dean’s business office duties
DESCRIPTION
Khanh Nguyen Financial Analyst [email protected] x34616 Monthly verification of 350 Bauer cost centers Supervise financial functions of business office Communicate expenditure info to all depts./centers Reallocations, fund transfers, BOB report, budget transfers - PowerPoint PPT PresentationTRANSCRIPT
Dean’s Business Office Duties
Ruby HaroonDirector, Operations
Annual College BudgetOversee all revenue, expense, HR and business
practices for the CollegeStrategic planning for operations of college
Accountable for all auditable itemsServe as liaison to Provost’s and President’s
OfficesProvide guidance to all dept and center administration concerning operations
Represent college at UH Central meetingsServe as liaison to other colleges & divisions of UH
Initiate programs and policies to benefit collegeApprove position reclassifications and
restructuringsAssemble/evaluate proposals for fees, budgets and
new initiativesOversee expenses paid through CBA FoundationProvide information to deans and chairs regarding
operationsSupervise dean’s business office, reception staff,
maintenance staff and scholarship officeAd hoc projects and initiatives at the college levelServe on UH level committees and pilot projects
Khanh NguyenFinancial Analyst
Monthly verification of 350 Bauer cost centersSupervise financial functions of business office
Communicate expenditure info to all depts./centersReallocations, fund transfers, BOB report, budget transfers
Create and inactivate cost centersAd hoc projects
Train departments on financial accounting
Terrolyn GunterFinancial Coordinator 2
Audit expenses/revenues, contracts, travel requests & requisitions for the college
Monthly verification of non-salary cost centersTrain college staff on financial proceduresAudit monthly P-Card & Tcard processing
Liaise with Gen Acct, AP, Purchasing, Contracts OCG
Becky GuzmanHR/Payroll Coordinator 2
All ePAR audit, check disbursal, Research college payroll & HR issues
Help maintain assignment tracking systemLiaise with Central Payroll and HR
Supervise payroll/HR functions of business office
Manage PCNs for college
Sara BrownCollege Business Administrator
Maintain budgets for all college cost centersAd hoc projects and initiatives at the college level
Oversee revenue, expense, HR/Payroll and business practices for the College
Provide support to depts in staff interviewing and hiringMonitor fund equity for all college cost centers
Assist with position reclassifications and restructuringsGenerate annual fee reports
Generate Clinical Offer Letters and ReappointmentsGenerate Overload requests for faculty
Certifying signature for college business transactionsServe on UH level committees and pilot projectsStand in for Director of Operations when needed
Lisa KuhfeldtPayroll Office Coordinator 1
All ePAR audit, timesheets, check disbursal Research college payroll and HR issues
Help maintain assignment tracking systemLiaise with Central Payroll and HR
Clear suspense reportLeave Accrual Reconciliation
Dean’s Academic and Administrative Office Staff & Duties
Avani DaveExecutive Admin Asst
Faculty folder coordination & new faculty orientation
Manage the Dean’s & Assc Dean’s calendar, guests and phone calls
Coordinate GATF process for collegeAll inquiries related to the Global Energy
Management Institute (GEMI)Facilitate meetings for the Dean & Assoc
DeanCoordinate PhD applications for college
Ad hoc projectsCoordinate dean’s events
Facilitate meetings for the deanCoordinate Dean’s & Assoc Dean’s
travel and reimbursementsCreate ePARs for dean appointed
assignmentsReservations for 302 & deans conf room
Coordinate Dean’s reserved parking
Cara DusetteCustomer Service Supervisor
Cover the Dean’s reception & concierge desks, phones, walk-ins and email requests
Assist with digital room access on CougarOne cardsManage lost and found for college
Assist with communications to Dean’s office staffProcess payments to vendors of dean’s office and college level expenses
Help students with print credit salesAd hoc projects
Conduct Bauer Orientations for new staffFacilitate special events in the college
Supervise customer service teamMeeting space reservations
Process college leave requests
Lucy HernandezOffice Asst. 2
Assist with copy charges and invoicesHandle all Bauer mail
Provide back-up coverage to dean’s reception desk & concierge areaProcess payments to vendors of dean’s office & college level expenses
Monitor alarm/access controlMeeting space reservations
Coordinate Dean’s reserved parkingCoordinate all FIXIT requests through BOSSEmail info regarding event support services
Special projects
Justin SneedScholarship Program Coordinator
Create and distribute all scholarship paperwork Maintain scholarship intranet (database) Create and distribute the Bauer Business
Bulletin Maintain donor contact information
Maintain Bauer scholarship web pagesAssist Bauer scholarship Committee in
awarding scholarshipsCommunicate with current donors, prospective
donors, applicants, and recipients Provide information to students and parents at orientations and other college related functions
Create flyers and other published materials Maintain scholarship budgets, revenues and
expensesFacilitate meetings with donors and
recipients/interviewees.Contact various student organizations, Centers
of Excellence, etc. to obtain member lists for scholarship awarding as needed
Dean’s External Relations Support Team
Melissa MacGregorProgram Director
Manage and supervise administrative functions of accepting donations for Bauer College
Thanking and recognition of Bauer donors Plan/manage/attend events that involve donorsMeasure/track performance of the development team against annual fundraising goals monthly
Stewardship reports for corporate gifts and large gifts as necessary
Liaison for Bauer College Alumni Association Board for interactions with the college
Liaison for Central University Advancement for Bauer donations (annual giving, planned giving,
etc.)Creating & tracking endowments
Research alumni, prospective donors, and areas of need for the college for strategic planning on
fundraising efforts.Work with Communications team for promotions of
Bauer activities, events, and print/web needsWork with Scholarship Coordinator as new
scholarship gifts come in and to help donors meet scholarship recipients
Aracely VillalpandoDevelopment Coordinator 1
Processing gifts (cash gifts, gift in kind, pledges, extramural funding)
Creating stewardship acknowledgement letters for all Bauer gifts, including gifts through the CBA
FdnEnsure proper recording of all gifts and donor
interactions in Advance databaseObtain appeal codes for all Bauer College
solicitations (non-Annual Giving)Research/purchase donor thank you gift items
(Bauer tchotchke)Liaison with all Student Organization Treasurers
to assist with corporate sponsorship giftsContact reports for all thank you letters and
tchotchkes given to various donorsTrack “teams” for Bauer Champions Campaign
every springLiaise with Scholarship Coordinator to reconcile donor gifts from the CBA General Schol. Fund Uploading and maintaining donor information in
the Advance database Back-up administrator for processing payments
and initiating transfersAssist with/attend special events that include
donors
Kimberly FernandezAdministrative [email protected]
X34626Maintain calendars for Development Officers
Scheduling, arranging parking, directions, and reserving rooms for on-campus development
meetingsContact reports for all donor interactions with deans of Bauer College entered to Advance
Process expenditure documents for all external relations and Communications team expenses
Contracts for any services for External Relations and Communications
Prepares packages of various brochures for donors depending on their interest and
involvement with BauerOrders supplies for external relations and
communicationsBack up for front desk and coordination of
Dean’s Executive Advisory Board meetings/activities
Assist with/attend special events that include donors