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Forty Tips from iForty Nov 28, 2012

Forty Tips from iForty Nov 28, 2012. Join iForty or at least one Professional organization. Professional Networking Increasing your net worth Training Opportunities Skill Resources. CareerSmart. Gateway to Professional Development at the University of Texas at Austin

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Forty Tips from iForty Nov 28, 2012

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  1. Forty TipsfromiFortyNov 28, 2012

  2. Join iFortyor at least one Professional organization • Professional Networking • Increasing your net worth • Training Opportunities • Skill Resources

  3. CareerSmart Gateway to Professional Development at the University of Texas at Austin • Development opportunities • TXClass • Continuing and Innovative Education • LBJ School of Public Affairs • McCombs School of Business • Certification programs • Staff Education Benefit (SEB)

  4. Become Familiar withUT website The University website is designed to serve 50,000+ students, 15,000 faculty & staff. With those numbers, out of 1,859 cities in Texas, UT would be 51st largest, just below Harlingen in size. A homepage is the prime real estate of a website. If an item is on the homepage it will probably give you much insight. Some UT homepage links/features: • Directory • Maps • UT Direct • Search feature • FAQ • Staff

  5. Know your role Obtaining a clear understanding of your role can: • Boost performance & job satisfaction • Create better communication between you and your supervisor Your job role may be in place or may require taking the initiative to ask, maybe on an annual basis.

  6. Mentor program Mentor – Protégé • Via email/phone • Weekly meetings • Shadowing • As need arises

  7. iFortyResource Guide for Administrative Professionals • FAQs • Typical Responsibilities for an Admin Professional • What I wish I had known • Resource links • Acronyms, Abbreviations & Common Terms

  8. Learn the lingo.. BDPEOMHOPITSWORQS GRAEAPCCYYS FBSAIRLAR DEFINE DPACNSFTLC

  9. askUs University-wide FAQs • Enter question in search box • Advanced Search • Limit by Category • Search Tips • “Ask a Question”

  10. Develop your contacts • Travel – Marcia Boling • Vendor setup – Ramona Williams • Int’l Office – • Purchasing – • ProCard – Rita Mosley • Wire Transfer – Maria Gettier, Rose Paez Ask the iForty group whom to contact

  11. Timeline for Success • Calendar duties: weekly, monthly, quarterly, annually • Prioritized tasks • Where should you be at: months 1, 3, 6; 1 year, … • What skills do you need to build

  12. Accounting • Payroll • Travel • Purchasing • HRMS • FRMS • *DEFINE

  13. Payroll • Monthly & Bi-monthly • Full-time, Part-time, Hourly • Tax reporting • Electronic Time Sheet • Insurance • Retirement

  14. HRMSHuman Resource Management System • Creating position • Posting • Hiring • Assigning • Modifying • Temporary position • Affiliated or International visitor • GRA – Graduate Research Assistant • Postdoctoral Fellowship • APS/PBS – Authorization for Profession Services

  15. Purchasing • Interdepartmental Transfer - IDT • Domestic & International: • Procurement card – ProCard • Purchase Order – Point Plus • Wire transfer

  16. DEFINE yourselfThe University of Texas DEpartmentalFinancial Information NEtwork *DEFINE CliffNotes • 643 menus • Keyword search, i.e.: Object code, Payment, Check • What has been transferred to on-line: • HRMS • FRMS • Office supplies … • In transition -- both in *DEFINE and on-line: • Inventory • General accounting information…

  17. FRMSFinancial Resource Management System • FRMS only: • Funds Transfer • Office Supply order • UT Contracted Vendors (UT Market) • FRMS & DEFINE: • Inventory • General Accounting Information • Vendor Information

  18. Student Employee • Work Study • Hire-A-Longhorn • UTemps

  19. Make a call… Basic phone skills for campus • Outside call: 8 or 9 • On campus • Long distance calling code • 3-Way Conferencing • UT Homepage • UT Directory • UT Offices

  20. Get SMARTSmartVoiceVoice Mail • Set up Voice Mailbox • Record Greetings • Quick Reference Cards • Web Access Basic Telephone Messaging TX 201 Advanced Features TX 202 Search UT homepage “smartvoiceinstruction”

  21. Campus Computer Store • Department purchase • Personal purchase • Apple store on-line

  22. WORQS it outWork Order Request & Query System Facilities Services • Maintenance/Minor Repairs Service – SR10 request form • Light bulb replacement • Adjustment room temperature • Broken plumbing fixture • WORQS – all other service requests, i.e.: • Room renovation • Major repair Also includes: Construction/Renovations, Custodial Services, HVAC, Landscaping, Recycling, Repair & Maintenance, Surplus Property, Pest Control…

  23. Locks & Keys Facilities Services – Locks and Keys 304 E. 24th Street, 7:30a – 4:00p • Key issue/replacement • Lock repair/maintenance

  24. Find a room… Room Reservation • Reservation Request (CareerSmart): • Classroom • Conference room • Auditorium • Group Study, Presentation Practice Rooms • Outdoor Space Request • Capacity • Equipment requirements

  25. Virtual Meetings(ITS) • Meet-Me teleconference • Adobe Connect – web conferencing • Videoconferencing • Skype - tutorial

  26. EAP / Conflict ResolutionEmployee Assistance Program • Provide Personal and Management Consulting Services • Increase workplace efficiency • Promote emotional health and wellness • Provides from 1 – 6 free, confidential counseling sessions per year • Crisis intervention • Assessment and referral…

  27. Compliance and Ethics University Compliance Services Mandatory training for faculty and staff to • Maintain high level of integrity and ethical standard • Nurture and provide the University’s culture of respect and honesty • Core-four within first 30 days is State mandated

  28. Be in the know… University Calendars - nearly 50 • Academic • Campus-wide events – “Know Events” • Longhorn athletics • Performing Arts • McDonald Observatory Visitor Center – guided tours, star parties • Austin events • Colleges, Libraries, Destinations…

  29. HOP to it…Handbook of Operating Procedures University Policy Office management program popular policies: • Conflict of Interest • Graduate and Undergraduate Research Assistants • Outside Employment • Academic Titles and Tenure • Emergency Leave…

  30. Records Management Services Records Management is the systematic control of records from creation to final disposition – life cycle of record: • Provides record retention training • Appropriate disposal of official state records • The Department Records Management Contact (DRMC) is designated in the Organizational Hierarchy System (OHS) * * * Records disposal requires prior approval by Records Retention even if following retention guidelines. TXClass DE450 – Records Management – Basic Training

  31. Register/Attend classes to increase your net worth • TXClass • CareerSmart • PDC – UT Professional Development Center • University Extension Classes • ITS Training Services – tutorials • iForty Orange Bags

  32. TXClass Categories: CareerSmart • Admin & HR • Communication & Interpersonal • Compliance & Policies • Health & Safety • Management • Technical Skills: • Travel Vouchers • Intro to *DEFINE • CCART – Inventory…

  33. ITSInformation Technology Services • WebSpace to store: • Documents • Notes, graphics • Publish personal Web site • UTMail • UT Direct • UT EID (reset) • Printer locations on Campus (i.e. inventory reports) • Blackboard (will be replaced by a more robust tool) • ITS Help & Support link in the iForty Resource Guide

  34. UTPD • Unlock car • Parking • RAD – Rape Aggression Defense System • realistic self-defense tactics • 12 hours course • Certified RAD instructors • SureWalk – volunteer group of members who will walk student home between 10p and 2a • Campus Watch newsletter • Defensive Driving • Lost & Found

  35. Parking and Transportation Services • Parking garage wait list: no wait – 6 years • UT Share Pass • Discounted Events Parking • Lots/garages closed due to event • Fee for other parking options • Ticket/Warning • not displaying parking permit • parking on line • parking motorcycle in garage… • Booting – Four or more outstanding citations • Tow trucks can not access parking garages

  36. Professional Development Center Advance: in your field, new career or new skills • Helps individuals meet professional and personal goals • Assists organizations in developing employees and improving performance through programs, consulting, coaching • Provides resources for those seeking credential or career change • Delivers face-to-face and online noncredit programs

  37. Perks • Employee Discount Program • Rec Sports • University Health Servies, UHS • CPR training • Forty Acres Pharmacyin SSB building • Farm to Work • Freebies: • Capital Metro service • Blanton Museum • Staff Education Benefits (SEB) – one semester course • Flu Shots • UT Libraries

  38. Dispute Resolution Tracy Tarver Conflict Mgmt & Dispute Resolution Office Human Resources Ombuds – trusted impartial intermediary between parties in dispute: • Staff • Student • Faculty

  39. Networking UT Staff Associations • HSFA – Hispanic Staff and Faculty Assoc. • BSFA – Black Staff and Faculty Assoc. • AAASFA – Asian/Asian American Staff & Faculty Assoc. • iForty UT Staff website: Getting Involved

  40. UT Staff Council • Council Representatives & Districts • Monthly Meetings • Issue Proposal • FAQs • Committees • Communication • Employee Retention • Staff Education

  41. Orange Bags • Networking • Training • Guest Speakers • Mentoring • 2012-2013 iForty Orange Bags theme - “Raise Your Stock” • Nov – Graphic and Web design for newsletters, posters, flyers; Marketing Yourself • Dec 12 – Mary Knight, Associate Vice Pres., Finance • Jan – Website Presence

  42. Know where to go… Campus tour 10:30 starting at NOA 4.106A 11:30 -11:45 ending in front of the tower

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