Academic Business Administrators (ABA) Resource List (Updated 06/01/2012)
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- Jessie Willis
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1 The business officers listed below have self-identified themselves as individuals willing to act as resources to other ABA members in a variety of functional areas. This list is intended to supplement existing UC/UC San Diego resources and may be of use both to "new" ABA members (new to UC San Diego, new to management, or unfamiliar with a particular topic) and "veterans" who might benefit from the sharing of experiences and best practices. 1. MANAGEMENT/LEADERSHIP (All Areas) 1A 1B / Leadership Business Processes strategic planning; needs assessments; goal setting running meetings; internal controls; risk assessment 2. UC/UCSD POLICIES, PROCEDURES & SYSTEMS (All Areas) 2A 2B Acculturation Campus Core Business Systems orientations; mentoring & networking opportunities; & other distribution lists; professional development; professional groups Blink, Link family, IFIS, ISIS, etc.); how to use the systems effectively John Bauer Edwina Welch Lourdes Guardiano-Durkin Adam Diprofio Extended Studies & Public s; Skills Assessment (MSAP); Staff Education & Development Staff Education & Development; UC Business Officer Institute (BOI); UCSD Business Leadership Forum (BLF) EVCAA &/or Dean's Office staff Administrative Computing & Telecommunications (ACT); Business & Financial Services (BFS); Registrar s Office 1
2 2C 2D General Campus Information Organizational Structure directories; policy manuals, maps; contact/resource info; calendars how UCSD works; college structures; Academic Senate; faculty governance; VC structures; acronyms, etc. 3. FACILITIES & SPACE MANAGEMENT (All Areas) 3A 3B 3C Construction (new): Renovation / Remodeling Maintenance capital planning; planning process; context (workload calculations, space adequacy, physical move, etc.) defining scope of work and cost; approval process maintenance/repair of buildings, grounds, and other physical infrastructure Marjorie Hardy John Bauer (off-site units) Policy & Records Administration; Policy & Procedure Manual (PPM); UCSD InfoPath/web pages Academic Senate; Policy & Records Administration; PPM; UCSD General Catalog Capital Planning; Facilities Design & Construction Facilities Design & Construction; Physical Plant Services Physical Plant Services 3D Space Utilization / Planning space assignment; CPEC & local space standards; room types; functional use; offcampus space Analytical Studies & Space Planning; Capital Planning; FacilitiesLink; Real Estate Development 4. STUDENT AFFAIRS (All Areas) 4A Graduate / Undergraduate Advising student orientation; academic advising; articulation agreements; academic dishonesty; time limits; progress towards graduation Edwina Welch College Provosts' Offices; Office of Admissions & Relations with Schools; Office of Graduate Studies(OGS); TritonLink; UCSD General Catalog 2
3 4B 4C 4D Courses approvals; CEP review; scheduling; enrollment planning Graduate Admissions recruitment; admissions; visas Graduate Student Support Block Grant; TAFTE; TA assignments; fellowships; student financial aid; employment restrictions for foreign students 4E Outreach graduate & undergraduate 4F Summer Session processes; remuneration to instructors; departmental support 5. EXTRAMURAL FUND ADMINISTRATION (All Areas) 5A 5B 5C 5D Fundraising Pre-Award Administration Post-Award Administration Animal & Human Subjects identifying potential donors; developing relationships; gift acknowledgement submitting proposals; budget preparation; cost sharing cost sharing; FDP; A-21; effort reporting; expense reporting; indirect cost recovery definitions; research protocols; approval processes; reporting requirements John Bauer Terry Peters Terry Peters Marisa Jolstead Academic Senate Committee on Educational Policy; Analytical Studies & Space Planning; Registrar's Office; TritonLink Office of Graduate Studies & Research; International Center Office of Graduate Studies; EVCAA Office staff Office of Admissions & Relations with Schools Summer Session Office EVCAA &/or Dean's Office staff; External Relations Office of Contracts & Grants Administration (OCGA); Office of Research Affairs; Dean s Office staff Office of Post Award Financial Services (OPAFS) Office of Animal Research; Animal Welfare ; Human Research Protections 3
4 5E Intellectual Property conflict of interest; disclosure of inventions; patents; technology transfer Steve Lopez Technology Transfer & Intellectual Property Services 5F Conflict of Interest what defines conflict of interest; disclosure of financial interests in private sponsors of research; Statement of Economic Interests Steve Lopez Conflict of Interest Office, Office of Research Affairs 6. FISCAL MANAGEMENT (All Areas) 6A State Fund Budgets & Budgeting resource allocation; IFIS accounting structures; provision management; budget reports; fiscal closing; unit-level budgeting 6B Contracting independent contractors; service agreements 6C 6D 6E Equipment Fiscal Purchasing acquisition; fabrications; inventory; disposal; leasing/renting approval authority; monitoring and reporting expenditures; approving expenditures goods (supplies & equipment); services (travel, consulting); purchasing mechanisms; invoicing Adam Diprofio Adam Diprofio EVCAA &/or Dean's Office staff; BudgetLink; EmployeeLink; FinancialLink; Resource Purchasing Equipment Asset System; Equipment ; Purchasing; Surplus Sales Administrative Responsibilities Handbook; Department Security Administrator Manual; FinancialLink Disbursements; Equipment Asset System; FinancialLink; Purchasing; Travel 4
5 6F Self-Supporting Activities / Recharge Operations operating self-supporting activities; rate development; annual reviews Marisa Jolstead General Accounting 7. ACADEMIC PERSONNEL (All Areas) 7A 7B 7C Recruitment Academic Reviews Employee / Labor Relations 8. STAFF HUMAN RESOURCES (All Areas) 8A 8B 8C Diversity Recruitment Employee Benefits / Payroll advertising/posting jobs; academic affirmative action; interview & selection processes; reporting decisions; startup packages merits; promotions; accelerations; retention; off-scale salaries bargaining units (unit 18, ASE s); negotiation processes; contracts; agency fees; familyfriendly policies outreach; affirmative action; equal opportunity; underutilization; diversity education; Principles of Community advertising/posting jobs; requisitions; interview & selection processes; reporting decisions; benefit types; eligibility; Personnel/Payroll System (PPS) Marjorie Hardy Bobb Barile Lourdes Guardiano-Durkin Edwina Welch Academic Personnel Office; Dean s Office staff; OGSR Academic Personnel Manual (APM); Academic Personnel Office; Dean s Office staff; Faculty Handbook: OGSR Academic Personnel Office; Academic Employee Relations; Partner Opportunities Office of AA/EEO; Human Resources; Staff Education & Development Career Services; Human Resources; Hiring Toolkit Benefits Office; UC At Your Service 5
6 8D Job Classification writing job descriptions; (re)classification processes; PARC EVCAA &/or Dean's Office staff; Human Resources 8E Compensation salary setting; merits/equity increases; incentive award program EVCAA and/or Dean's Office staff; Human Resources 8F Employee / Labor Relations bargaining units; negotiation processes; contracts; agency fees; grievances; disability issues Marjorie Hardy Employee Relations; Labor Relations 8G Staffing organizational structures, work schedules; retention; limited/contract appointments; temporary employee services; telecommuting Human Resources 9. STAFF SUPERVISION (All Areas) 9A 9B Training & Development Performance mentoring; motivation; workplace environment & climate setting performance goals, performance appraisals; progressive disciplinary action Human Resources; Staff Education & Development; Faculty Staff Assistance Human Resources; Employee Relations; Labor Relations; Faculty Staff Assistance 9C Dispute Resolution mediation, counseling and advising Kathleen Johnson Faculty Staff Assistance ; Human Resources; Office of Sexual Harassment Policy & Prevention (OSHPP) 6
7 10. SAFETY (All Areas) 10A Ergonomics ergonomic evaluations; resources Lourdes Guardiano-Durkin Employee Rehabilitation; Environment, Health, & Safety; Human Resources 10B Hazards biohazards; radiation; chemicals; personal safety; protection of property; incident reporting Campus Police; Environment, Health, & Safety 10C Safety Training / Planning 11. INFORMATION TECHNOLOGY (All Areas) IIPP; MSDS s; lab safety classes & manuals; emergency plans Environment, Health, & Safety; Staff Education & Development 11A Computer Security security (hardware, data, system, network); firewalls; system administration; anti-virus software Academic Computing & Media Services (ACMS); Administrative Computing & Telecommunications (ACT) 11B Database security of personal information; records management; application development ACMS, ACT 11C Internet / Web Development Departmental web sites/intranets; personal usage; application development Bobb Barile ACMS, ACT 11D Campus Systems Employee access; single sign-on, DSA, /spam control ACMS, ACT 7
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