Employees of Bates College may require assistance with aspects of their work for the College. This Guide for Obtaining Administrative Support describes the assistance provided. [Note: Ideas for improvements in the Guide, please call extension 6228 or e-mail lhenders@bates.edu.] Administrative support is provided in both satellite and central areas. Area Coordinators in the satellite buildings provide support and administrative assistance to Academic Departments and Programs. Examples of satellite areas include the Carnegie Science building, Olin Arts Center, Pettigrew and Hathorn. Since satellite area coordinators support many of our colleagues, parameters are necessary for limiting the work. Parameters are based on the nature of the work: Interacting with faculty, students, and visitors by phone and in person, for the puporse of gathering and giving information, answering inquiries and establishing prioritites for projects Communicating information for College and departmental events Coordinating student workers Scheduling people for College and departmental meetings Scheduling facilities for College and departmental meetings Coordinating the distribution of materials Monitoring College and departmental office equipment and supplies Photocopying and typing documents Entering and retrieving information in College and departmental databases Filing and retrieving documents in College and departmental files Project Assistants provide focused and specialized support services. Complete administrative assistance is available to the Faculty from Academic Services, Room 7 of Lane Hall. The staff provides desktop publishing, manuscript preparation, transcription, scanning and other clerical services. They produce teaching coursepacks and procure copyright permission for texts used in the academic setting. They also coordinate faculty recruitment, and provide administrative support to the Honors Program, Graduate Studies Program, Calendar and Curriculum Committee, Department and Program chairs. The directory provides guidance in finding additional technician and specialized assistance from central areas and is organized by the following resources: Finances Human Resources Products, Services, and Facilities Information If you require assistance with the functions listed, then contact your colleauge in the designated center. Although many others may be involved in the provision of support, your colleauge working in the designated center will assist you. The centers are listed in the directory that follows. Financial Transactions Disbursing funds Accounts Payable 6169 Collecting funds Accounts Receivable 6172 Banking services Accounts Receivable 6166 Payroll Human Resources 6140 Expense reports Accounts Payable 6169 Financial Budgets and Accounts Departments and programs Controller's Office 6178 Projects and grants Controller's Office 6178 Endowments and trusts Controller's Office 6174 Grants Sources of external grants Development 6243 Proposals for external grants Development 6243 Grant reporting Development 6243 Internal grants Dean of Faculty 6065 Gifts Development 6245 Insurance College coverage and claims Treasurer 6093 Human Resources coverage and claims Human Resources 6140 Financial Policies and Regulations Controller's Office 6174 Affirmative Action AAO Office 6031 Human Resources Employment Temporary workers Human Resources 6140 Student workers Human Resources 6303 Personnel transfers and sharing among departments Human Resources 6140 Human Resources searches Search initiation Faculty Staff Dean of Faculty 6066 Human Resources 6140 Position advertisements Faculty Staff Academic Services 6229 Human Resources 6140 Search Support Faculty Staff Academic Services 6229 Human Resources 6140 Accommodations for candidates Human Resources 6140 Transportation for candidates and other guests Campus Travel 6051 Relocation assistance Human Resources 6140 Human Resources Benefits Insurance and retirement benefits Human Resources 6140 Employee Assistance Program (EAP) Stevens Wellspring 1-877-878-6485 Child day care sources Human Resources 6140 Leave opportunities Faculty Staff Dean of Faculty 6066 Human Resources 6140 Rental housing Human Resources 6140 Reimbursement accounts and day care subsidies Human Resources 6140 Position Classification and Compensation Human Resources 6140 Performance Discussions Faculty Dean of Faculty 6066 Staff Human Resources 6140 Development, Training, and Education Human Resources 6140 Health and Safety Emergencies Security 6111 Safety and occupational health Human Resources 6413 Wellness and ergonomic issues Human Resources 6140 Human Resources Policies and Regulations Human Resources 6140 Product and Service Acquisition Bids and contracts Contracting Office 6121 The Contracting Office consults about suppliers and markets, supports bidding and contracting for the College, and works with suppliers to improve relations. Orders and receipts of products and services Contracting Office 6121 Purchasing centers consult about commodities and suppliers and about improving the qualities of products and services purchased. They order and track purchases. Purchasing centers may assist with receiving, storing, and issuing products and with renting and returning products. They may schedule preventative equipment maintenance. Books (for purchase), coursepacks College Bookstore 6121 Information processing equipment and supplies Information Services 6376 Laboratory equipment and supplies Natural Sciences 6112 Food, catering, and related supplies Dining Services 6298 Athletic equipment and supplies Physical Education 6368 Printing and paper; postage and shipping Print/Mail Services 6226 Office furniture, supplies and equipment Contracting Office 6121 The Contracting Office assists with ordering and tracking for commodities not supported by a designated purchasing center. Product and Service Applications Computer hardware Information Services 8222 Computer software: Specialized applications Application of software packages Selection of software packages Information Services 8284 Information Services 8222 Information Services 8222 Copier maintenance Print/Mail Services 6226 Printing and copying services Print/Mail Services 6226 Telephone services Information Services 6179 Typewriter maintenance Print/Mail Services 6226 Facilities Reservations Internally sponsored projects and programs Student Activities 6305 Externally sponsored projects and programs Special Projects 6077 The Special Projects Office assists with planning, budgeting, and coordinating support for special projects and programs. Audio - Video Services Audio or video material preparation Information Services 6396 Audio or video material circulation Library 6273 Audio or video material presentation Information Services 6395 Slide and photograph preparation Information Services 6396 Documentation Copyright permissions Academic Services 6229 Document scanning and formatting Academic Services 6229 Document copying, printing and assembly Print/Mail Services 6226 Publications design, writing and editing College Relations 6330 Recovery of data Information Services 8222 Name and address changes Human Resources 6140 The Information Services Help Desk coordinates requests for assistance for computers and networks and for standard software packages. Academic Services supports the scanning of data into electronic media, the formatting of electronic documents, and the transcription of recorded information. Academic Services transfers documents electronically and may forward documents to Mail/Print Services for printing and distribution. Print/Mail Services supports copying, printing, and collating documents. In assembling documents, they insert, fold, cut, and bind documents as well as label and laminate documents. Transmission Electronic mail Information Services 8222 Internet publication for Bates College College Relations 6330 Mail and packages Print/Mail Services 6226 Network and server access Information Services 8222 Voice mail Information Services 6179 Dissemination College information and publications College Relations 6330 Official College statistics Institutional Research 8210 Financial information Controller's Office 6174 Student information Registrar 6096 Personnel information Human Resources 6140 Alumni information Alumni Relations 6127 In most of the support areas, resources are shared among colleagues. Since the support areas usually serve several colleagues, priorities are necessary for ordering the work. Purpose. Priorities are assigned to categories of work based on the purpose of the work: Guest reception and responses to general inquires; Student instruction and placement; College and departmental projects, programs, and committees; Individual projects. Process. In addition to the purpose of the work, qualities, deliveries, and economies are considered in deciding where and when the work is done. Coordinators in satellite areas may transfer work to other administrative areas; technicians and specialists in central areas may transfer work to other suppliers; they base their decisions on the following factors: the qualities required for the work and the competencies of work centers; the deliveries required for the work and the availabilities of capacities; the budgets available for the work and the economies in work centers. The requirements for quality are the first consideration; the requirements for deliveries are second; and then economies are considered. Coordinators, technicians, and specialists can balance factors to address all criteria -- qualities, deliveries, and economies -- if sufficient time is allowed for them to support your work. The priorities allocate resources appropriately only if everyone cooperates with coordinators, specialists and technicians by: Describing quality and delivery requirements accurately. Structuring work to allow time for support to be provided economically. Using computing equipment and networks to create and transfer documents. Using voice mail and electronic mail to support communication. Requests for assistance with personal matters is usually inappropriate. Please request assistance with personal matters only if the circumstances warrant.

© 1996 Bates College. All Rights Reserved. Last Modified 8/7/01 by tlc