Staff Duties
Who Does What:
| TASK | STAFF |
|---|---|
| A / V equipment reservations (department owned and Rice owned) | Jennifer |
| Announcements for new courses, organizational meetings | Ivy |
| Announcements for new courses and organizational meetings | Ivy |
| Answering phones | Jennifer |
| Chairman's calendar | Daria |
| Chairman's signature | Daria |
| Class rosters, grade sheets and grade change reports | Jennifer |
| Classroom assignments | Ivy |
| Colloquium secretary (announcements, reservations, refreshments …) | Jennifer |
| Colloquium accountant (expense reports and reimbursements) | Brenda |
| Course descriptions, course listings, new courses and the General Announcements | Ivy |
| Course exams (Daria handles graduate program exams) | Daria |
| Course/instructor evaluations | Ivy |
| Departmental policies and procedures | Fran |
| Department publications (graduate/undergraduate brochures and newsletters) | Ivy |
| Distribution of mail and mailbox assignment | Jennifer |
| Expense reports and reimbursements | Brenda |
| Faculty calendar | Daria |
| Faculty matters (annual reports, CVs, brag files, office hours, commencement attendance …) | Ivy |
| Faculty recruiting data entry (under Fran's supervision) | Ivy |
| Financial matters (all funds: A, D, G and R) | Fran |
| Food orders and setting up for small departmental functions, such as faculty meetings | Jennifer |
| Graduate payroll and tuition | Daria |
| Graduate policies and procedures (exams, degree requirements, deadlines …) | Daria |
| Graduate recruiting data entry (under Daria's supervision) | Jennifer |
| Graduate recruiting secretary | Daria |
| Hand delivery of urgent items | Jennifer |
| Hiring undergraduate labbies, graders and summer research assistants | Brenda |
| Hiring and supervising undergraduate office assistants | Daria |
| Hotel and airline reservations | Jennifer |
| Internal billing (computing) | Fran |
| Internal billing (fax, LD, supplies …) | Daria/Brenda |
| Key distribution (office and furniture) | Daria/Jennifer |
| Librarian for CAAM reference material | Ivy |
| Ordering office supplies | Daria |
| Organizing big events (affiliates, TRIP …) | Daria |
| Payroll (faculty, staff, postdocs and visitors) | Fran |
| Personnel matters (appointments/reappointments, hiring/terminations, job postings, promotions, leaves …) | Fran |
| Photocopying (general, exams, handouts, TRs …) | Jennifer |
| Physical maintenance and repairs (phones, locks, furniture …) | Daria |
| Preparation of promotion and tenure dossiers (with assistance from Ivy) | Fran |
| Proposals (budget preparation, forms, signatures, revised budgets …) | Fran |
| Purchasing (general, office and computer equipment) | Daria/Brenda |
| Room reservations for small meetings and seminars | Jennifer |
| Room reservations for tutorials and organizational meetings | Ivy |
| Scheduling of meetings (visitors and prospective faculty) | Jennifer |
| Scheduling of meetings (faculty and prospective graduate students) | Daria |
| Sending and distributing fax | Jennifer |
| Space allocation | Fran |
| Staff issues | Fran |
| Technical reports | Ivy |
| Textbook orders and deskcopies | Ivy |
| Time allocation reports | Fran |
| Typing and editing (technical) | Ivy |
| Typing (light typing) | Jennifer |
| Undergraduate policies and procedures | Ivy |
| University policies (financial, research, HR, faculty, staff …) | Fran |
| Webmaster | Ivy |
Tasks By Person:
JENNIFER TREVINO
Staff Assistant
DH 2117
EXT: 4805
- A / V equipment reservations (Dept owned and Rice owned)
- Answering phones
- Class rosters, grade sheets, grade change reports
- Colloquium secretary
- Course exams (Daria handles graduate program exams)
- Distribution of mail and mailbox assignment
- Food order for faculty meetings and small events
- Graduate recruiting data entry (under Daria's supervision)
- Hand delivery of urgent items
- Hotel/airline reservations
- Photocopying (general, exams, handouts, trs …)
- Room reservations for small meetings and seminars
- Scheduling meetings (visitors and prospective faculty)
(Daria handles faculty meetings and meetings with prospective grads) - Sending/distributing fax
- Typing (light typing)
BRENDA AUNE
Accounting Assistant II
DH 2111
EXT: 5722
- All Expense reports and reimbursements (travel, business meetings, entertainment, check requests …)
- Hiring undergraduate labbies, graders and summer research assistants
- Internal billing (fax, FedEx, LD …)
- Managing multiple pcards, including monitoring and reallocation
- Monitoring expenditure for internal programs such as colloquium, faculty recruiting, graders and labbies
- Purchasing agent for CAAM (shared with Daria)
IVY GONZALEZ
Academic & Web Coordinator
DH 2109
EXT: 6310
- Announcements for new courses and organizational meetings
- Classroom assignments
- Course descriptions, course listings and new courses
- Course/instructor evaluations
- Dept publications (graduate and undergraduate brochures, newsletters …)
- Faculty annual reports
- Faculty commencement attendance
- Faculty CVs, brag files
- Faculty office hours
- Faculty recruiting data entry (under Fran's supervision)
- General Announcements
- Librarian for CAAM reference material
- Room reservations for tutorials and organizational meetings
- Technical reports
- Typing and editing (technical)
- Textbook orders, deskcopies
- Undergraduate policies and procedures
- Webmaster
DARIA LAWRENCE
Department & Graduate Coordinator
DH 2110
EXT: 4657
- Chairman's calendar
- Chairman's signature
- Distribution of office and furniture keys
- Faculty calendar
- Food orders for big events
- Graduate payroll and tuition
- Graduate policies and procedures (exams, degree requirements, deadlines …)
- Graduate recruiting secretary
- Hiring/supervising undergraduate office assistants
(Brenda handles undergraduate graders, labbies and summer research assistants) - Ordering office supplies
- Organizing big events (affiliates, TRIP annual meetings …)
- Physical maintenance and repairs (phones, locks, furniture …)
- Purchasing general, office and computer equipment (shared with Brenda)
- Scheduling of meetings (faculty and prospective graduate students)
(Jennifer handles meetings with visitors and prospective faculty)
FRAN MOSHIRI
Senior Department Administrator
DH 2112
EXT: 5627
- Departmental policies and procedures
- External Funds (pre-awared and post-award processing of grants, contracts and gifts)
- Financial matters (all funds: A, D, G and R)
- Internal billing (computing)
- Payroll (faculty, staff, postdocs and visitors)
- Personnel Issues (appointments, reappointments, terminations, job descriptions, job postings, promotions, tenure, sabbatical leaves, leaves of absence …)
- Proposals (budgets, forms, signatures, revised budgets …)
- Space allocation
- Staff Issues
- Time allocation reports
- University policies & procedures (financial, research, HR, faculty, staff …)
(Daria handles graduate policies, Ivy handles undergraduate policies)