Management Responsibilities Guide Updated: 2015 July Overview Management Responsibilities Guide The University of Texas at Austin Purpose This training will provide administrative expectations for upper level executive officers including Vice.
Download ReportTranscript Management Responsibilities Guide Updated: 2015 July Overview Management Responsibilities Guide The University of Texas at Austin Purpose This training will provide administrative expectations for upper level executive officers including Vice.
Management Responsibilities Guide Updated: 2015 July Overview Management Responsibilities Guide The University of Texas at Austin 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. Overview Management Responsibilities Guide 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. The University of Texas at Austin Overview Management Responsibilities Guide The University of Texas at Austin 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. Management Responsibilities Guide Internal 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: • • • • • The University of Texas at Austin Establish a control-conscious environment. Understand and assess risk. Establish control activities to address risk. Ensure information and communication flows. Conduct monitoring activities. Management Responsibilities Guide Code of Ethics and Standards of Conduct 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 The University of Texas at Austin 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. Management Responsibilities Guide The University of Texas at Austin Fiscal 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. Management Responsibilities Guide The University of Texas at Austin Contracted 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. Grants and Contracts Administration and Capital Asset Management Management Responsibilities Guide Grants and Contracts Administration Principal 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 Management Principal Investigators and Project Directors should ensure: The University of Texas at Austin Equipment is properly used and safeguarded against waste and misuse. Annual inventory is performed in a timely manner. Adherence to University procedures at acquisition. Management Responsibilities Guide The University of Texas at Austin Gifts 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. Management Responsibilities Guide The University of Texas at Austin Human Resource Services and Institutional 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 nondiscrimination and sexual harassment. • Support affirmative action initiatives to ensure gender and cultural diversity. • Provide equal employment and educational opportunities. Management Responsibilities Guide Health and Safety Environmental Health Management should: The University of Texas at Austin 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 Management Responsibilities Guide Health and Safety University Police Department Management should: The University of Texas at Austin • 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. Management Responsibilities Guide The University of Texas at Austin Information Technology and Security Security It 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. Management Responsibilities Guide The University of Texas at Austin Information Technology and Security Privacy In 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. Management Responsibilities Guide Web Resources Compliance and Ethics Guide http://www.utexas.edu/administration/oic/cts/cw100e/CEGOnline. pdf Standard of Conduct and Political Activities http://www.utexas.edu/hr/forms/ethics_english_em155.pdf Compliance Training System https://utdirect.utexas.edu/cts/index.WBX Compliance and Ethics Training Library http://www.utexas.edu/compliance/training/traininglibrary/ The University of Texas at Austin Information Technology Services http://www.utexas.edu/its Training Management Responsibilities Guide Managing Financial Risks https://utdirect.utexas.edu/cts/class.WBX?s_course_co mp=0&s_course_prefix=CW&s_course_number=0510 Cashier Training https://utdirect.utexas.edu/cts/class.WBX?s_course_co mp=0&s_course_prefix=CW&s_course_number=0505 The University of Texas at Austin Contacts Management Responsibilities Guide Further information is available at http://directory.utexas.edu/ Code of Ethics and Standards of Conduct Mary Knight Associate VP and Budget Director Interim VP and Chief Financial Officer Patricia Ohlendorf VP for Legal Affairs Jeffery Graves Associate VP for Legal Affairs Paul Liebman Chief Compliance Officer, University Compliance Services ext. 1-3727 ext. 1-1241 ext. 1-1241 ext. 2-3721 Fiscal Management The University of Texas at Austin Mary Knight Associate VP and Budget Director Interim VP and Chief Financial Officer Kristen Walker Director, Accounting and Financial Management Michael Vandervort Director, Internal Audit Leslie Saucedo Director, Payroll Services Jerry Fuller Assistant VP and Director of Procurement and Payment Services Linda Shaunessy Business Contracts Administrator Kim Wicheta Associate Director, Policy and Admin Support ext. 1-3727 ext. 1-2807 ext. 1-7117 ext. 1-7785 ext. 1-2866 ext. 1-8200 ext. 2-2103 Contacts Management Responsibilities Guide Further information available at http://directory.utexas.edu/ Sponsored Research, Contracted Services and Leases Juan Sanchez VP for Research R. Ellyn Perrone Associate VP for Research Vacant Associate VP for Research Vacant Director, Facilities Services Linda Shaunessy Business Contracts Administrator Jason Richter Interim Director for Office of Sponsored Projects Associate Director, Award Administration, Office of Sponsored Projects ext. 1-2877 ext. 1-5925 ext. 1-8200 ext. 1-6231 Capital Assets Management The University of Texas at Austin Patricia Clubb VP for University Operations Vacant Senior Associate VP for Campus Planning and Facilities Management Mary Knight Associate VP and Budget Director Interim VP and Chief Financial Officer Kim Wicheta Associate Director, Policy and Admin Support ext. 2-7742 ext. 1-3727 ext. 2-2103 Contacts Management Responsibilities Guide Further information available at http://directory.utexas.edu/ Gifts from Private Donors Lee Bash Executive Director of Operations for Development Karl Miller Executive Director for Development Jamie Cantara Executive Director for Development Gail Giebink Director for Development ext. 5-6071 ext. 3-1211 ext. 2-5577 ext. 5-5011 Human Resource Services and Institutional Diversity Debra Kress Associate VP for Human Resources Judith Langlois Interim Executive VP and Provost Gregory Vincent VP for Diversity and Community Engagement Katherine Antwi Green Assistant Vice President, Office of Institutional Equity Jeffery Graves Associate VP for Legal Affairs The University of Texas at Austin ext. 5-8029 ext. 2-3300 ext. 1-3212 ext. 1-1849 ext. 1-1241 Contacts Management Responsibilities Guide Further information available at http://directory.utexas.edu/ Purchasing Assistance Jennifer DeLeon Assistant Director, Purchasing Rita Mosley Procurement Card Administrator Arthur McDonald Coordinator/Director-HUB Program ext. 5-6188 ext. 2-3464 ext. 1-2852 Information Technology and Security Bradley Englert University Chief Information Officer and ITS Chief Operating Officer Julienne VanDerZiel Director for ITS Applications Cameron Beasley Chief Information Security Officer Sandra Germenis Director Customer Support Services Matthew Dionne Information Technology Manager, ITS The University of Texas at Austin ext. 2-1744 ext. 1-3041 ext. 5-9476 ext. 2-7503 ext. 2-3358 Contacts Management Responsibilities Guide Further information available at http://directory.utexas.edu/ Health & Safety Programs Chip Rogers Associate Director, Environmental Health and Safety David Carter Chief of Police The University of Texas at Austin ext. 1-3511 ext. 2-6400