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ADMINISTRATIVE DUTIES HANDBOOK

ADMINISTRATOR:    VICE PRESIDENT FOR FINANCE AND ADMINISTRATION

The Vice President for Finance and Administration reports directly to the President of the University. The Vice President for Finance and Administration is responsible for the financial and business management of the University and the operation of the physical plant and related support services. In addition, the Vice President for Finance and Administration participates in the formulation of policies, programs, and budget development and interacts with the students, faculty, staff, members of the governing board, and agencies external to the campus.

Responsibilities:

    Oversee, guide, and direct through designated supervisory personnel the activities related to:

    Program Planning and Budgeting/Comptroller comprising budget preparations, budget control, financial accounting and reporting, student accounts, cash receipts and disbursements, and investments.

    Procurement and contracting operations of the University.

    Operation and maintenance of the physical plant including construction, repair, and renovation.

    Other support services operations including property control, maintenance of grounds, transportation, operation of mail service, printing services, custodial services, management of University apartments, facilities management, food services, computing services, bookstore and the Plymouth Bluff Center.

    Serve on the President’s Cabinet, the Administrative Council, and the Administrative Policy Review Committee.

    Attend monthly IHL Chief Financial Officer meetings and Board meetings, as well as, serve as a representative of the University on the IHL System Planning Council.

    Oversee the preparation, compilation, and distribution of financial reports for various agencies of the state government, the Board of Trustees, the President, and other agencies as required on a monthly, quarterly, semi-annual, and annual basis.

    Assist in the development of the University’s strategic plan.

    Prepare plans and reports on the University’s short and long-range goals and operations for submission to the Board.

    Prepare annual report for the Office of the Vice President for Finance and Administration, including institutional effectiveness reports.

    Ensure that the evaluation system for staff is carried out in each unit.

    Evaluate all directors within the division of Finance and Administration, including institutional effectiveness reports and annual reports.

    Negotiate with industry representatives on costs and materials for building construction and renovation, food services and other contracted services.

    Develop procedures and policies for procurement of goods and nonpersonal services for the University.

    Review all policy statements in Finance and Administration and coordinate development of new or revised policies.

    Serve as Affirmative Action Officer for non-academic staff.

    Represent the President at official University, Board and community functions and meetings as required.

    Perform other duties as assigned by the President.

Organizational Structure:

The following administrators report directly to the Vice President for Finance and Administration:

    Comptroller
    Director of Campus Services-Facilities Management
    Director of Information Technology Services
    Director of Plymouth Bluff Center & Outsourced Enterprises
    Director of Resources Management
    Manager of the Print Shop

ADMINISTRATOR:    COMPTROLLER

The Comptroller reports directly to the Vice President for Finance and Administration and is responsible for providing all financial services of the University and is involved in planning, preparation, and administration of the approved University operating budget.

Responsibilities:

    Assist the President and the Vice President for Finance and Administration in preparing the annual operating budget of the University and any subsequent updates or adjustments.

    Prepare for the President’s approval annual budget authorizations to Division and Department heads.

    Implement appropriate budget control procedures to ensure that departments do not exceed their approved annual budget authorizations by major object.

    Compile and prepare financial reports for various agencies of the state government, Board of Trustees, President, and other agencies as required on a monthly, quarterly, semi-annual, and annual basis.

    Supervise the cashier function which receives and deposits all monies given to the University, collects fees for returned checks, and provides change funds to auxiliary enterprises and student-related functions.

    Supervise the accounts payable function which processes the payment of University obligations and travel expenses incurred by University personnel.

    Supervise the accounting function that records financial transactions, receipts, and disbursements of the University.

    Supervise the student loan function for the Perkins Loan fund and University funds.

    Supervise the student accounts activity, which includes the detailed student ledger accounts, student billings, and returned check activity.

    Supervise the billing of departments for utilities and communication services.

    Invest University funds.

    Establish internal audit and control procedures for the Office of Comptroller and other campus activities that receive cash.

    Maintain a current file of all grants approved for the University and prepare report of grants received by the University.

    Perform other duties as assigned by the Vice President for Finance and Administration.

ADMINISTRATOR:    DIRECTOR OF CAMPUS SERVICES-FACILITIES MANAGEMENT

Sodexho Campus Services, Inc. currently maintains facilities management operations. Facilities Management activities are under the supervision of the Vice President for Finance and Administration.

Responsibilities:

    Direct and coordinate all Physical Plant operations to aid in the creation and maintenance of Physical Plant services to support University objectives.

    Provide administrative direction to staff management by applying specialized and technical knowledge in the implementation and execution of activities of Physical Plant operations including maintenance, repair and renovations, allocation of resources, energy conservation program, and financial control.

    Review proposed policies and procedures; evaluate and serve in an advisory capacity to University officials; make recommendations for improvements in Physical Plant programs.

    Determine fiscal requirements of the department and formulate budgetary recommendations for presentation to the Vice President for Finance and Administration.

    Coordinate, through accountable management personnel, the establishment of major schedules, task assignments, and allocation of manpower and equipment to ensure conformance with specified objectives and policies.

    Provide the professional expertise in project planning, repair and renovation, retrofit and systems convert, and the review and analysis of proposals from consultants and contractors.

    Direct various personnel actions including, but not restricted to, hiring, merit recommendations, promotions, transfers, and vacation schedules.

    Administer the campus environmental health program.

    Perform other duties as assigned by the Vice President for Finance and Administration.

ADMINISTRATOR:    DIRECTOR OF INFORMATION TECHNOLOGY SERVICES

The Director of Information Technology Services reports directly to the Vice President for Finance and Administration and is responsible for the operation of the University’s computer system and technology needs.

Responsibilities:

    Direct, organize, plan and implement programs and activities of the University’s Systems & Networks and Information Systems Departments.

    Prepare and administer the budgets of the Systems & Networks and Information Systems Departments.

    Directly supervise Systems & Networks and Information Systems personnel.

    Confer with faculty and staff in determining campus-computing needs.

    Write and maintain policies and procedures for the Systems & Networks and Information Systems Departments.

    Plan and direct administrative software implementations at the University.

    Function as UNIX and VSE/ESA Systems Programmer.

    Function as BANNER Systems Administrator.

    Function as backup to the Oracle Database Administrator.

    Consult with vendors and recommend acquisition or change of equipment and supplies.

    Perform other duties as assigned by the Vice President for Finance and Administration.

ADMINISTRATOR:    DIRECTOR OF THE PLYMOUTH BLUFF CENTER & OUTSOURCED ENTERPRISES

The Director of Plymouth Bluff Center & Outsourced Enterprises reports directly to the Vice President for Finance and Administration and is responsible for the management and marketing of Plymouth Bluff Center operations. In addition, the Director serves as the university liaison for outsourced or contracted services such as Food Service, the Bookstore and some of Facilities Management.

Responsibilities:

    Direct all employees engaged in preparing and maintaining the buildings and grounds at Plymouth Bluff Center.

    Market the Plymouth Bluff Center effectively to prospective users, including area businesses, industries, government agencies, academic institutions, public and private schools, churches, and private groups.

    Establish rates, policies, and procedures for the use of all facilities at the Plymouth Bluff Center.

    Assign meeting space for user groups and coordinate all details according to the needs of the clients.

    Monitor revenue and expenses to ensure a break-even or better financial status.

    Provide audio-visual aids and other materials at an established cost when requested by clients.

    Provide for catering by [Sodexho Campus Services or other] licensed caterers when requested by clients.

    Monitor collections of outstanding accounts.

    Schedule purchase and delivery of equipment and supplies and negotiate for outside services such as trash collection, laundry, tree-cutting, and maintenance and repair of facilities.

    Prepare periodic reports of the Plymouth Bluff Center operations, including income, accounts receivables, facility usage, etc.

    Develop an enhancement plant for the Plymouth Bluff facility.

    Monitor contract compliance with Food Service, the Bookstore and Facilities Management.

    Serve as the university’s designated supervisor of MUW employees who work in outsourced areas.

    Negotiate and work with outsourced contractors to ensure MUW’s mission and goals are met.

    Monitor revenue and expenses of outsourced enterprises.

    Perform other duties as assigned by the Vice President for Finance and Administration.

ADMINISTRATOR:    DIRECTOR OF RESOURCES MANAGEMENT

The Director of Resources Management reports directly to the Vice President for Finance and Administration and is responsible for the areas of purchasing and receiving, property control, facilities management, and the operation of the University fleet vehicles and management of the MUW apartments.

Responsibilities:

    Create and maintain a master schedule of events on campus and act as a clearinghouse for the scheduling of events and information relevant to those events.

    Coordinate all set-ups for special events and maintain the records of the utilization of all facilities and apartments.

    Work closely with other campus departments, such as MUW Police, Physical Plant, etc., as necessary to prepare facilities and meet the requirements for events.

    Manage the rental and maintenance of MUW apartments.

    Supervise the moving crew.

    Oversee the central receiving department.

    Coordinate maintenance, inspections, and upkeep of fleet vehicles.

    Maintain records and billing and schedule use of the fleet vehicles.

    Maintain a master inventory for the University by assuring that state statutes, regulations and procedures are followed in regard to additions and deletions of fixed assets.

    Provide the State Department of Audit with quarterly and monthly reports as required.

    Conduct random audits of departments to check their inventory and for providing budget managers with current computerized listings of their equipment.

    Assist the State Department of Audit, at their request, with conducting a physical audit of the actual items shown on each inventory account.

    Responsible for training employees on Smart Classroom procedures as well as repairs and maintenance of classrooms.

    Oversee changes to University phones (i.e. changes to features, etc.) via the Centrix system.

    Oversee the implementation, training and audit of the University Procurement Card Program.

    Oversee the processing of University purchase orders.

    Assist in the disposal of all surplus equipment and supplies, salvage and scrap as required by State purchasing regulations.

    Perform other duties as assigned by the Vice President for Finance and Administration.

ADMINISTRATOR:    MANAGER OF THE PRINT SHOP

The Manager of the Print Shop reports directly to the Vice President for Finance and Administration and is responsible for supervising and coordinating activities of workers in the duplicating department.

Responsibilities:

    Analyze requisitions for duplicating to determine method of reproduction, based on requested completion date, and availability and specialization of machines and machine operators.

    Maintain files indicating priority, date due, and status of all jobs.

    Examine material in process and suggest improved methods of reproduction.

    Oversee machine preventive-maintenance program.

    Confer with persons requesting printing or duplicating to determine preference of methods and materials.

    Keep stock of duplicating materials and requisition materials.

    Keep supply of standard forms and issue forms on requisition.

    Determine work procedures, prepare work schedules, and expedite workflow.

    Issue written and oral instructions.

    Assign duties and examine work for exactness, neatness, and conformance to policies and procedures.

    Study and standardize procedures to improve operational efficiency.

    Prepare department budget.

    Prepare purchase orders for department.

    Prepare billing documents for services provided to departments.

    Perform other duties as assigned by the Vice President for Finance and Administration.