BOISE STATE UNIVERSITY



BOISE STATE UNIVERSITY

Sample Job Description

Professional Staff

Following is a SAMPLE job description (JDQ) for a Business Manager. The sample is being provided to give examples of typical duties, responsibilities and requirements. This job description is intended to serve as an example only.

Job Description Questionnaire (JDQ)

Professional Staff Instructions

What is the JDQ?

The Job Description Questionnaire (JDQ) is a critical document that identifies and describes the major duties, essential functions and minimum qualifications of a position. In addition, the Job Description provides general employment information such as title, organizational structure, and funding sources. The JDQ is used to establish market comparators and benchmarks, set compensation, create job announcements, post vacancies, communicate expectations, and set performance standards.

Who Completes the JDQ?

Completion of this form should be a joint effort by both the incumbent and the supervisor. However, the supervisor is responsible for the final content and accuracy of the job information provided. If the JDQ is being completed for a new or vacant position, the supervisor and/or department head should complete the JDQ.

Nondiscrimination

Boise State University does not discriminate against an individual with a disability in regard to job application procedures, the hiring or discharge of employees, employee compensation, advancement, job training, and other terms, conditions, and privileges of employment.

Organizational Charts:

A current organization chart depicting this position and its reporting relationship to other positions in the department, section, or unit must be attached to this JDQ.

This Job Description Questionnaire allows for the addition of an Organization Chart using Microsoft Word’s “Drawing” feature ( ). If you have previously developed an organizational chart in an alternative electronic format, please feel free to attach the alternate chart as an attachment when submitting the Job Description Questionnaire (see “Electronic Distribution” below).

Electronic Distribution:

The Job Description Questionnaire may be saved under a new name in your personal file structure for future reference. When the JDQ has been completed and approved by your supervisor/manager, a copy of the completed JDQ should be emailed to your JDQ Coordinator in your Vice President’s office. Be sure to include “JDQ and the PCN (Position Control Number)” in the subject line.

Certification

It is the responsibility of the employee, supervisor, and Appointing Authority (President, Provost and Vice Presidents) to ensure that the information contained within is an accurate representation of the job duties and responsibilities assigned to this position. By checking the approval area below, you are certifying that to the best of your knowledge, the information contained in this document accurately reflects the duties and responsibilities of this position.*

Check the Appropriate Box Below to Certify Approval or Disapproval:

Approval Disapproval

( ) ( ) Employee (unless a new or vacant position)

(X ) ( ) Supervisor

( ) ( ) Manager

( ) ( ) Appointing Authority (or designee – optional)

*(It is the responsibility of University management to assign and delegate work.)

BOISE STATE UNIVERSITY

PROFESSIONAL STAFF JOB DESCRIPTION (JDQ)

For Professional Staff Positions

Position Control Number: Date Completed: Mail Stop:

Department:

Position Title: Business Manager

Employee Name: Phone:

Supervisor Name & Title: Phone:

Work Location: Months Per Year:

HRS Use Only

FLSA Code:

( ) E – Executive

( ) A – Administrative

( ) P – Professional

( ) C – Covered

Analyst: Date:

Market Title:

Benchmark: ( ) CUPA ( ) Other

Account Code(s) and % Distribution:

If grant funded, provide the following information:

• Funding Source:

• Duration of the grant:

• Likelihood of renewal:

• Purpose of grant:

1. JOB DESCRIPTION PURPOSE:

( ) Professional Staff Classification/Compensation Review (PSSAP)

( X ) New Position

( ) Change in Position’s Functions - Classification/Compensation Review Needed

( ) Update Job Description – Classification/Compensation Review Not Needed

A. How has this position changed since the last job description was prepared:

(Indicate N/A for a new position or if position hasn’t changed).

N/A

B. Indicate why changes occurred:

If new duties have been added to or transferred from an existing position, report whom, if anyone, had previously been performing these functions

2. PURPOSE OF THE JOB:

Briefly state the purpose of this position in a few sentences that captures the reason this position exists

The individual in this position serves as the College’s financial manager and manages the administrative services and staff for the College at Boise State University. Administrative services include accounting/budgeting, information services, personnel actions, and purchasing. The Business Manager serves as a member of the College’s management team to develop plans and strategies as well as to explain and monitor compliance with University policies and procedures.

3. MAJOR RESPONSIBILITIES AND JOB DUTIES

• Describe and group the primary duties of the position into 3 to 5 major categories or responsibilities.

• Provide the % of time spent on each major categories or responsibilities.

• Identify each duty under the major category or responsibility.

• Identify each duty as essential (E) or Non-Essential (NE).

Under the Americans with Disabilities Act (ADA), job duties are categorized as either essential or non-essential.

A job duty may be considered Essential if:

• The position exists primarily to perform that duty.

• The duty is highly specialized.

• There are a limited number of employees among whom the job duty can be distributed.

A job duty may be considered Non-Essential if:

• The duty can be eliminated or assigned to another employee.

1. Serve as College’s Financial Manager. (45%)

▪ Reviews and analyzes monthly financial reports for state, federal and private funds managed within the College. (E)

▪ Coordinates grants and contracts with ORA and SPA.

▪ Develops projections and ensures that the budget, budget revisions, and/or budget requests, are prepared within guidelines and are submitted within the established time frames. (E)

▪ Reconciles general and subsidiary ledgers. (E)

▪ Makes recommendations relative to the accounting of assets and expenditures. (E)

▪ Reconciles all financial reports. (E)

▪ Consolidates financial information reflecting all of the College’s financial activity. (E)

▪ Supervises the College’s financial support staff. (E)

2. Manage the College’s administrative activities. (30%)

▪ Plans, organizes and directs administrative services including human resources, payroll, data processing, and purchasing. (E)

▪ Establishes and maintains internal policies and procedures for administrative activities.

▪ Develops plans for capital acquisitions.

▪ Develops, lets, and monitors contracts.

▪ Implements work plans and initiatives. (E)

▪ Initiates, reviews and approves personnel action documents and oversees personnel records. (E)

▪ Ensures College compliance with personnel rules and regulations, EEO/AA, and labor laws. (E)

3. Supervision. (20%)

Establish operational objectives, priorities, work standards and schedules.

Hires, trains and evaluates staff.

Develops and implements department policies and procedures.

4. College Liaison (5%)

Serves on advisory committees and represents the College at University meetings.

Collaborates with staff and faculty of the college and other administrative units to identify opportunities and develop solutions to problems and issues.

4. BUDGETARY RESPONSIBILITY:

Describe your budgetary responsibility - program, department, etc., including the amount this position is accountable for and the Department’s total operating budget

▪ This position is responsible for the development, maintenance and monitoring of the College’s 22 mm budget. The Business Manager has primary responsibility for the manager’s 1.6 mm budget which includes equipment maintenance contracts, personnel, and indirect program costs.

5. SUPERVISION:

Is this position responsible for the supervision of other positions?

( X ) Yes ( ) No

A. If Yes, Describe Responsibilities:

i.e. hiring, making hiring recommendations, completing performance evaluations, scheduling, making work assignments, etc.

▪ The individual in the Business Manager position will be responsible for all supervisory activities necessary to operate the College’s business offices. These duties include completing performance evaluations, scheduling work and delegating job responsibilities, as well as determining staffing levels and developing work assignments.

B. Please List Employee(s) Supervised:

Include the employee’s Name, Title, Position Control Number, Employment Status (Professional, Classified, Temporary, or Student), and Hours Worked a Week

Marty Smith Grant Accountant 001234 Professional 40

Jim Engledow Grant Accountant 004320 Professional 40

Kathy Woker Financial Technician 002384 Temporary 20

Jeff Neal Financial Support Tech 003845 Classified 40

Chris Smither Administrative Assistant 1 003425 Classified 40

6. ORGANIZATIONAL RELATIONSHIPS:

Describe internal and external customer groups and their relationship to this position.

▪ The Business Manager must maintain the confidence of faculty and administrators of the College. This individual will be the expert in the College’s business matters and will work with a variety of staff to ensure that University policies and procedures are in effect and that effective human resource practices are maintained.

▪ The Business Manager is the College’s primary interface with the University’s human resource, purchasing, budgeting and accounting staff and will be able to commit the College to financial obligations as well as negotiate the timeframes and deliverables.

7. DECISION MAKING:

Describe the most difficult decisions this job requires an incumbent to make, impact of decision(s), the consequence of error, extent to which these decision(s) is reviewed, and what problems are taken to your supervisor for final decision.

▪ The Business Manager is responsible for daily expenditures of administrative and research funds in the College. The Manager reviews and approves equipment purchase requests and will determine the procurement regulations to follow and the appropriate sources of funds. The incumbent will review and approve the financial aspects of all grant proposals and will ensure compliance with policies of the granting agencies and the University. Errors or omissions in the Business Manager’s decisions can result in non-compliance with the policies of the University, State or granting institutions. Potential consequences include funding gaps, fines, and the jeopardy of future funding requests.

|SUPERVISOR’S SECTION |

1. EDUCATIONAL LEVEL:

Indicate the minimum education level required to perform the responsibilities of this position at the entry level (consider and report Minimum Qualifications as though the position were vacant). A BA or equivalent is the minimal educational level for Professional Staff positions

Required Preferred

( X ) N/A Bachelor’s Degree or Equivalent - General Field

( ) N/A Bachelor’s Degree or Equivalent - Specific Field Specify Area:

( ) ( X ) Master’s Degree or Equivalent Specify Area: MBA

( ) ( ) Doctorate: Specify Area:

2. EXPERIENCE:

Indicate the minimum experience level required to perform the responsibilities of this position at the entry level.

Experience in similar type of work: ( ) years

Experience in same type of work: ( 5 ) years

3. SKILLS / KNOWLEDGE:

Describe the minimum skills and specialized job knowledge that are required to perform the responsibilities of this position at the entry level. Examples: knowledge of government regulations, product and marketing knowledge, specialized process knowledge, problem solving skills, customer knowledge, computer literacy, etc.

▪ Knowledge of budget development.

▪ Skill in managing accounting and administrative staff.

▪ Experience interpreting laws, rules, and regulations relative to purchasing, grant reporting and proposal development.

A. PREFERRED EDUCATION AND EXPERIENCE:

Example: Prefer Master’s Degree in Accounting and four (4) years of supervisory experience

B. SPECIFIC EQUIPMENT OR SKILLS REQUIRED:

Example: Requires use/operation of the following computer software: Excel, Access, Publisher, Oracle, Peoplesoft, etc. Requires use/operation of the following lab/medical equipment: GC/MS, etc.

C. LICENSURE OR CERTIFICATION REQUIRMENTS:

Example: Requires licensure as a Certified Public Accountant, Professional Engineer, RN, etc.

4. ORGANIZATIONAL CHART:

A Current Organization Chart must be attached as part of this job description. Include PCN, Title, and Incumbent - Reflecting Reporting/Organizational Structure (See instructions on Page 1)

5. PHYSICAL DEMANDS:

If physical demands for the position exceed those described below, list and describe those additional physical demands

General Office - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. General office work involves sitting most of the time, but may involve walking or standing for brief periods of time.

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