Position Description Questionnaire (PDQ) Review

1. Position Description Questionnaire (PDQ)Review “The PDQ and YOU” Human Resources The University of Tennessee - 2005

2. Objectives: • To identify the purpose of the Position Description Questionnaire (PDQ). • To explain the relationship between the PDQ and the evaluation of your position. • To provide guidance for completing your PDQ. Program Outline: Part 1: Why Do We Have the PDQ? Part 2: The Connection Between the PDQ and Position Evaluation Part 3: Definitions of Key Terms Part 4: Elements of the PDQ Part 5: Completing the PDQ

3. Part 1: Why Do We Have the PDQ? 1. Gives information about the duties and responsibilities of an employee’s position. 2. Supports the employee and supervisor in discussing and summarizing the position. 3. Provides a consistent means to analyze and determine position size. Part 2: The Connection--PDQ and Position Evaluation • The PDQ is the basis for position evaluation. • Detailed information is critical. Think more details, not fewer details. 3. Information should be as accurate and specific as possible. PDQ Myths The PDQ is NOT designed to: 1. 2. 3.

4. Part 3: Definitions of Key Terms • Position Description Questionnaire is a document describing the duties, responsibilities, and requirements of a specific position. You may get to the PDQ online: uthr.admin.utk.edu/classcomp/default.html. PATHS TO FORMS UT WEBSITE ADMINISTRATION   HUMAN RESOURCES COMPENSATION PDQ FORM IRIS CHECKLIST ANDI CHECKLIST

5. Part 3: Definitions of Key Terms 2. Position • A position reflects the duties and responsibilities assigned to an employee. • A position is assigned a unique number that identifies its location, classification, and pay grade within an organizational unit. 3. Position Review • Position Review is the process used to analyze duties, responsibilities, and requirements of a specific position as described on the PDQ. • Positions are evaluated based on the know-how, problem solving, and accountability required by the position. Part 4: The Elements of thePDQ • Position Summary • Measures of Impact • Position Duties • Decisions • Supervision • Minimum Qualifications • Additional Information • The Organizational Chart • Appeal Process • Approval

6. Part 4: The Elements of thePDQ Example #1: Provides administrative assistance to the associate dean. Example #2: Functions as manager of the Instructional Technology Team whose mission is to blend traditional training curriculum content with technology-based instructional tools, implement office software solutions, and provide trainings and technical assistance. The team designs and develops a full range of training and information products and services focused on satisfying the specific learning needs of the unit, its projects, and the users, both internal and external to it. Example #3: To be the primary manager of the Office’s short-term international training programs; To assist in the development, promotion, and administration of student and faculty international experiences such as study tours; To assist the office coordinator in other activities of the office as deemed appropriate by the coordinator.  Example #4: Provide various engineering and related technical services to the University of Tennessee.  Example #5: To direct and implement the Principal Investigator research responsibilities; To actively participate in grant proposal by developing, initiating, and presenting research ideals to the Principal Investigator to obtain extramural funding; To present and publish research results in referred journals and professional meetings. Example #6: This position exists to oversee and support the clinical virology service for the College of Veterinary Medicine. The personnel in this laboratory perform various diagnostic assays for infectious diseases of animals. This position is supervisory for this service and is also involved in supporting research in this area. Position Summary asks “Why or for what purpose does your position exist?”

7. Measures of Impact What areas does this position impact? (Mark all that apply.)  Program  Department  Division/College  Campus/Institute  University  External to the University Describe the levels of responsibility this position has in areas checked. PROGRAM Spanish DEPARTMENT Modern Foreign Languages and Literature DIVISION/COLLEGE College of Arts & Sciences CAMPUS/INSTITUTE UTK (Serves as interpreter on campus) UNIVERSITY Provides educational assistance to other campuses/institutes EXTERNAL TO UNIVERSITY Educational assistance to high school; Interpreters for local hospitals

8. Measures of Impact What type of budget impact does this position have on the area(s) for which it is responsible?  Full authority to commit funds (Explain)*  Effective recommendations to commit funds (Explain)*  Maintain or audit funds committed (Explain)*  Little or no budget responsibility *Explanation: Size of budget impacted ____ Size of budget impacted ____ Size of budget impacted ____

9. Position Duties What are the essential functions and responsibilities of this position (please indicate approximate percentage of time devoted to each function)? Function/Responsibility % of Time Diagnostic Testing/Research 35% Identifies Organisms and performs antibiotic susceptibilities Performs serological testing Assists with research projects conducted by vets and graduate Students Supervision/Training 25% Monitors and assists in training new technologists Trains new assistants Supervises personnel in absence of lab section chief Technical Judgment 20% Utilizes the proper protocol for setting up individual specimens Compiles antibiotic data to monitor drug resistance Quality Control 20% Performs quality control of media, antibiotics, and reagents Reviews chemical hygiene plan Reviews laboratory procedures Volunteer coordination and support 40% Committee coordination and support 25% Program development and support 20% Financial management 10% Clerical 05%

10. Position Duties What are the essential functions and responsibilities of this position (please indicate approximate percentage of time devoted to each function)? Function/Responsibility % of Time The Laboratory Section Chief oversees daily assay quality 100% assurance in addition to performing the various assays. This includes any needed validation procedures, quality control measures or troubleshooting of problems with all assays offered by the service. Produce various data forms to request assay procedures. Fundraising and donor relations 80% Alumni relations 20% Research: 70% Performs reactivity and toxicity assays of chosen chemicals Assists graduate and veterinary students with research projects Trouble shoots technical problems that may occur in the lab or during research Quality Control: 20% Reviews chemical hygiene plan and laboratory procedures Maintains a working inventory of all lab supplies Performs routine maintenance on laboratory equipment Supervision/Training: 10% Monitors and assists students working in the lab Trains new technicians and students in the lab Supervises in the event of the PIs absence

11. Position Duties What are the essential functions and responsibilities of this position (please indicate approximate percentage of time devoted to each function)? Function/Responsibility % of Time University Leadership: 40% Represent the University by participating in various activities on campus and in the local and national communities. Maintains relationships with various community organizations and agencies. Communicates with various campus units to remain current on policies, procedures, and opportunities for students. Leadership and Management: 40% Creates an environment where the office resources are used In an efficient and effective manner with attention to include oversight responsibility for specific programs and supervision of staff. Facility/Financial Management: 20% Uses resources in a reasonable, efficient, and productive manner by managing facilities and fiscal budget.

12. Decisions • What types of decisions does this position make? • Timing and need for distribution of department/college/university policies • Determine what policies apply to different circumstances impacting faculty and staff activities and if necessary implement actions. • Evaluate and determine distribution of office workload. • Advise/select appropriate actions concerning all travel matters. • Review department head calendar regularly and select appropriate action items to be initiated in a timely manner. • Optimal system(s) for departmental records • What types of decisions are referred to others? • Personnel issues involving hiring, work schedules and disciplinary actions, etc, are referred to appropriate supervisors. • Overall operation of the department are referred to the department head. • Complaints from outside people/companies are referred to the department head. • How are decisions implemented? • Direct communication • E-mail • Memorandums • Telephone • Collect, correlate, compile and distribute appropriate data as needed • Enlist help of department head and/or faculty and staff as needed

13. Decisions What types of decisions does this position make? This position makes all decisions that are not in conflict with study protocols and University policies and procedures. What types of decisions are referred to others? Decisions referred to others are specific study protocol issues including length of study, number of participants, experimental data parameters How are decisions implemented? Decisions are implemented through clinical team discussion and consensus with PI in adherence to study protocol and University policy and procedure.

14. Supervision What types of supervisory responsibility does this position exercise?  Hiring, disciplining, supervising, granting increases (Explain)*  Effective recommendations in hiring, etc. (Explain)*  Providing work direction to a group of employees (Explain)*  Assisting others by providing guidance (Explain)*  Little or no supervisory responsibility *Explanation: What is the number of employees and/or students that this position supervises? ___ Exempt employees ___ Students ___ Non-exempt employees ___ Others (Explain)* *Explanation:

15. Minimum Qualifications What are the minimum qualifications in terms of education, experience, job skills, and physical requirements of the job which would be required? • Education: • Experience: • Job Skills: • Physical Requirements: (Please complete attached chart.) Additional Information Please provide any additional information you believe will assist in understanding this position. Example: Position requires someone able to handle effectively multiple projects with both short and long-term deadlines that may involve one or more individuals to complete. Additionally, the individual must be able to interact on a professional level with a broad base of individuals who interact with the office. The occupant of this position is often the first contact with those outside the college and the primary contact for those within; therefore, the work ethics of this individual greatly impact how the business of the college is conducted and perceived.

16. The Organizational Chart It’s Important Because the Chart Illustrates: 1. How does your position relate to the rest of the organization? 2. To whom do you report? 3. Who else reports to the same person? 4. Who reports to you? University of Tennessee, Knoxville Student Health Service Organizational Chart Administrator Office Supervisor Records & Reception Senior Administrative Services Assistant Laboratory Supervisor Medical Coordinator Nursing Supervisor Wellness Coordinator Registered Nurses (7) Primary Care Physicians (7) Laboratory Technicians (2) Psychologist Psychiatrist Licensed Practical Nurses (4) Clinical Nurse Specialist Receptionists (3) Surgeon (PT) Gynecologist (PT) Senior Medical Insurance Clerk Medical Insurance Clerk Appointment Clerks (2) Radiological Technologist Senior Secretary Senior Bookkeeper Data Entry Operator Custodians (2)

17. Approval Approval by the employee, supervisor, and dean/director/department head indicates the PDQ has been reviewed and accurately reflects the job content of the position. __________________________ _________ ___________________________ __________ Employee’s Signature Date Supervisor’s Signature Date __________________________________ ________ Dean, Director, or Dept. Head Date Part 5: Completing the PDQ • PDQ Exercise 1: The Good, the Bad, and the Ugly. • PDQ Exercise 2: Let’s Begin Yours.

18. Appeal Process An employee may appeal to: • Immediate supervisor/department head • Local HR Office • Statewide Committee

19. Closing Remarks • Restate what has been learned • Review ways to apply training • Request feedback of training session THANK YOU!