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ALTERNATE CONTACT DIRECTORY

ALTERNATE CONTACT DIRECTORY. Shea Peoples Administrative Assistant Human Resources . Alternate Contact Directory: A Brief Overview. What is the Alternate Contact Directory?

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ALTERNATE CONTACT DIRECTORY

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  1. ALTERNATE CONTACT DIRECTORY Shea Peoples Administrative Assistant Human Resources

  2. Alternate Contact Directory: A Brief Overview • What is the Alternate Contact Directory? • The Alternate Contact Directory is an online tool using data pulled directly from Emory Shared Data. The (ACD) shows a “relationship” between administrators and administrative assistants. • Why do we need it? • Currently, there is no way to directly link any administrator to their administrative assistant. • To provide a quick, efficient way to look up any employee who holds an administrative support title. • To increase efficiency when trying to contact anyone who has support personnel.

  3. Alternate Contact Directory • Process steps to create Alternate Contact Directory • Ran query in PeopleSoft to gather all administrative support job codes/titles • Distributed survey to all employees with administrative titles in Emory University • Communications and working sessions with Human Resources Technical Services to create Alternate Contact Directory

  4. Administrative Support Survey Results • The response to the survey was immediate and very positive. • Over 300 Emory Administrative Support personnel completed the survey.

  5. Administrative Support SurveyQuestion # 1 • Do you feel that it would be beneficial to have your alternate contact information added to your administrators online directory page? • Yes - 92% • No - 8%

  6. Administrative Support SurveyQuestion # 2: • Do you feel that it would be beneficial to you to have an online reporting tool that would allow you to access administrative assistants and others in administrative support roles across campus? • Yes – 98% • No – 2%

  7. Administrative Support SurveyQuestion # 3: • How many administrators do you support? • 60% support one administrator • 40% support more than one administrator

  8. Where is the Alternate Contact Directory? 1. 2.

  9. How do I use the Alternate Contact Directory? • Type in any variation of the name you are searching for. Mary Smith

  10. Directory Page Information • Using data from the University’s online directory, your contact information has already been added to your immediate supervisors page.

  11. Changing Alternate Contact Information • Click on the link underneath the administrators name to update contact information

  12. Adding Contact Information • If you support more than one administrator, you will need to manually enter your contact information to their page. Theresa Milazzo

  13. Adding Contact Information • Type in name of contact and search • List of names will appear along with a button that says “Select Contact”

  14. Adding Contact Information, cont’d. • Once you select the contact, the directory page will immediately update. ”

  15. Future Related Projects • Possibly sending an automated email with the link to the Alternate Contact Directory to all new hire administrative support personnel. • University of Technology Services is interested in the possibility of re-formatting the online directory page to mimic the information shown on the Alternate Contact Directory page.

  16. Summary • The Alternate Contact Directory is an online tool to allow anyone with NetID access to look up any administrator across campus and find their support personnel. • This tool is aimed to increase efficiency and improve the workflow process when contacting other departments across campus. • Alternate Contact Directory went live on March 2nd. Mary Smith

  17. Questions?

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