[Plantsci] IMPORTANT: PLS Administrative Office Changes and Updates

[Donna-Rae Marquez]

Hello All,

"Things do not change; we change."
<http://www.brainyquote.com/quotes/quotes/h/henrydavid104516.html> Henry
David Thoreau

Please be aware that we are changing the management of the Administrative
Offices of the School of Plant Sciences. Due to budget cuts and
reorganization efforts to assist with those cuts, there will be quite a few
changes in personnel and duties for all functions of the Administrative
Office. Below is some general information regarding the new structures,
processes and people. 

PLS Student Records:

Georgina Lambert will be joining the staff as the Senior Program Coordinator
for Student Affairs.  Georgina has been a researcher at the University for
30 years and has a Bachelor's degree in Plant Sciences.   Her duties and
responsibilities will relate to curriculum issues, as they pertain to
scheduling courses, registration, enrollment, course management, as well as
student record management.  As the Student Record Coordinator, she will be
working with the students (both graduate and undergraduate) to ensure that
all of their academic processing needs are met. This includes scheduling
classes, changing courses, document processing, oral exams plus graduate
committee forms and ad hoc advising, as it relates to using the UAccess
Student system.  I will supervise Georgina, but her work will be coordinated
with the Chairs of the Curriculum, Graduate Student and Outreach Committees.


Georgina will be coordinating all administrative duties for the PLS
Interdisciplinary Seminars.    Also, she will be working with the faculty to
schedule courses, order textbooks, coordinate TCE's and grades, and assist
with (if needed) photocopying of the examines and quizzes.

Welcome, Georgina to the Administrative Offices!

PLS IT Support (Mario Marquez would like to mention his area):

Mario Marquez and Carlos Acevedo are still the two main contacts for IT
support.   But, due to budget cuts, they will not have a student assistant
working with them this year. As always, please coordinate all of your
computing needs through Mario using the PLUS Ticket request system
www.plssupport.arizona.edu .  This includes, but is not limited to,
receiving his advice on what types of computing equipment you wish to
purchase (i.e. laptops, desktops, printers, scanners, tablets and such).

Mario and Carlos maintain over 32 servers and 300 workstations in the
School.  Therefore, without a student assistant to help them, please be
patience as they will help you but it may take more time than in the past.  

Personnel Changes:

Loretta Brodhagen and Angie Loreto are no longer employees in the School of
Plant Sciences.  Gabe Rodriguez will no longer be working at the front desk
to assist with administrative tasks. Gabe will be moving into the Business
Office and working on financial matters along with Laura deSteiguer, Renee
Ammons, Joy Rogers-Caron and me.   We will be replacing the front desk
person with undergraduate student workers.  Chris Large (a senior in
Computer Sciences) will work from 8:00 A.M. to Noon Monday through Friday,
and Michael Hawkins (a junior in Political Sciences) will work from 1:00 to
5:00 P.M. Monday through Friday.

PLS Administrative and Business Office:

Below is a synopsis of the duties and responsibilities of each member of the
Administrative/Business Office staff (please note there are several
changes.)  

Michael Hawkins & Chris Large - Administrative Student Workers: 621-1977:  

Michael and Chris will welcome and greet visitors in Forbes 303, answer and
direct all inquiries by phone, mail, fax or email, distribute incoming
postal mail, express deliveries and packages received in Forbes 303,
schedule PLS Conference rooms (Forbes 413, Forbes 229 and Marley 341H),
maintain the reservation record for PLS pool vehicles, assist faculty with
photocopying when needed, but not including photocopying of exams or quizzes
(see Georgina Lambert in PLS Student Records), create outgoing FEDEX labels,
assist PLS Admin staff with errands, scanning, posting and monthly
reconciliations for the P-Card Statements.   They will also maintain the
bulletin boards in Forbes 303, including the picture boards.

Renee Ammons - Accountant: 621.1941  <mailto:rammons at ag.arziona.edu>
rammons at ag.arziona.edu:

Renee reconciles P-Card transactions, is Payroll Coordinator, Facilities and
Maintenance Coordinator (all request must go through her), manages the
quarterly mandatory Effort Reports and monthly Cost Sharing Verification
reports, balances the PLS State accounts, creates management reports
pertaining to the expenses for seminars, Facilities Request and Maintenance,
maintains databases and reports for grants processed and awarded , maintains
the cash receipt log for incoming payments, and assists with grants and
contract processing (routing and submission, including budget development
when needed.)

Laura deSteiguer - Accountant: 621.9551 l <mailto:desteig at ag.arizona.edu>
desteig at ag.arizona.edu: 

Laura coordinates and processes all travel related expenses and
reimbursements, manages the Accounts Receivables for the School, reconciles
P-Card transactions, is Payroll Coordinator, coordinates the student hiring
processes (remember to make appointments for your students for the hiring
process), maintains and manages the PLS Capital and Space Inventories,
creates requisitions for Purchase Order items (such as blankets and
equipment), processes payments to vendors on the PLS P-card, and
creates/balances/reviews the monthly expenditures reports for the PLS
Finance website.

Gabriel Rodriguez - Administrative Associate: 626.5816
<mailto:gabrielr at ag.arizona> gabrielr at ag.arizona.edu: 

Gabe processes all payments to vendors via check requests, Stores order
forms and Interdepartmental Billing forms, prepares and processes expense
reimbursements not related to travel for PLS employees, reconciles P-Card
transactions, is Payroll Coordinator, processes key requests for
departmental space (office, labs and core facilities), sets up keyless entry
access into Marley and Herring Hall, and coordinates employee evaluation
forms and reports with the faculty.

Joy Rogers-Caron - Principal Accountant: 621.1978
<mailto:jrogers at ag.arizona.edu> jrogers at ag.arizona.edu:

Joy manages all of the Human Resources elements of the School as they relate
to non-faculty employees; this includes, but is not limited to, working with
the faculty on recruitments for staff and appointed personnel. Joy
coordinates staff and appointed personnel hiring, assists Laura with the new
student worker hiring process, handles graduate student Notification of
Appointments, prepares staff/appointed personnel in-classification and
promotion requests as well as all employment visa applications for new and
continuing employees. She also maintains the School's Human Resource
records. Her financial duties include P-Card purchase approvals, account
reconciliations, coordinating effort reports (along with Renee),updating
funding for employees, Accounts Receivable management, maintaining various
databases and assisting me on special projects.  Joy is also a Payroll Time
Coordinator/Approver.   Joy is my back-up approver on various financial and
HR documents and approves all student hiring documents.

Donna-Rae Marquez - Manager, Business & Finance:621.8689
<mailto:dmarquez at ag.arizona.ed> dmarquez at ag.arizona.edu:

I manage the Administrative/Business Office for the School of Plant
Sciences. Also, I coordinate the Grant Proposal process by working with the
faculty to create budgets, upload the application documents, route proposals
through the University system, and coordinate final proposal submission.
As the lead Payroll Approver, I review all of the time records before they
are approved by each supervisor, and I act as backup time approver for the
supervisors when they are away from the office.  I reconcile all of the
sponsored grant, gift, Hatch, and auxiliary accounts in the School in order
to ensure all funding, expenditures and deposits are correct.  After
reconciliation, I create financial statements for the faculty.  Throughout
the month, I approve all of the financial source documents with the
exception of P-Cards, although I audit the transactions for compliance and
account activity.  In order to meet the financial management goals of the
UA, I address the various compliance issues as they relate to human
resources, financial processing, cash receipts, payroll, and grant
processing and management.  The only financial source documents I manage are
for the purchase of equipment; therefore, all requests to purchase capital
items should be directed to me.  I also approve all human resource,
financial, sponsored research, FM, purchasing and administrative documents.
Also, I will now be supervising the efforts of Georgina in the Student
Records Office. I will delegate some of my approval tasks when appropriate,
but I will audit all of these decisions.

The new University financial reporting system is scheduled to go live on
October 1, 2011; therefore all of the University's business personnel will
be involved in various training activities for the next few months.  These
activities will take us away from the office for meetings and training
sessions, as we must be certified on this program to meet compliance work
flow criteria.

As always, we are here to assist you in the business, financial, and
administrative needs for the School.  But please bear in mind that, like
you, we are being asked to do more with less.

 

Cheers

The Administrative Team!

Donna-Rae, Mario, Joy, Gabe, Laura, Renee, Georgina, Carlos, Chris and
Michael

 

 

 

Donna-Rae M. Marquez

Manager, Business & Finance

School of Plant Sciences

The University of Arizona 

Forbes 303B

Tucson, Arizona 85721

520.621.8689 Telephone

520.621.7186 FAX

 

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