiscal Officer (DHS)                                     Current Range: 2
 Department: Finance and Budget / UNSOM                     College/Division: Division of Health
 Account #(s): 1108-119-5013
 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)
 ( ) Line of Progression (show titles below)                                             JCC (Current
                                                                                          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 Jean Regan, Chief Financial Officer, UNSOM     Date

____________________________________________________________            __________________
Cheryl Hug-English, Dean, UNSOM (Interim) / Denise Montcalm, Dean, HS (Interim) 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 President (Completed by Faculty HR):
Position #: 16774                            EEO Code: 3D           CUPA Code: CM3551
Job Class Code: 77583                        Exempt: Yes or No Census Code: 095
Range: 2                                     Effective Date: 10/1/2010
Approved Title:
                       FISCAL OFFICER (DHS)

____________________________________________________________              __________________
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 - Fiscal Officer (DHS)                                                 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 Fiscal Officer for Division of health Sciences (DHS) is responsible for managing the daily fiscal
related functions associated with all schools encompassed within DHS and providing assistance to
the Chief Financial Officer (CFO) with special inquiries and analysis. The position works closely with
all departments within the Division to ensure all daily transactions are handled in a timely and
accurate manner, in accordance with University policy. All documents processed through the
division requiring the CFO signature are reviewed in detail prior to forwarding on for signature. The
incumbent assists faculty as needed with sponsored projects submissions and preparation or review
of grants for DHS. When requested, the individual monitors sponsored project accounts and
provides reports to the principal investigators on the status of budgets. The position is responsible for
disseminating fiscal and policy updates to faculty and staff. The incumbent assists the CFO on
special projects relating to compiling, analyzing and preparing reports on fiscal matters.

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).

65% - Fiscal Management
    Oversee and manage the processing of all DHS documents (reimbursements, JVs, etc) prior
       to the CFO’s signature; ensure all tracking logs are current
    Review documents for accuracy and compliance with policies and procedures; ensure all
       reimbursements are submitted with all supporting documentation; verify funding source,
       account balances and authorized signatures
    Recognize and report to CFO recurring issues or misuse of division funds
    Ensure all deposits received are processed in a timely manner as deposits are high priority
       and sensitive and are to be handled in an expeditious manner especially for month end
    Maintain fixed asset and sensitive equipment lists for the DHS; administer the annual inventory
    Provide assistance to DHS faculty in preparing and monitoring grants and contracts budgets
    Review all DHS (non-UNSOM) budgets submitted to the Office of Sponsored Projects
    Provide support for faculty with research budgets and financial management of grants and
       contracts when requested by the CFO
    Develop, document, and communicate accounting policies and procedures to ensure
       compliance with all University policies, federal and state regulations and tax laws and to honor
       restrictions on applicable sources
    Disseminate fiscal and policy updates to faculty and staff
    Conduct training on university fiscal policy when appropriate or at the request of the CFO
    Assist with the annual preparation of DHS self supporting budgets and the ongoing monitoring
       of same
    Work with the Budget Officer to complete the annual position list for the DHS

20% - Financial Reporting
    Provide monthly profit and loss (P&L) reports to the CFO on all the Dean’s resources and
    Develop and maintain database of all Dean’s support and start-up costs
    Track payment of dean and assist when needed the invoicing for taxes
Position Description - Fiscal Officer (DHS)                                                Page 3

      As requested by CFO, complete special studies and projects on complex division issues;
       compile, analyze, and report on data which will impact financial decisions
      Assist in gathering data for responses to requests for data from external sources

15% - Administrative & Supervisory
    Supervise administrative positions responsible for processing payables for the DHS
    Meet regularly with department administrators and staff to ensure on-going communication of
       financial matters
    Meet regularly with direct reports and provide timely and complete performance evaluations
    Attend meetings at the University level to maintain up to date information regarding fiscal
       policy and processing procedures; communicate information to all units in the DHS
    Provide staff guidance and support as needed to maintain a focus on customer service
    Encourage professional development opportunities to enhance performance in current position
       and provide for promotional 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:
The Fiscal Officer is responsible for the management of all day-to-day fiscal operations pertaining to
the processing of all reimbursements and grants and contracts for DHS in accordance with University
policy and processes. Timeliness, accuracy and degree of analysis required are essential to the
financial well being of the DHS. All decisions, judgments and recommendations made to the CFO
must be accurate and presented professionally.

Decisions and judgments made by the manager will have significant impact on the DHS ensuring all
policy and processes are adhered to. Incomplete, untimely or inaccurate data and poor decisions or
judgment may negatively impact faculty/staff, colleges, DHS, university and external sources.

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:
    Higher education policies and procedures on allowable use of funding resources and grants,
      contracts and sponsored projects
    General and fund accounting concepts
    Budget and accounting
    Grants and contracts review and administration
    Compliance and internal controls
    Resource allocation

     Strong financial and quantitative analysis and reporting skills
     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)
     Documenting fiscal policies and processes to communicate the financial practices within the
        DHS (considering appropriate University policy and state regulations)
     Strong verbal and written communication skills to effectively communicate with senior
        management, academic physicians, faculty and staff and other external parties
Position Description - Fiscal Officer (DHS)                                                   Page 4

      Organizational skills
      Supervisory skills

Ability to:
     Analyze procedures; design and implement changes to effect a more effective and efficient
     Work independently, yet also as a part of a team
     Plan, organize and produce complex financial work
     Understand the educational objectives, academic programs, clinical service mission and the
         research initiatives and the role each plays within the health sciences setting
     Work with concepts, ambiguity and complexity comfortably
     Motivate /develop staff so as to bring out the best in people
     Work well with people of varying levels of authority in multiple organizations
     Learn new systems, develop fiscal policy and champion change
     Deliver clear, persuasive financial presentations to the CFO
     Establish and maintain effective relationships with “customers” and gain their trust and respect
     Orchestrate multiple activities simultaneously in a dynamic environment and sometimes
         stressful environment
     Exercise good judgment in safeguarding confidential or sensitive information

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                            Reason for Contact
DHS Directors, Department           To coordinate the daily fiscal activity and provide timely,
Chairs, Associate Deans and         appropriate and accurate financial information
other administrative leaders
Office of Sponsored Projects        To act as liaison for interpretation of policy and resolution of grant
Administration                      and contract issues
UNR Administration                  To solve problems, negotiate and share information

External                            Reason for Contact
Vendors, affiliated hospitals and   To coordinate payment of invoices, resolve payment differences
other health care partner,          and to ensure all contract payments from our hospital partners are
healthcare finance and              made in a timely manner. This position may assist in this
regulatory agencies                 endeavor.

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
Position Description - Fiscal Officer (DHS)                                            Page 5

        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 or Master’s Degree and one year of experience in
               accounting, budgeting, auditing or related field in an academic setting

               Preferred Licenses or Certifications: None

        c.    Indicate any license or certificate required for this position.


To top