Centers & Initiatives Supported by the Office of Academic Affairs

Summary of Support Services Available

Support Services for each center and initiative varies greatly based on the needs of the program. Work requests are accomplished in the order they are received with special consideration given to time sensitive projects and events. Assistance can be requested via e-mail, telephone, through one-on-one meetings, or at Advisory Board meetings. Areas of support include the items below. If you do not see the information below, please contact Maria Schaaf at maria.schaaf@bridgew.edu. As program needs can be diverse, consideration is given to all project requests.

Budget Management:

  • Travel Reimbursements: (organize and submit Travel Vouchers for conferences and travel)

  • Conference Registration: Register faculty (individually and in teams/groups) for a variety of conferences utilizing pro-card (once approval is given via Request for Travel Approval Forms)

  • Purchasing: Order supplies and educational materials with Requisitions in Banner or with pro-card.

  • Reimbursements: Submit receipts for reimbursement of general expenses through Direct Pays

  • Additional Compensation: Create and submit forms for compensation for faculty for additional services
  • Purchase Orders: Create standing order for Sodexho (for events) and submit invoices for payment
  • Service Contracts: Produce Commonwealth of Massachusetts Standard Contract Forms for contracted vendors and honorariums; also contact vendor/honorarium to ensure all forms (W-9, Terms and Conditions form) are completed.
  • Memberships and Subscriptions
  • Deposit revenues
  • Budget Transfers: Submit forms for transfer of funds
  • Balance Updates: Provide Coordinators of Centers and Initiatives with budget/balance information as requested.

*Please note: In order to be able to maintain accurate expense reports, all submissions for payments should be processed through the Office of Academic Affairs (including reimbursements for travel and course development grants, as well as, Additional Compensation forms for signature).

For Budget timelines, please see Timelines page.

Event Planning:

  • Reserve room(s) to fit requirements of event (meetings, workshops, conferences)
  • Plan meals and arrange catering
  • Submit contracts for Honorariums/guest speakers (also work with BSU Travel Coordinator to arrange hotel accommodations and travel from airport to hotel and back to airport when required)
  • Arrange Media Needs: Work with Events Coordinator to arrange for media needs and room set-up to fit event
  • Nametags & Handouts: Create handouts, make copies, assemble folders and/or create nametags
  • Campus Announcements: Scribe and post announcements (by e-mail to distribution lists and on community and student announcements); update announcement on website.
  • Track RSVPs: Collect RSVPs and send reminder as event nears.
  • Arrange parking services and direction signs
  • Greet participants at registration with advance notice.
  • Perform periodic checks on day of events to ensure that catering, media and details are all running according to plan; and calculate and summarize participant evaluation results after event (when desired).

        For Event Planning assistance, please see Timelines page.

Website Management:

Other Support Services:

  • Examples of other support services include
    • Coordinating Advisory Board meetings
    • Taking minutes at meetings
    • Gathering program data and providing statistical information for reports
    • Designing awards, certificates, and brochures
    • Performing other duties as requested by faculty coordinators and Office of Academic Affairs staff.

    Please see Timelines page for time frames in completing requests.

 

Last Modified: August 25, 2011