Management Responsibilities Guide

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Management Responsibilities Management Responsibilities Guide Guide Updated Updated: : 2015 July 2015 July

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Management Responsibilities Guide. Updated: 2012 October. Overview . Purpose This training will provide administrative expectations for upper level executive officers including Vice Presidents, Deans, Associate Deans, Directors, and Associate Directors. - PowerPoint PPT Presentation

Transcript of Management Responsibilities Guide

Page 1: Management Responsibilities Guide

Management ResponsibilitiesManagement ResponsibilitiesGuideGuide

UpdatedUpdated: : 2015 July2015 July

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The University of Texas at Austin

Management Responsibilities

Guide

Overview Overview

Purpose

This training will provide administrative expectations for upper level executive officers including Vice Presidents, Deans, Associate Deans, Directors, and Associate Directors.

In addition, Executive Officers will find useful resources for financial and select administrative processes.

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The University of Texas at Austin

Management Responsibilities

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Overview Overview

Delegation & Accountability• The President delegates oversight

responsibilities to Executive Officers.

• Vice Presidents further delegate specific administrative and financial responsibilities to Department Chairs & Directors.

• Department Chairs and Directors may delegate some responsibilities, but not accountability.

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The University of Texas at Austin

Management Responsibilities

Guide

Overview Overview

Management Roles VPs, Deans, and Directors ensure academic

programs and administrative operations are in compliance with University standards, sound financial condition of the University, and fair administration of policies.

Deans and Assistant Deans ensure effective administration of academic programs, and support services for colleges.

Associate VPs ensure effective administration of programs, support services, and operations across campus.

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The University of Texas at Austin

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Internal ControlsInternal Controls

Internal Controls are actions taken by management to enhance the organization’s financial reporting accuracy and accountability for resources.

Management must establish an effective internal control system to:

• Establish a control-conscious environment.• Understand and assess risk. • Establish control activities to address risk.• Ensure information and communication flows.• Conduct monitoring activities.

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The University of Texas at Austin

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Code of Ethics and Standards of Code of Ethics and Standards of ConductConduct

Code of Ethics Executive Officers are charged with coordinating

and monitoring departmental policies regarding potential conflicts of interest.

Faculty and administrative employees must be aware of disclosure and disqualification requirements.

Standards of Conduct All departments on campus must exist in a culture

of honesty and integrity. Employees should be encouraged to share

concerns of non-compliance without fear of retribution.

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The University of Texas at Austin

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Fiscal ManagementFiscal Management

Executive Officers must establish an effective fiscal management system to: Establish appropriate budget priorities. Manage department accounts and expenditures. Reconcile departmental income and expenditures to

the University’s records. Manage faculty and staff salary budgets. Ensure procurement complies with regulations and

provides the “best value” to the University. Encourage and effectively promote the utilization of

Historically Underutilized Businesses (HUB) procurement.

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The University of Texas at Austin

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Contracted Services and LeasesContracted Services and Leases

When addressing concerns related to contracted services and leases, management must:

Ensure service contracts or vendor agreements are forwarded for final review.

Ensure contractors comply with the terms and conditions of their agreements.

Ensure services meet specifications prior to authorizing payment.

Ensure revenue generated pursuant to the terms of the business contract is paid.

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Grants and Contracts Administration and Grants and Contracts Administration and Capital Asset ManagementCapital Asset Management

Grants and Contracts AdministrationPrincipal Investigators and Project Directors should:

Adhere to University guidelines regarding proposal submission and research conduct.

Manage projects in accordance with requirements of the sponsoring agency.

Ensure expenditures conform to the budget. Ensure compliance with financial reporting.

Asset ManagementPrincipal Investigators and Project Directors should ensure:

Equipment is properly used and safeguarded against waste and misuse.

Annual inventory is performed in a timely manner. Adherence to University procedures at acquisition.

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The University of Texas at Austin

Management Responsibilities

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Gifts from Private DonorsGifts from Private Donors

When soliciting gifts, management must ensure:• Programs support institutional priorities and are

approved by the academic officer.• The list of targeted donors for solicitation is

approved by the Resource Development Office.

When overseeing the management of gifts, management must ensure:

• Gifts are forwarded to the Resource Development Office.

• Private donor receives a thank you letter.• Funds are spent according to donor’s intentions.• Annual reports are submitted to the Resource

Development Office.

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The University of Texas at Austin

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Human Resource Services and Human Resource Services and Institutional DiversityInstitutional Diversity

University management is responsible for the following aspects of human resources and institutional diversity.

• Foster an environment supporting professional growth through training and mentoring.

• Establish goals and objectives, and hold employees accountable through evaluations.

• Follow legal and ethical guidelines, including non-discrimination and sexual harassment.

• Support affirmative action initiatives to ensure gender and cultural diversity.

• Provide equal employment and educational opportunities.

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Health and SafetyHealth and Safety

Environmental Health

Management should: Implement programs that provide a healthy, safe, and

compliant work environment. Report occupational injuries to the Occupational and Safety

Programs Office. Ensure employees are adequately trained in:

• Environmental protection and regulation• Hazardous materials management• Radiation and laser safety• Emergency response• Lab safety• Fire safety• Food safety

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Health and SafetyHealth and Safety

University Police Department

Management should:• Report crimes and emergencies to University

Police immediately.

• Ensure staff is knowledgeable in crime prevention practices.

• Report vulnerable campus areas to University Police Crime Prevention Office.

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Information Technology and SecurityInformation Technology and Security

SecurityIt is important that University management:

Stay current on security issues and policies.

Ensure staff have adequate IT equipment, software, and training.

Provide backup for critical departmental programs and data files.

Maintain records of IT equipment and software.

Ensure staff follows UT Austin IT security policies regarding individual IDs and passwords.

Encourage physical security by locking doors and controlling access to computers.

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Information Technology and SecurityInformation Technology and Security

PrivacyIn addition, management should:

Protect private information and confidential data from unauthorized access.

Ensure privacy wishes and requirements of staff are honored.

Retain and manage electronic records according to legal requirements.

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Web ResourcesWeb Resources

Compliance and Ethics Guidehttp://www.utexas.edu/administration/oic/cts/cw100e/CEGOnline.pdf

Standard of Conduct and Political Activitieshttp://www.utexas.edu/hr/forms/ethics_english_em155.pdf

Compliance Training System https://utdirect.utexas.edu/cts/index.WBX

Compliance and Ethics Training Libraryhttp://www.utexas.edu/compliance/training/traininglibrary/

Information Technology Serviceshttp://www.utexas.edu/its

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The University of Texas at Austin

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TrainingTraining

Managing Financial Risks

https://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0510

Cashier Traininghttps://utdirect.utexas.edu/cts/class.WBX?s_course_comp=0&s_course_prefix=CW&s_course_number=0505

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ContactsContacts Further information is available at http://directory.utexas.edu/

Code of Ethics and Standards of ConductMary Knight ext. 1-3727

Associate VP and Budget DirectorInterim VP and Chief Financial Officer

Patricia Ohlendorf ext. 1-1241VP for Legal Affairs

Jeffery Graves ext. 1-1241Associate VP for Legal Affairs

Paul Liebman ext. 2-3721 Chief Compliance Officer, University Compliance Services

Fiscal ManagementMary Knight ext. 1-3727

Associate VP and Budget DirectorInterim VP and Chief Financial Officer

Kristen Walker ext. 1-2807Director, Accounting and Financial Management

Michael Vandervort ext. 1-7117Director, Internal Audit

Leslie Saucedo ext. 1-7785Director, Payroll Services

Jerry Fuller ext. 1-2866Assistant VP and Director of Procurement and Payment Services

Linda Shaunessy ext. 1-8200Business Contracts Administrator

Kim Wicheta ext. 2-2103Associate Director, Policy and Admin Support

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ContactsContacts Further information available at http://directory.utexas.edu/

Sponsored Research, Contracted Services and LeasesJuan Sanchez ext. 1-2877

VP for Research R. Ellyn Perrone ext. 1-5925

Associate VP for ResearchVacant

Associate VP for Research Vacant

Director, Facilities Services Linda Shaunessy ext. 1-8200

Business Contracts AdministratorJason Richter ext. 1-6231

Interim Director for Office of Sponsored ProjectsAssociate Director, Award Administration, Office of Sponsored Projects

Capital Assets ManagementPatricia Clubb ext. 2-7742

VP for University OperationsVacant Senior Associate VP for Campus Planning

and Facilities ManagementMary Knight ext. 1-3727

Associate VP and Budget Director Interim VP and Chief Financial Officer

Kim Wicheta ext. 2-2103Associate Director, Policy and Admin Support

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ContactsContactsFurther information available at http://directory.utexas.edu/

Gifts from Private Donors

Lee Bash ext. 5-6071 Executive Director of Operations for Development

Karl Miller ext. 3-1211 Executive Director for Development

Jamie Cantara ext. 2-5577 Executive Director for Development

Gail Giebink ext. 5-5011 Director for Development

Human Resource Services and Institutional Diversity

Debra Kress ext. 5-8029Associate VP for Human Resources

Judith Langlois ext. 2-3300 Interim Executive VP and Provost

Gregory Vincent ext. 1-3212 VP for Diversity and Community Engagement

Katherine Antwi Green ext. 1-1849Assistant Vice President, Office of Institutional Equity

Jeffery Graves ext. 1-1241Associate VP for Legal Affairs

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ContactsContactsFurther information available at http://directory.utexas.edu/

Purchasing AssistanceJennifer DeLeon ext. 5-6188

Assistant Director, PurchasingRita Mosley ext. 2-3464

Procurement Card AdministratorArthur McDonald ext. 1-2852

Coordinator/Director-HUB Program

Information Technology and Security Bradley Englert ext. 2-1744

University Chief Information Officer andITS Chief Operating Officer

Julienne VanDerZiel ext. 1-3041Director for ITS Applications

Cameron Beasley ext. 5-9476Chief Information Security Officer

Sandra Germenis ext. 2-7503Director Customer Support Services

Matthew Dionne ext. 2-3358Information Technology Manager, ITS

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ContactsContactsFurther information available at http://directory.utexas.edu/

Health & Safety Programs

Chip Rogers ext. 1-3511 Associate Director, Environmental Health and Safety

David Carter ext. 2-6400 Chief of Police