People

Administrative Staff Job Descriptions

Teresa Williams, Secretary III

  • Order laboratory supplies and equipment as requested by CVS PI's, staff, and lab assistants (Research item, process purchase order, receive delivery, and charge to appropriate account, enter in accounting database).
  • Purchase and maintain Center equipment (audio visual equipment, copier, fax machine, and typewriter) and report equipment malfunctions.
  • Purchase and maintain Center office supplies
  • Maintain Center spaces (kitchen, library, office supply room, mailroom) organization, supplies, facility requests, storage issues
  • Process petty cash voucher reimbursements for faculty, staff, and students
  • Process subject payments for HS students and maintain subject database for NIH renewals
  • Manage cash box (Reimbursement, manage cash balance)
  • Maintain key file system
  • Process biweekly payroll for undergraduates, coordinate their work schedules
  • Reimburse travel expenses in absence of the CVS secretary

Close Window

Marina Fabian, Secretary IV

  • Organization of CVS Colloquium and Research talks (arrange schedule, meals, and travel).
  • Process event announcements, schedule Kresge room and small conference room, set up meeting room (tables, chairs, wipe whiteboards, etc.).
  • Arrange travel for faculty and process F-2 forms.
  • Process association memberships and conference registrations.
  • Process reimbursement for CVS members' and visitors' travel expenses and dinner expenses for working dinners with speakers.
  • Renewal of RSRB and UCAR approvals for Center grant and the five core faculty.
  • Assists in coordinating arrangements for meeting, conferences, workshops, for Director and faculty.
  • Process routine correspondence for CVS faculty.
  • Process requests for graduate applications.
  • Backup for Sec. III: office supplies, shipments, keys, cash box, etc.
  • Track the career choices of undergraduates that participate in CVS Summer Research programs.
  • Administrative support to Center Director including: Coordinate meeting schedule with lab members, CVS members, and UR offices. Maintain schedule and process correspondence for the Director.
  • Process FedEx or special mailings for Center members.
  • Gather and supply housing information to new postdocs, research associates, staff, and visitors to CVS; including the summer undergraduate programs.
  • Assist administrator with proposal preparation.
  • Process monthly and biweekly payroll for staff, research associates/postdocs and students.
  • Initiate and renew secondary appointments for CVS faculty.

Close Window

Debbie Shannon, Administrator

  • Reconcile FRS ledgers on a monthly basis, create financial reports for Principal Investigators. Forecast future spending, present financial status and projected spending reports at quarterly meetings.
  • Site Administrator for CfAO project
  • Prepare budgets and coordinate grant proposals for CVS Principal Investigators whose accounts are run through CVS. Prepare annual Center budget and capital spending.
  • Work with Program Director of Training Grant. Process all paperwork required by NIH, serves as Center representative with NIH/NEI, coordinate preparation of renewal and continuation, assist with recruiting process, process appointments and termination of training grad students, keep addresses of current and former trainees.
  • Select and supervise office staff, provide for their training and development and evaluate their performance, recruit non-office (technical) CVS staff; place ads, schedule interviews, coordinate evaluations from faculty, collaborate with HR in hiring process, maintain confidential personnel and payroll records file in office.
  • Counsel to faculty and staff, take action on matters of discipline, promotions, salary, and other personnel matters.
  • Process appointment forms for staff, research associates/postdocs, and students.
  • Monitor status of special projects; undergraduate summer fellowships
  • Keep apprised of UR and government policies with regard to raises, evaluations, dismissals, and foreign employees.
  • Handle immigration issues, process visa renewal or extensions as needed.
  • Attend meetings for College administrators
  • Research and prepare reports on special problems with recommendation for changes as directed.
  • Make decisions not covered in policy in Director's absence

Close Window