deans business office duties ruby haroon director, operations [email protected] x34612 annual college...
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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
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
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
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
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
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
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
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
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
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
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
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
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