Faculty and Academic Staff Handbook

21st Edition, 2011 Version

Chapter II: Administrative Organization

2.4 Vice Chancellor for Administration and Finance

The Vice Chancellor for Administration and Finance reports to the Chancellor and serves as Chief Business Officer for the University and as a key member of the University’s senior administrative team. The Vice Chancellor for Administration and Finance provides leadership and direction for University-wide policy development and implementation affecting administrative and financial operations.

Responsibilities include supervising key administrative services which include:

• accounting
• budget development, monitoring and reporting
• campus auditing functions
• campus safety
• capital budget planning
• human resources services
• information technology systems
• Kansas City Chiefs Training Camp
• physical facilities
• publications
• purchasing
• risk management
• student affairs
• sustainability
• Wisconsin in Scotland

The Vice Chancellor for Administration and Finance also:

• advises the Chancellor and other executive officers on issues related to financial
  management, the University budget, business services, and facilities management
• serves as the institutional representative and advocate to the System Administration and
  external groups on all campus financial, physical plant, and other administrative services
• represents UW-River Falls on system-wide policy committees

2.4.1 Budget Director

The Budget Director reports to the Vice Chancellor for Administration and Finance and is
responsible for:

• facilitating the coordination of the integrated planning and budgeting process
• developing standardized and ad hoc reports to generate information to enhance the
  management decision-making process
• coordinating and tracking budget and spending changes to ensure accurate tracking of
  variances by department/College
• tracking classified and unclassified salaries and full-time equivalents (FTEs)
• reviewing revenue and expenditure activities of auxiliary budgets
• reviewing University contracts with outside entities
• working with faculty and academic staff to develop ideas for process improvements and
  cost-saving opportunities
• chairing Differential Oversight Committee and managing the allocation of the differential
  tuition revenue

2.4.2 Campus Planner

The Campus Planner reports to the Vice Chancellor for Administration and Finance and is
responsible for:

• campus master planning
• long-range development plan
• six-year project list
• capital budget document preparation
• monthly project requests/securing state approvals
• major project management (through preliminary plans)
• space management
• environmental affairs
• real estate
• serving as historic preservation officer

2.4.3 Controller

The Controller reports to the Vice Chancellor for Administration and Finance and is responsible
for the official financial record keeping, bill payment, student billing, and cash collection
functions for the University. Major areas of responsibility are:

• Accounting
• Accounts Payable Office
• Accounts Receivable Office
• Cashier’s Office
• financial reporting
• gift and grant accounting
• Perkins loan collection

2.4.4 Facilities Management Director

The Director of Facilities Management reports to the Vice Chancellor for Administration and Finance and is responsible for operating and maintaining the University’s buildings and grounds. The Director provides overall direction to all areas of Facilities Management, which include:

• Administrative Section
  • purchasing
  • work order processing
  • storeroom operation
  • issuing of building keys
  • software support and development
  • budget management
• Building Maintenance
  • day-to-day operation, maintenance and repair of all buildings except for nonclassroom farm buildings and the facilities at Pigeon Lake
• Custodial Services
  • cleaning of all academic buildings (but not auxiliary buildings)
  • all office moves within buildings
• Facilities Engineering
  • managing maintenance projects
• Fleet Vehicles
  • management and operation of the fleet of vehicles used by faculty, staff and students to conduct University business
• Grounds Maintenance
  • maintaining all turf areas and planting beds on the main campus
  • maintaining athletic fields
  • preparing fields for summer camps
  • moving furniture and equipment between buildings
  • handling snow and ice control
• Heating Plant
  • providing steam to all campus buildings 24/7 all year, except for a planned ten-day shutdown for maintenance each spring

2.4.5 Human Resources Director

The Director of Human Resources reports to the Vice Chancellor for Administration and Finance and is responsible for:

• administration and communication of all benefits plans to new and existing employees
• execution of three payrolls--unclassified, classified and student employees
• interactions with the three unions on campus including
  • arbitrations
  • the negotiation of local agreements
  • contract interpretation
  • dispute resolution
  • employee discipline situations
• hiring and staffing all positions on campus – faculty, academic staff, classified and limited-term employee (LTE) – and the documentation of these activities
• policy and handbook development, interpretation and application
• classification and reclassification of positions and salary administration
• oversight of the Workers’ Compensation Program
• training and development of employees
• employee relations issues – providing support, direction and resolution in a fair and equitable manner that is legally defensible

2.4.6 Internal Auditor

The Internal Auditor reports to the Vice Chancellor for Administration and Finance and is responsible for:

• providing critical review and analysis of program and financial operations including
  • planning and drafting audit programs
  • performing field work
  • preparing work papers
  • preparing final audit reports and making recommendations
• serving as liaison to external auditors and UW-System internal auditors

2.4.7 Information Technology Services Director/Chief Information Officer

The Information Technology Services Director/Chief Information Officer reports to the Vice Chancellor for Administration and Finance and is responsible for:

• application support
• network support
• desktop support
• HelpDesk support
• campus computer labs
• Desire2Learn site administration
• end-user support and training
• technology-enhanced classrooms
• television services
• telephone support
• electronic repair and media services

2.4.8 Kansas City Chiefs Camp Coordinator

The Kansas City Chiefs Camp Coordinator reports to the Vice Chancellor for Administration and Finance and is responsible for:

• serving as UWRF liaison for training camp planning between the University and the Kansas City Chiefs
• overseeing the daily operations during training camp, serving as the University contact for all University staff with KC personnel
• reconciling all training camp revenue and expenses and providing the Chiefs with an annual billing
• special event and visitor planning, including corporate sponsor coordination

2.4.9 Public Safety Director

The Public Safety Director reports to the Vice Chancellor for Administration and Finance and is
responsible for supervising:

2.4.9.1 Security Officers

Security Officers are responsible for:

• providing general security on campus and for special events
• responding to service calls
• documenting and when necessary investigating criminal and non-criminal incidents on campus
• identifying hazards on campus
• enforcing Administrative Code – UWS 18.06
• assisting with parking enforcement
• assisting other emergency services as requested

2.4.9.2 Parking

The Parking Office is responsible for:

• administering the parking program on campus
• enforcing parking rules and regulations
• selling permits
• collecting fines
• managing 10-12 student workers who enforce parking regulations and work in the Public
  Safety/Parking Office

2.4.10 Purchasing Services Director

The Director of Purchasing Services reports to the Vice Chancellor for Administration and
Finance and is responsible for:

2.4.10.1 Purchasing

• Purchasing Department
  • management of purchasing goods and services for the University (with the exception of construction management)
  • issuing, tracking, and managing the Procurement Card Program
  • surplus property
• Central Stores/Postal Services
  • receiving all freight and mail (except USPS mail directly to residence halls)
  • sorting and distributing daily both mail and freight to all administrative buildings
  • maintaining a stores area with a small inventory of high-demand office products not normally available on a next-day basis from our office supply contractor

2.4.10.2 Risk Management

Risk management is responsible for the preservation of assets, both human and physical. Risk management facilitates University compliance with environmental and occupational safety programs that meet or exceed standards established by federal, state and local agencies. This is accomplished by identifying, evaluating, and controlling loss exposures faced by the University and providing a safe and healthy work environment for University employees. Specific activities include:

• maintaining current safety policies and drafting new policies as needed
• coordinating training programs for employees
• maintaining current values for buildings, contents and other property
• responding to all property, liability and other casualty losses, initiating investigations and accomplishing the appropriate resolution of all claims
• coordinating loss control activities
• managing hazardous waste and completing all agency reports
• authorizing and maintaining database of approved drivers
• managing special insurance programs (i.e., camps and clinic programs, special event insurance, etc.)
• reviewing insurance language in vendor and research contracts to control transfer of risk review and approving certificates for insurance for vendors and facility users and maintaining database of insurance information
• reviewing and signing most contracts on campus; Board of Regents authority at UWRF for contract signing is normally given only to the Chancellor, the Provost and Vice Chancellor for Academic Affairs, the Vice Chancellor for Administration and Finance, and the Director of Purchasing Services

2.4.11 Publications Director

The Director of Publications reports to the Vice Chancellor for Administration and Finance and
is responsible for:

• coordinating the campus integrated marketing plan
• Office of Print and Design: planning, art design, printing for publications, both on and off campus
• Fast Copy Center: campus print center, offset printing and color copying
• Office of Publications: business cards, letterhead, envelopes, etc.
• Convenience Copying: departmental copy machine coordination
• World Wide Web: graphics, consultation, maintenance, design, and execution
• Student and Staff Directory
• coordinating all University-wide marketing and communications activity
• writing, editing, design and production of the University magazine Falcon Features

2.4.12 Associate Vice Chancellor for Student Affairs

The Associate Vice Chancellor for Student Affairs reports to the Vice Chancellor for Administration and Finance and serves as the senior administrator for student life issues, facilities, services and programs.

The Associate Vice Chancellor for Student Affairs is responsible for the following areas:

• CHILD Center
• Counseling and Student Health Services
• Dining Services
• Falcon Shop
• FredNet
• Hunt Arena
• Judicial Affairs
• Knowles Athletic and Intramurals Complex
• Residence Life
• University Center

The Associate Vice Chancellor for Student Affairs is also responsible for student development programs, including:

• clubs and organizations
• Student Senate
• Greek life
• student activities
• destination service activities
• Wyman Concert Series

The Associate Vice Chancellor for Student Affairs also provides leadership in the development of vision, mission and programs with the goal of enhancing student success by creating and enriching the out-of-classroom environment.

2.4.13 St. Croix Institute for Sustainable Community Development Director

The Director of the St. Croix Institute for Sustainable Community Development (SCISCD) reports to the Vice Chancellor for Administration and Finance and is responsible for:

• leadership and service to the UWRF campus in the coordination and implementation of Goal 2 of the Strategic Planning Process – Modeling Sustainability Principles
• encouraging and facilitating cross-discipline and cross-College collaboration on issues related to sustainable community development
• serving as director of SCISCD program planning, design, implementation, and evaluation
• integrating undergraduate and graduate students into SCISCD projects as often as possible through service learning, independent studies, internships, and other research-related efforts both off and on campus
• directing daily operations and staff management for SCISCD
• other duties as assigned by the Chancellor or the Vice Chancellor for Administration and Finance

2.4.14 Wisconsin in Scotland - West Central Wisconsin Consortium Director

The Director of Wisconsin in Scotland, West Central Wisconsin Consortium (WCWC), reports to the Vice Chancellor for Administration and Finance and is responsible for providing direction for Wisconsin in Scotland, a three-school WCWC study abroad program in Dalkeith, Scotland. Specific duties include:

• managing all aspects of budgeting and student fees
• administering all aspects of student enrollment, course scheduling and grade reporting
• coordinating faculty selection and course scheduling
• providing letters of immigration and other necessary documentation
• coordinating the application for and selection of a Resident Director and Associate Resident Director
• functioning as conduit to WCWC campuses
• providing support and guidance as needed
• coordinating and soliciting summer programming at Dalkeith House