floria state university

FLORIDA STATE UNIVERSITYUNIVERSITY BUSINESS ADMINISTRATORS PROGRAM

ABOUT THE UBAIn 1984, the Division of Finance and Administration established the Academic Business Administrators (ABA) which included 4 client sites (units) on campus. The program originally offered only financial assistance to academic areas. In 1991, the late John R. Carnaghi, Senior Vice President for Finance and Administration, challenged the ABA to expand their service offerings across campus, and by 1999 there were 17 units participating.

By the spring of 2000, non-academic areas on campus were inquiring about partnering with the ABA and were accepted into the program. In 2004, the ABA was renamed the University Business Administrators (UBA) Program to reflect the acceptance of all University units. This also marked our expansion into human resources and other related administrative functions.

Over the years, the program expanded, assuming more positions and responsibilities for its client sites. The program now offers financial, human resources and administrative functions to both academic and administrative units.

Vision

To facilitate and assist academic and administrative units of Florida State University in accomplishing their objectives by maximizing the performance of University business, human resources and administrative procedures.

Mission

To provide academic and administrative units of Florida State University exemplary professional staff, customized business operations, and a proactive liaison relationship with the Division of Finance & Administration.


CORE VALUES OF THE UBAThe University Business Administrators provide a wide range of services to participating

client sites. As a partner between the University community and the Division of Finance

and Administration, we hold the following values in high regard:

Excellence We are committed to excellence in all

duties and responsibilities.

Professionalism We strive to conduct ourselves in a

manner that exhibits the highest

business standards.

Superior We are dedicated to exceeding all Customer Service of our customers’ expectations.

Optimal We work to provide effective

Organizational and efficient processes with

and Employee superior performance in all

Performance business practices.


What We Provide

• On-goingtraining,workloadcoordinationandgeneralsupervisionofthe fiscal/administrative staff

• Standardizedandstreamlinedoperationaltasksandprocesseswhilemeeting the specific fiscal/administrative needs of the participating unit

• Periodicexternalreviewofinternalcontrolprocessestoensuretheintegrity of the fiscal/administrative systems and to minimize the risk of irregularities and audit criticisms

• Careeropportunitiesandstaffdevelopmentforfiscal,humanresourcesandadministrative staff

• ResourcesfromtheOfficeoftheAssistantVicePresidentforAdministrativeServicesto quickly and effectively achieve the financial, human resources and administrative program objectives


Our Professional Staff

All UBA employees undergo an extensive quality screening and training process.

During the recruitment process for our entry level positions, we seek individuals

who are: professional, attentive to detail, organized, problem solvers, dependable,

dedicated, responsive, results oriented, of the highest integrity and have the ability to be

interdependent team players.

For our management level positions, in addition to the above mentioned qualities, we

also look for individuals who are: leaders, motivated, able to multi-task, well versed in all

university policies and procedures, well connected across campus, and have the ability

to serve as the chief financial or business officer for their client site.

Continuous staff development is essential for all assigned positions within the UBA

Program, which includes:

• Classroomstyletrainingandone-on-oneassistanceforallUBAemployeesinourstate-of-the-art training room or at their work location.

• Continuouscommunicationwithourstaffthroughvariousformsoftechnologies,

including PowerPoint presentations and job aids for easy reference.


Partnerships

The University Business Administrators Program continues to cultivate relationships

with other units in the Division of Finance & Administration such as Human Resources,

Purchasing Services, and the Controller’s Office. A UBA Central Office staff member

and a representative from each partner organization are assigned as liaisons to attend

regular meetings and/or to meet with designated staff persons. This establishes a close

working relationship with colleagues in these offices and facilitates communication and

pro-active problem resolution for improvement of overall outcomes.

Through these partnerships, UBA staff are provided a general overview of administrative

functions and are able to interact with administrative staff, as well as receive specialized

training as it relates to these units’ functions. This allows us to stay current with policies

and remain consistent with procedures across campus. UBA staff frequently participate

in beta tests of software changes and updates, prior to campus-wide release, which

enables input in the process as well as advanced training. We strive to exceed client site

expectations and this can only be achieved through our strong relationships with other

University units.


Enhanced Services

The University Business Administrators Program also has a

vibrant partnership with Payables and Disbursement Services

in the Controller’s Office. Due to the decentralized bill-paying

and travel reimbursement at our sites, it is necessary that we

maintain a strong connection to the Controller’s Office. With the emergance of

ePayables and other OMNI upgrades we will require a strong support effort by our

staff to manage the financial needs of our client sites. Through this affiliation, we have

enhanced our ability to provide a variety of other financial related services:

• On-site invoice payment and travel expense reimbursement

• PointofcontactforallOMNIFinancialmodules

• Budgetarycontrolandstandardizedmanagementreporting

• Pre-andpost-awardfiscalmanagementforsponsoredprojects

• Propertyandinventoryoversight

• Reconciliationofmonthlyledgersandpayrollcharges

• Periodicreviewoffinancialtransactionsforcompliance

• Reviewoffiscalproceduresandinternalauditcontrols

OFFICE OF HUMAN

RESOURCES

OFFICE OF THE

CONTROLLER

The University Business Administrators Program has a dynamic

partnership with the Office of Human Resources. UBA site

representatives initiate personnel transactions at the depart-

mental level. Because of our partnership, UBA employees are

highly trained and have effective working relationships with Human Resources staff

that enable us to quickly resolve routine transactional personnel issues. Through this

affiliation and working with the Office of Human Resources, we are able to provide a

variety of transactional services:

• PointofcontactforallOMNIHumanResourcesmodules

• Coordinationofrecruitingandpersonnelappointments

• Oversightoftimeandleaveapproval

• Reviewofpayrollcertificationreports

• Coordinationofpositiondescriptionreviewsandupdates

• ParticipationinUBAmonthlyHRfocusgroups


The University Business Administrators Program has a strong

partnership with the Office of Sponsored Research Accounting

Services (SRAS). UBA site representatives participate in the

CReATE training program conducted by SRS and attended

Lunch & Learn workshops on a frequent basis. With SRAS emphasis on providing an

effective contract and grant management system to monitor compliance with fiscal and

reporting requirements as established by Federal and State law, agency regulations,

University policies and procedures and generally accepted accounting principles for

sponsored projects awarded to the Florida State University, it was important for the

UBA to establish closer ties with their office. This partnership has added depth to our

organization to meet the needs of our client sites with sponsored research projects.

The University Business Administrators Program has an active

partnership with Purchasing Services to provide assistance in all

procurement transactions for goods and services. UBA financial

or accounting associates initiate purchasing transactions at the

departmental level. Because of our partnership, UBA employees are continuously

trained and have effective working relationships with university purchasing specialists

that enable us to facilitate a streamlined procurement process. Through this affiliation

with Purchasing, we are able to provide a variety of services:

• Point of contact for all OMNI Purchasing modules

• DepartmentalrepresentativeforcoordinationwithPurchasing Services of higher-value purchases and contracts, including ITNs, RFPs, etc.

• AccessasmembersoftheVendorFileManagementTeam

• Servingastransactionrequestorsand/orapprovers

• ManagementofdepartmentalP-Cards

• Inspectionandreceiptofgoods

• Periodicreviewofpurchasingencumbrancesforaccuratebudgetmanagement

Enhanced Services (continued)

PURCHASING SERVICES

OFFICE OF SRAS


Benefits of Joining

• Workshopsandtrainingsessionsforparticipating units, allowing those faculty and staff members who work directly with the UBA employees to benefit from our specialized training to ensure the most productive work force for the client sites

• Specialprojectsandassessmentsasappropriate and agreed-upon by the client site leadership and the UBA management team

• ThehighlytrainedUBAprofessionalsare only limited in their role due to the limitations set by the Dean/Director within the client site. We feel with their vast experience, supported by the Division of Finance & Administration, the UBA professional can quickly become a valued member of the client site in ways that surpass the core business and administrative functions.

• Provide support for fiscal, human resources, and administrative responsibilities

•➢ Providenewemployeetrainingandmentoring as well as continuous staff development and training opportunities

•➢ Additionalsupportonfinancialorhuman resources related duties during peak workload periods, as well as coverage during UBA position vacancies and absences

• Networkofuniversityprofessionalsengaging in information sharing and problem solving

• On-siteaccountspayableandtravelreimbursement (optional)

• On-siteresolutionwithDeans,Directorsand Department Chairs regarding budgetary and financial transactions

• Standardizedandcustomizedbudgetreporting to Deans, Directors, and Department Chairs

Visit our website at:

www.uba.fsu.edu

or contact the UBA Office

for more information.

Florida State University University Business Administrators Program

Central Office 104 N. Woodward Avenue

Tallahassee, FL 32306-4108(850) 645-2209

Joining the UBA Program is voluntary and based upon a mutual agreement between the

UBA Director and the prospective site.

2011/2013

floria state university

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