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Deans Business Office Duties Ruby Haroon Director, Operations x34612 Annual College Budget Oversee all revenue, expense, HR and business practices.

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Presentation on theme: "Deans Business Office Duties Ruby Haroon Director, Operations x34612 Annual College Budget Oversee all revenue, expense, HR and business practices."— Presentation transcript:

1 Deans Business Office Duties Ruby Haroon Director, Operations x34612 Annual College Budget Oversee all revenue, expense, HR and business practices for the College Strategic planning for operations of college Accountable for all auditable items Serve as liaison to Provosts and Presidents Offices Provide guidance to all dept and center administration concerning operations Represent college at UH Central meetings Serve as liaison to other colleges & divisions of UH Initiate programs and policies to benefit college Approve position reclassifications and restructurings Assemble/evaluate proposals for fees, budgets and new initiatives Oversee expenses paid through CBA Foundation Provide information to deans and chairs regarding operations Supervise deans business office, reception staff, maintenance staff and scholarship office Ad hoc projects and initiatives at the college level Serve on UH level committees and pilot projects Khanh Nguyen Financial Analyst 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 Create and inactivate cost centers Ad hoc projects Train departments on financial accounting Terrolyn Gunter Financial Coordinator 2 x31580 Audit expenses/revenues, contracts, travel requests & requisitions for the college Monthly verification of non-salary cost centers Train college staff on financial procedures Audit monthly P-Card & Tcard processing Liaise with Gen Acct, AP, Purchasing, Contracts OCG Becky Guzman HR/Payroll Coordinator 2 x30473 All ePAR audit, check disbursal, Research college payroll & HR issues Help maintain assignment tracking system Liaise with Central Payroll and HR Supervise payroll/HR functions of business office Manage PCNs for college Sara Brown College Business Administrator x34613 Maintain budgets for all college cost centers Ad 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 hiring Monitor fund equity for all college cost centers Assist with position reclassifications and restructurings Generate annual fee reports Generate Clinical Offer Letters and Reappointments Generate Overload requests for faculty Certifying signature for college business transactions Serve on UH level committees and pilot projects Stand in for Director of Operations when needed Lisa Kuhfeldt Payroll Office Coordinator 1 x30548 All ePAR audit, timesheets, check disbursal Research college payroll and HR issues Help maintain assignment tracking system Liaise with Central Payroll and HR Clear suspense report Leave Accrual Reconciliation

2 Deans Academic and Administrative Office Staff & Duties Avani Dave Executive Admin Asst x34604 Faculty folder coordination & new faculty orientation Manage the Deans & Assc Deans calendar, guests and phone calls Coordinate GATF process for college All inquiries related to the Global Energy Management Institute (GEMI) Facilitate meetings for the Dean & Assoc Dean Coordinate PhD applications for college Ad hoc projects Coordinate deans events Facilitate meetings for the dean Coordinate Deans & Assoc Deans travel and reimbursements Create ePARs for dean appointed assignments Reservations for 302 & deans conf room Coordinate Deans reserved parking Cara Dusette Customer Service Supervisor x34601 Cover the Deans reception & concierge desks, phones, walk-ins and requests Assist with digital room access on CougarOne cards Manage lost and found for college Assist with communications to Deans office staff Process payments to vendors of deans office and college level expenses Help students with print credit sales Ad hoc projects Conduct Bauer Orientations for new staff Facilitate special events in the college Supervise customer service team Meeting space reservations Process college leave requests Lucy Hernandez Office Asst. 2 x34617 Assist with copy charges and invoices Handle all Bauer mail Provide back-up coverage to deans reception desk & concierge area Process payments to vendors of deans office & college level expenses Monitor alarm/access control Meeting space reservations Coordinate Deans reserved parking Coordinate all FIXIT requests through BOSS info regarding event support services Special projects Justin Sneed Scholarship Program Coordinator x36706 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 pages Assist Bauer scholarship Committee in awarding scholarships Communicate 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 expenses Facilitate meetings with donors and recipients/interviewees. Contact various student organizations, Centers of Excellence, etc. to obtain member lists for scholarship awarding as needed

3 Deans External Relations Support Team Melissa MacGregor Program Director x38577 Manage and supervise administrative functions of accepting donations for Bauer College Thanking and recognition of Bauer donors Plan/manage/attend events that involve donors Measure/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 needs Work with Scholarship Coordinator as new scholarship gifts come in and to help donors meet scholarship recipients Aracely Villalpando Development Coordinator 1 x32225 Processing gifts (cash gifts, gift in kind, pledges, extramural funding) Creating stewardship acknowledgement letters for all Bauer gifts, including gifts through the CBA Fdn Ensure proper recording of all gifts and donor interactions in Advance database Obtain 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 gifts Contact reports for all thank you letters and tchotchkes given to various donors Track teams for Bauer Champions Campaign every spring Liaise 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 transfers Assist with/attend special events that include donors Kimberly Fernandez Administrative Assistant X34626 Maintain calendars for Development Officers Scheduling, arranging parking, directions, and reserving rooms for on-campus development meetings Contact 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 Bauer Orders supplies for external relations and communications Back up for front desk and coordination of Deans Executive Advisory Board meetings/activities Assist with/attend special events that include donors


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