SUSAN LARIMER

• Provide administrative and business support to Associate Vice President of Facilities
• Maintain AVP's calendar – plan and schedule meetings
• Enhance communication between Facilities department and other University departments
• Coordinate Town Hall Meetings for over 500 Facilities employees
• Create and maintain files in Box
• Make purchases with University department credit card (PCard); reconcile statements using online system
• Create and maintain written standard operating procedures
• Create and maintain organizational charts using Microsoft Visio and Power Point
• Travel Coordinator for Facilities Staff – assist travelers in submitting reimbursement requests through Concur
• Work closely with Facilities Directors to provide effective assistance for specific aspects of business operations.
• Facilities Event Planning Committee member
• Provide support to Project Procurement Coordinator (purchasing)
• Maintain log of computer equipment, accessories and software
• Campaign Liaison for UB Employees Campaign for the Community.
• Answer incoming phone calls to process requests, transfer calls, or relay messages to appropriate personnel.
• Monitor and order supplies and materials to keep office well stocked.

Project initiation -

• Enter new project information into database (Maximo - IBM Asset Management Database)
• Enter work orders on new or existing projects
• File Construction Permits and Code Compliance Certificates
• File DOB requests
• File PRF (Project Request Form) requests and accounting coding email replies in DMS

During Project -

• Send emails to various lists
• Review of active projects
• Check parent projects for expenditures
• Review signed documentation report

Project Closeout -

• Check project status and initiate closeout if indicated
• Prepare and forward closeout request to Project Manager
• Close work orders and change project statuses in MPL and Maximo
• Send customer surveys for completed rehab projects
• Run, convert to .pdf and file all project closeout reports
• Track and notify Document Management staff of files to be archived; update MPL
• Backup to department receptionist
• Administrative support to Finance & Administration – schedule meetings, enter journal entries
• Handle calendar for Director of Finance & Administration.

• Perform all Keyboard Specialist 1 duties in addition to the following: Department Admissions Liaison
• Process non-matric admissions applications entered on GradMit
• Non-matric credit hour record keeping
• Ed.D
• Program Secretary
• Monitor paperwork of matriculated students as they proceed to degree completion
• Liaison for department and students with GSE Dean's office and Student Response Center
• Maintain detailed records of student's academic progress
• Knowledgeable of all degree requirements and guidelines
• Coordinate with faculty on conduction of exams, qualifying papers, dissertation proposals and findings
• Issue announcements to faculty and students
• Process appropriate paperwork (i.e., ATC, M-Form, Application for Degree, etc.)
• Personnel
• Distribute faculty timesheets and calculate sick time
• Process ePTF for fall, spring and summer adjunct appointments
• Supervise work-study student personnel – process appointment paperwork (I-9, W-2 biographic data, etc.), assign/distribute work assignments, monitor work-study funding balances, approve online timesheets, assign work schedule based on student's availability.

• Department Scheduler
• Work with Department Chair and program coordinators in obtaining course offerings for each semester
• Input semester course offerings additions, deletions, changes, room assignments, etc.; prepare all related forms
• Maintain course monitor file
• Distribute, collect and process student course evaluations at end of each semester (UBCATS)
• Budget Coordinator
• Manage annual departmental budget
• Responsible for all day-to-day budgetary operations and accounts; including State Operating Funds, Income Fund Reimbursement, and UB Foundation
• Generate monthly budget reports for Department Chair
• Maintain running balances and log of all program budget transactions
• Order all supplies and equipment for department using eReq, Speed Order or P-Card
• Process monthly P-Card reconciliation
• Monitor faculty travel allocations and process all faculty and student travel reimbursements (state and UBF) and RAP forms
• Monitor office key sign-outs and deposits, and order new keys as needed
• Monitor petty cash account
• General Office Duties
• Department receptionist – answer phone calls and walk-in visitors and promptly forward them to appropriate person among faculty and staff
• Mail handling, UPS processing, faxing, typing, filing
• Maintain electronic records management system for all incoming and outgoing correspondence
• Conference room and equipment reservations
• Paycheck distribution
• Department publicity (bulletin boards, publications)
• Monitor ELP Alumni Database and Listserv
• Oversee all updates and changes
• Submit work orders to University Print Services (i.e., business cards, letterhead, envelopes, etc.)
• Submit and monitor maintenance requests
• Maintain offices and related conference rooms in appearance
• Knowledge and distribution of student forms
• Backup to other office staff during vacations, illnesses, extended absences and busy periods to help department workflow continue in efficient manner
• Record/transcribe meeting notes for Academic Standards and ELP faculty meetings.