Library Administration oversees UHD Library Operations and Services in accordance with University Compliance and Ethics. We ensure compliance of department expenditures, financing, budgeting, and planning. We handle department level HR processes and direct processing of internal documents. Located on the 5th floor of the Library, near 40,000 Windows (business hours Monday – Friday 8:00 AM - 5:00 PM), Library Administration also oversees scheduling and use of the Rockwell Room.
Library Administration contains the offices of the following staff:
Lisa Braysen S-501F |
Executive Director, Library Services |
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Trina Nolen S-501E |
Assistant Director, Library Operations | nolent@uhd.edu |
Savannah Fields S-501H |
Department Business Administrator |
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Nakia Oliver S-501J |
Financial Assistant II |
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Michelle Jones S-501 |
Administrative Assistant I |
Library Administration functions include, but are not limited to the following tasks:
Provides managerial leadership for the library
Plans and direct library operations
Creates, reviews and updates Library policies and procedures
Oversees the management of library finances and expenditure transactions
Manages and responds to departmental human resources tasks
Consults with university faculty to determine the resources and needs of academic programs to promote student success
Assesses the quality and effectiveness of services
Coordinates departmental property management
Gathers and reports data to university executives and others within the UH system, when appropriate
Coordinates library assessment and planning
Represents the library within the university and UH system
The Administrative Reference Manual (ARM) is an online reference document developed to provide guidance and assistance of administrative and financial processes at the University of Houston - Downtown (UHD). UHD business staff compiled the ARM based on policies and procedures from the University of Houston System Administrative Memoranda, UHD Policy Statement, and state and federal guidelines.
End of Year Procedures
UHD Key Dates:
Communication:
Vouchers and Payments:
Accounts Payable or Office of the Provost will usually alert the department to unposted vouchers. The DBA will run a query if this does not occur. The individual with the voucher in their workflow will be asked to correct, deny and/or approve the voucher.
The DBA will continue to reconcile cost centers as done monthly, making a note of all PO's with large balances remaining to present during the weekly Financial Team Meetings.
Invoices with past due balances for Acquisitions must be researched to determine payment status and taken care of expediently. Starting in mid-July through mid-August. Task should be completed by Supervisor of Library Acquisitions or whomever is designated by Technical Services.
Invoices with past due balances for Library Administration must be researched to determine payment status and taken care of expediently. Starting in mid-July through mid-August. Task should be completed by DBA.
Processing of credit memos should be completed by mid-August.
Open Purchase Orders:
If possible, refrain from creating requisitions that encumber funds more than needed for the remainder of the fiscal year.
If possible, refrain from creating requisitions with too high a balance. Better to add money along the way, than to have a high encumbered balance remain open into the next fiscal year. Encumbered PO balances of $10,000 that remain open past current fiscal year and into a new one may alert auditors.
If it is necessary to keep the PO open, qualifying documentation that thoroughly explains the reason should be submitted to Library Administration.
What are the affects of not releasing the money at the end of the fiscal year?
It ties up the department’s money and does not go into fund equity.
It affects budget projections done by the Budget Department to the point they can be way off. Budget projections are sent to the BOR, analyzed and measured.
Updated: July 21, 2022 - MJ
UHS Internal Auditing Department
Independent and objective reviews of university operations and procedures are conducted by the UHS Internal Auditing Department, with findings and recommendations reported to the Board of Regents, Chancellor of the University Houston System and other executive officers, as appropriate.
Updated: July 15, 2022 - MJ