deans business office duties ruby haroon director, operations ruby@uh.edu x34612 annual college...

Dean’s Business Office Duties

Ruby HaroonDirector, Operations

ruby@uh.edux34612

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

kmnguyen@uh.edu

x34616Monthly 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 GunterFinancial Coordinator 2

tgunter@uh.edu

x31580Audit 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 GuzmanHR/Payroll Coordinator 2

rguzman4@uh.edu

x30473All 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 BrownCollege Business Administrator

slbrown@uh.edu

x34613Maintain 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 KuhfeldtPayroll Office Coordinator 1

lkuhfeldt@uh.edu

x30548All 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

Dean’s Academic and Administrative Office Staff & Duties

Avani DaveExecutive Admin Asst

ajdave@uh.edu

x34604Faculty folder coordination & new faculty

orientation

Manage the Dean’s & Assc Dean’s 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 dean’s events

Facilitate meetings for the dean

Coordinate Dean’s & Assoc Dean’s travel and reimbursements

Create ePARs for dean appointed assignments

Reservations for 302 & deans conf room

Coordinate Dean’s reserved parking

Cara DusetteCustomer Service Supervisor

cdusette@bauer.uh.edu

x34601Cover the Dean’s reception & concierge desks, phones, walk-ins and

email requests

Assist with digital room access on CougarOne cards

Manage lost and found for college

Assist with communications to Dean’s office staff

Process payments to vendors of dean’s 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 HernandezOffice Asst. 2

lhernandez@uh.edu

x34617Assist with copy charges and invoices

Handle all Bauer mail

Provide back-up coverage to dean’s reception desk & concierge area

Process payments to vendors of dean’s office & college level expenses

Monitor alarm/access control

Meeting space reservations

Coordinate Dean’s reserved parking

Coordinate all FIXIT requests through BOSS

Email info regarding event support services

Special projects

Justin SneedScholarship Program Coordinator

jsneed@bauer.uh.edu

x36706Create 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

Dean’s External Relations Support Team

Melissa MacGregorProgram Director

mmacgregor@bauer.uh.edu

x38577Manage and supervise administrative functions of

accepting donations for Bauer CollegeThanking 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

avillalpando@uh.edu

x32225Processing 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 transfersAssist with/attend special events that include

donors

Kimberly FernandezAdministrative Assistant

kpfernandez@uh.edu

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