POSITION DESCRIPTION QUESTIONNAIRE


Dept: Administrative Information Systems
Prepared by: Norman Imamshah (x6-1171) Roger Lawson (x6-1175)

Date: February 2, 1996
Incumbent: NA
Proposed Title: Assistant Director for AIS


1. BASIC DESCRIPTION OF JOB: DESCRIBE THE JOB IN DETAIL. GIVE APPROXIMATE PORTION OF TOTAL TIME/EFFORT FOR EACH MAJOR TASK, FOR A TOTAL OF 100%.

 BRIEF SUMMARY OF THE FUNCTION OF THE POSITION:
Primary function is to plan for and manage the development and maintenance of production administrative information application systems. This includes systems development activities: feasibility study, systems analysis and design, programming, imple mentation and documentation.

EFFORT DUTIES AND RESPONSIBILITIES
95% Manage the development projects and system maintenance support effort for the administrative areas serviced by Administrative Information Systems. This management task includes supervision of the professional staff members in the AIS group who are engaged in systems analysis and programming activities for administrative applications, project planning, resource allocation, administrative management of staff, working closely with leaders and liaison personnel in the client areas and developing close working partnerships with all areas in CIT.

5% Other related duties as required.


2. QUALIFICATIONS: DESCRIBE THE BASIC REQUIREMENTS FOR THIS JOB. SPECIFY WHICH ARE MINIMALLY NECESSARY AND WHICH ARE DESIRABLE.
A. FORMAL EDUCATION/TRAINING (DIPLOMA, DEGREES, CERTIFICATES, LICENSES)
A Bachelor's Degree is required with ongoing, up-to-date technical skills..

B. NECESSARY OR USEFUL SKILLS, KNOWLEDGE AND EXPERIENCE (TYPE AND NUMBER OF YEARS:
Required: Four to five years of experience in higher education application systems development and maintenance, at least two of which are in project management. Experience with database management systems and online applications is required. Eff ective communication skills, both verbal and written, are mandatory. Demonstrated successful leadership in project management, service to clients and successful management of highly technical staff.

Desirable: Desirable are current technical skills in IBM host systems, open systems, relational database technology, client-server applications, microcomputers, and networking. Also very important is a demonstrated success in business process reen gineering with a client services focus.


3. ORIENTATION AND TRAINING
A. WHAT SPECIALIZED OR TECHNICAL SKILLS AND KNOWLEDGE MUST BE MASTERED IN ORDER TO DO THIS JOB PROPERLY? FOCUS ON SKILLS AND KNOWLEDGE USUALLY LEARNED ON THE JOB.

€ Working knowledge of all computerized application systems and their service missions.

€ Knowledge of the organization and functioning of the University administrative offices.

€ Expert knowledge of all operating software utilized within the department, such as COBOL, DOS/VSE, CICS, CMS, VSAM, FOCUS, ORACLE, and UNIX (AIX).

€ Expert knowledge of the dynamics and issues of relational database software, fourth generation languages, graphical user interfaces, client server technology and migration to open systems.

€ Knowledge of departmental policies and procedures.

€ Working knowledge of vendor-supplied application software in the higher-education market.

B. WHAT WOULD BE THE AVERAGE LENGTH OF TIME REQUIRED FOR A PERSON WITH MINIMUM QUALIFICATIONS TO BECOME FAMILIAR WITH THE BASIC ROUTINES AND CYCLES OF ACTIVITIES OF THE JOB, MASTER SPECIALIZED SKILLS AND KNOWLEDGE USUALLY LEARNED ON THE JOB, AND DEVELOP EFFECTIVE WORKING RELATIONSHIPS WITH PERSONS MOST FREQUENTLY CONTACTED ON THE JOB?

Two to four years.

4. GENERAL COMPLEXITY OF WORK
A. DESCRIBE THE MOST DIFFICULT AND COMPLEX TASKS PERFORMED IN THIS JOB (RELATED TO PLANNING, DESIGNING, INTERPRETING, ANALYZING AND SO FORTH).
Improving ability of AIS staff to respond to the information technology needs of client departments by effectively utilizing technical staff, finding ways to improve productivity, involving client personnel in project planning and implementation,desi gning long-range plans that will provide a flexible and stable level of service, correctly analyzing the causes of problems, and developing strategies to reduce recurrent problems.

Developing and monitoring project plans with accurate personnel requirement estimates with client involvement.

Resource planning and allocation to changing priority needs in client areas.

B. DESCRIBE THE MOST IMPORTANT DECISIONS AND JUDGMENTS REQUIRED BY THIS JOB, AND THE MOST SIGNIFICANT KINDS OF ERRORS THAT MIGHT BE MADE.
An error in judgment could cause the loss of critical data or its unauthorized disclosure, serious disruption of University business operations and an inability to meet mission critical operations.

Also of paramount importance are the decisions in regard to allocations of resources including funding decisions and use of AIS professional staff, seeking partnerships within CIT, with clients and with vendor personnel.

Training and professional development of staff and clients (as it relates to University business applications) is also an important responsibility of the Assistant Director for AIS. Information which increases the ability of AIS to assist department s in accomplishing their responsibilities is acquired over many years by the programming staff. Cultivation of this process has a significant effect on the ability of AIS staff to provide a stable, secure, data processing environment and a reliable, accur ate and predictable service to clients.

The Assistant Director for AIS is also responsible for the recruitment and selection of new professionals to join the department. Analyzing the applicants' levels of technical skills requires knowledge of a variety of data processing environments an d the ability to interview effectively.

The responsibility for developing and maintaining effective working relationships with all administrative offices is also a responsibility of the Assistant Director for AIS.

5. SUPERVISION RECEIVED
A. IMMEDIATE SUPERVISOR:

Norman Imamshah, Director of Computing and Information Technology (CIT)

OTHERS WHO MAY ASSIGN OR DIRECT WORK:
Roger Lawson, Associate Director of CIT

B. WHAT DO TYPICAL ASSIGNMENTS AND DIRECTIONS CONSIST OF? HOW OFTEN ARE THEY GIVEN? TO WHAT EXTENT DO THEY REQUIRE THE INDIVIDUAL TO PLAN ACTIVITIES AND DESIGN OR CHOOSE SPECIFIC WORK METHODS? GIVE AN EXAMPLE.
Supervision is received in the form of general direction. This direction is available as needed from those who assign or supervise these activities and from client management. The individual is free to plan the work schedule within the limits of prio rities and is free to choose his/her work methods within the limits of departmental policies and client needs.

C. ARE WRITTEN RULES, INSTRUCTIONS AND PROCEDURES AVAILABLE TO GUIDE MOST ACTIVITIES OF THIS JOB? DO PRECEDENTS OR STANDARD PRACTICES AND TECHNIQUES USUALLY APPLY? DOES THIS JOB REQUIRE THE INDIVIDUAL TO MODIFY OR INTERPRET STANDARD RULES, INST RUCTIONS, PRACTICES, OR TECHNIQUES? EXPLAIN BRIEFLY.
Departmental policy provides formal guidelines for activities of the job. Interpretation of policy, when open to question, is usually resolved with the Director or Associate Director of CIT. Feedback and other input from the client community is an i mportant, solicited measure of success

D. HOW OFTEN AND IN WHAT WAYS ARE WORK IN PROGRESS, COMPLETED WORK OR RESULTS OF WORK CHECKED OR MONITORED?
Periodic, frequent coordination meetings are scheduled with the Director and other CIT managers and with client management.

E. HOW OFTEN AND IN WHAT WAYS DOES THIS STAFF MEMBER REPRESENT OR SUBSTITUTE FOR SENIOR STAFF MEMBERS?
May substitute for the Director as required.


6. CONTACTS. DESCRIBE THE NATURE AND EXTENT OF NON-SUPERVISORY CONTACTS WITH OTHERS THAT ARE ESSENTIAL FOR PROPER PERFORMANCE OF THE JOB. IDENTIFY WHO IS CONTACTED; WHY, FOR WHAT PURPOSE; AND HOW OFTEN. DISTINGUISH BETWEEN CONTACTS WITHIN THE IM MEDIATE DEPARTMENT, WITH OTHER DEPARTMENTS, WITHIN THE UNIVERSITY AT LARGE, AND OUTSIDE THE UNIVERSITY.
Individual in this position meets with directors and staff of client and CIT departments for communication of specifications for systems designs, for coordination of procedures for system implementation, for system maintenance and version updates, an d for problem resolution. All efforts conducted by AIS staff are for the benefit of the client community, and this requires frequent work with clients ‹ building credibility and integrity among the technical and client community.


7. SUPERVISION EXERCISED
This individual directly supervises the AIS staff and may delegate supervisory responsibility after consultation with the Director/Associate Director of CIT to defined project leaders, as appropriate. Supervision consists of assigning and approving w ork as well as tracking progress. Incumbent will discipline, conduct performance appraisals, and recommend pay increases to the CIT Director.

WHAT IS THE OVERALL % OF TIME/EFFORT DEVOTED TO SUPERVISORY DUTIES?

Approximately half; other management and planning responsibilities making up the other half, on average.


8. DESCRIBE THE NATURE AND EXTENT OF PERSONAL RESPONSIBILITY IN THE FOLLOWING AREAS. IDENTIFY QUANTITIES AND VALUES, AND AUTHORITY TO SIGN OFFICIAL DOCUMENTS WHERE APPROPRIATE.
A. FINANCIAL RESOURCES: CASH, CHECKS, MAJOR FUND OR ACCOUNTS.
None

B. OPERATING BUDGETS: NUMBER AND DOLLAR AMOUNT OF BUDGETS; WHETHER DUTIES INVOLVE REVIEW OF EXPENSES AGAINST BUDGET, MAINTENANCE OF BUDGET RECORDS, APPROVAL OF EXPENDITURES, DEVELOPMENT OF BUDGET RECOMMENDATIONS, PREPARATION OF BUDGET REQUESTS A ND WRITTEN NARRATIVE, APPROVAL OF BUDGET REQUESTS FOR OTHER DEPARTMENTS, ETC.
The Assistant Director has direct responsibility for administration of the AIS budget, subject to delegation from the account manager.

C. PHYSICAL RESOURCES: EQUIPMENT, PLANTS, ANIMALS, ART OBJECTS, CHEMICALS, BUILDING, ETC.
None.

D. DATA RECORDS/INFORMATION OF MAJOR IMPORTANCE TO THE FUNCTION OF THE DEPARTMENT OR OF A SENSITIVE OR CONFIDENTIAL NATURE.
Will have access to confidential data, information of a non-disclosure nature and personnel records of subordinates.


9. PHYSICAL EFFORT & ENVIRONMENT
A. DOES THIS JOB INVOLVE SIGNIFICANT PHYSICAL STRAIN OR ACTIVITY?
None

B. WHAT UNUSUAL WORKING CONDITIONS ARE ASSOCIATED WITH THIS JOB (LIGHTING, HEATING, VENTILATION, ODORS, NOISE, ANIMALS, INFECTIOUS DISEASES, EXPOSURE TO INCLEMENT WEATHER, ETC.)?
None

C. TO WHAT EXTENT DOES THIS JOB REQUIRE WORKING BEYOND NORMAL OFFICE HOURS?

As necessary in order to complete specific management or technical assignments, meet with clients, engage in professional development and at times for problem resolution or consultation with staff engaged in problem resolution at any time.


10. HELPFUL INFORMATION ON RELATED JOBS
A. WHAT OTHER JOBS IN THE DEPARTMENT OR SECTION INVOLVE THE SAME BASIC DUTIES AS THIS JOB?
None.

B. WHAT OTHER UVM JOBS APPEAR TO BE SIMILAR TO THIS JOB?
Assistant Director for Client Services

C. WHAT OTHER UVM JOBS WOULD APPEAR TO QUALIFY A PERSON FOR THIS JOB?
Systems Analyst

12. TO BE COMPLETED BY SUPERVISOR, DEPARTMENT/CHAIRPERSON, DEAN/BUDGET DIRECTOR:
I HAVE READ THE ABOVE AND IT ACCURATELY REFLECTS THE DUTIES AND RESPONSIBILITIES OF THIS POSITION.

SUPERVISOR:

DATE:


ANY ADDITIONAL COMMENTS:






DEPARTMENT DIRECTOR/CHAIRPERSON

DATE:

COMMENTS:





DEAN/BUDGET DIRECTOR

DATE:

COMMENTS: