Created by Stephanie Dolce As of March 2016
Administrative Assistant Handbook
(D’Amore-McKim School of Business)
Contents
Frequent Contacts
Communication & Accounts
Getting Started with Lynda.com
Daily Responsibilities and Systems
I. Research Proposals via COEUS
II. Budget Reconciling via Banner Finance
III. Tracking Expenses via CONCUR
IV. Ordering Supplies via MyMarketplace & ProCard
V. Center Newsletter via Constant Contact
VI. Center Website via WordPress
VII. Student Employment
VIII. Qualtrics
What’s in the Q Drive?
Action Items
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Frequent Contacts
Gary Young, J.D., Ph.D. Director, Northeastern University Center for Health Policy and Healthcare Research, Professor of Strategic Management and Healthcare Systems, Northeastern University http://www.northeastern.edu/chphr/ 617-373-XXXX
Timothy Hoff, Ph.D. Professor of Management, Healthcare Systems, and Health Policy D’Amore-McKim School of Business School of Public Policy and Urban Affairs Northeastern University 617-373-XXXX Center fax: 617-373-XXXX Admin phone: 617-373-XXXX Conference room: 617-373-XXXX
Conference Calls
Phone: 888-214-XXXX Passcode: XXXXX International: 1-847-597-XXXX
Office of the Dean
Phone: 617-373-3232 Fax: 617-373-2056
Free copy paper Staples Product #:XXXXX
Office of Research Administration and Finance (ORAF) Pre-award: Xxxxx Xxxxxx, [email protected] Post-award: Xxxxx Xxxxxx, [email protected] VA Contract: Xxxxx Xxxxxx, [email protected], XXXX (phone preferred)
Banner Index Access Xxxxx Xxxxxx [email protected]
Budget Questions and Research Updates Xxxxx Xxxxxxxxx DMSB Budget Director [email protected] Xxxxxxx Xxxxxxxx DMSB Research Director [email protected] To Reserve Event Spaces Xxxxxx Xxxxxxxx Associate Director of Event Planning and Management [email protected] Northeastern IT x4357 DMSB IT: x2313 NEU HRM: x2230 Student Employment: x3200 ORAF: x5600 Accounts Payable: x2652 Procurement: x2135 CFO & Treasury: x2240 Budget Office (Banner): x2597 Rebecca’s Catering: x2479
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Communication & Accounts
QDrive The QDrive is Northeastern’s server where I have saved many of the documents you will need.
Our folder: Xxxxx_Xxxxxx
For access contact Xxxxx Xxxxxx, (xXXXX, [email protected])
Phones & Faxes
Desk p: 617-373-7464
f: 617-373-6186
Voicemail: xXXXX
Passcode: XXXX
Conference Room
p: 617-373-6813
Voicemail: xXXXX
Passcode: XXXX
Note: for internal calls, you only need to dial the 4-digit extension (no “x”). For anything outside the
university dial 9-1- first. Instruction manuals to the phone and others items are in right cabinet above
desk.
Center’s shared email account We use this email account for subscriptions to our newspaper tool and whenever we send out mass
emails where you don’t want to receive many out of office message.
For access call xXXXX, request access to [email protected]
Keys
Pick up office key from Xxxxx Xxxxxx (xXXXX, [email protected]) in Dean’s Office
XXXXXXX
Passcodes & Accounts Amazon
Username: XXXXX Passcode:XXXXX Email: [email protected]
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Constant Contact
https://login.constantcontact.com/login/login.sdo?goto=https%3A%2F%2Fwww.constantcontact.com%
2Fprocessing_login.jsp
Username: [email protected] Passcode: XXXXX
Nestle – Currently on automatic payment via Xxxxx Procard!
https://eservice.readyrefresh.com/pages/signin.aspx?brd=ps
Username: XXXXX Passcode: XXXXX Account #: XXXXX
WordPress
http://www.northeastern.edu/chphr/wp-login.php
Username: XXXXX Password: XXXXX
Faculty Appointments / Credit Splits Xxxxxx Xxxxxxx
XX% DMSB
International Business and Strategy
XX% Bouve College of Health Sciences
Health Sciences
Xxxxxx Xxxxxx
XX% DMSB
Management and Organizational Development
XX% School of Public Policy
Getting Started with Lynda.com Lynda is a great resource that all University employees and students have access to. There are tutorials
on software, professional development, marketing, and many more areas. I recommend viewing at least
some of the Excel, Constant Contact, and WordPress courses. You may not need to watch every video
but once you have an idea of what is there you’ll know to go back to it later if necessary.
Directions
1. log in to myNEU
2. click on “Services and Links”
3. look under “Faculty / Staff Services”
Alternative Directions
1. visit http://www.lynda.com/
2. click on “Organization Login”
3. enter “neu.edu”
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Daily Responsibilities and Systems
I. Research Proposals via COEUS
http://www.northeastern.edu/research/coeus/
This is the system we use to submit grant proposals. It is very nuanced and takes some getting used to.
Practice with it a few times before submission.
Access contact Xxxxxx Xxxxxx (xXXXX, [email protected])
Let Xxxx know you are replacing Stephanie Dolce, so that he can give you the same level of
access I had.
Training Contact Xxxxxx Xxxxxx (xXXX, [email protected])
Binder above desk contains full COEUS handbook as well as my own notes.
Additional Resources Xxxxxx Xxxxxx (xXXXX, [email protected]) in Dean’s Office. S/he is director of
research for D’Amore-McKim and is a great resource for grant submission. You will also want to keep
her up to date on the grant budgets you are overseeing.
II. Budget Reconciling via Banner Finance Banner finance is the system Northeastern uses to track budgets (both operational and grant related).
Access you must fill out a form via the Budget Office Website
Website: http://www.northeastern.edu/budget/links.html
Form: http://www.northeastern.edu/research/raf/files/Banner_Access_Form_v32.pdf
Banner takes some getting used to and I found training hard to come by. There are some how-to videos
on the link above (Click “Banner Finance Help Web Page”) but I recommend calling the Budget office to
see what other training opportunities might be out there.
Directions
1. log in to myNEU
2. click on “Services and Links”
3. look under “Faculty/Staff Services”
4. click “Self-Service Banner”
5. click “Finance” > “Budget Queries” > “Create Query”
6. I like to check at least Adopted, Year to Date, Encumbrances, Adjusted, Accounted and Available
Balance
7. Make sure “shared” is unchecked, Click “Continue”
8. Enter Index number, Chart of accounts should be “N,” make sure fiscal year and period are
correct
9. Make sure “Include Revenue Accounts” is unchecked, Click “Submit Query”
Index numbers
Once grant proposals are approved by both Northeastern and the funding agency, they receive a 6-digit
index number. You will use the index numbers to look up the budgets in the Banner system.
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See QDrive Document for all current index numbers
Access After your initial application, new index number will require requesting banner access for each.
Simply email Xxxxxx Xxxxxx, [email protected] with the index(es) you want access to and cc Gary
(supervisor) as form of permission.
Budgets Keeping track of budgets for grants and operating funds is important in that you can let faculty members
know where their grant is running low. The way I have been asked to do this is by keeping shadow
budgets in Excel. I look at Banner, and record the transactions in a budget template I created on Excel.
Because Banner lags, I also add expenses that I know are coming down the pipeline so my shadow
budgets are more accurate.
It is important to develop a notification system with the faculty you are working with so that they can let
you know of expenses. If your only source is Banner than it becomes more of a replication than a
reconciling.
Additional Resources
Xxxxxx Xxxxxx, ([email protected]) is new to Northeastern and oversees the budgets for the
Entrepreneurship group. S/he has really taken a lead in developing sustainable practices and has worked
with D’Amore-McKim budget director Xxxxx to set up banner so that it imports directly into Excel. This
works well for her because she has several more transactions than we usually do. That said, if your goal
is to maintain shadow budgets as a while to reconcile with Banner, pulling from Banner specifically may
not be helpful in that sense. Either way Xxxxx is a great contact.
Xxxxxxx Xxxxxxxx ([email protected]) is the Budget Director for D’Amore-McKim. S/he is the person you
contact regarding faculty members’ summer salary and when there are expense-related issues.
Consultants / Independent Contractors
Occasionally, you will need to hire a person not affiliated with the University to complete research. This
process involves the collaboration of multiple offices.
See document in QDrive under “Finance and Accounting” for a checklist document
III. Tracking Expenses via CONCUR CONCUR is the system Northeastern uses to track and approve expenses.
Directions
1. log in to myNEU
2. click on “Services and Links”
3. look under “Employee Travel and Expense Reconciliation System”
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Training The University’s Accounts Payable Office periodically conducts training. For more information,
and to receive a procard (corporate credit card), contact Xxxxxx Xxxxxx ([email protected]).
To do Have Xxxxxx and Xxxxxx add you as delegates in CONCUR. See document in QDrive
Note Reports should include a note that reminds next approver to “approve and forward to Xxxxxx
and Xxxxxxxx”
IV. Ordering Supplies via MyMarketplace & Procard
MyMarketplace MyMarketplace is the online tool we use to order office supplies for the Center.
Supplies typically from Staples although GovConnection can have better prices on some tech or scientific
items (ie flash drives).
FYI: When in Staples, look for things that are on contract (cheaper per unit). For free copy paper, enter
Staples Product #XXXXXX.
Directions
1. log in to myNEU
2. click on “Services and Links”
3. look under “University Related Purchases”
Access http://www.northeastern.edu/purchasing/pdfs/MarketplaceAccessForm41141.pdf
Training Website: http://www.northeastern.edu/purchasing/mymarketplace/index.html
See binder above desk for more information (“Procurement” tab). Contact Procurement Services at
x2135 for more information.
For ink and toner Contact DMSB IT at x2313
Procard The Procard is short for procurement card, the company cards provided by xxxxxxxx, used at
Northeastern. You may get a purchasing (not travel) card from Xxxxxx Xxxxxx ([email protected]) in
Accounts Payable.
Access: http://www.northeastern.edu/ap/pdfs/AMEX_Purchasing_Card_Application.pdf
Where procard is used (to do: you will need to provide your new card information)
Water via Nestle (Ready Refresh) Currently on automatic payment via XXXX Procard!
https://eservice.readyrefresh.com/pages/signin.aspx?brd=ps
Username: XXXX Passcode: XXXX Account #: XX
Conference Call Line via Civicom Currently on automatic payment via XXXXX Procard!
p: 203-618-XXXX
Amazon
Username: XXXXX Passcode: XXXXX Email: [email protected]
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V. Center Newsletter via Constant Contact Our newsletter is designed using Constant Contact. Our distribution list is also housed there and can be
updated directly (though it can be exported to Excel files). We sent out two copies of the newsletter,
one to our internal list (northeastern people) and one to our external list (national and international
contacts). I found this distinction was helpful in determining the open and click rates. Essentially, I
create a single newsletter, make a copy of it, then send one to “internal newsletter” distribution list
and one to “external newsletter” AND “general interest” distribution lists. The tags you see helped me
quickly reference where each contact worked and how group them (internal vs external.
Access
https://login.constantcontact.com/login/login.sdo?goto=https%3A%2F%2Fwww.constantcontact.com%
2Fprocessing_login.jsp
Username: [email protected] Passcode: XXXX
Training Mostly self-taught, but you may want to review the “Up and Running with Constant Contact”
tutorial on Lynda.com
Additional Resources Xxxx Xxxx ([email protected]), Associate Director of Event Planning and
Management in the Dean’s Office gave me an introduction and may be able to answer a few questions
Notes Before sending newsletter, send to DMSB and University marketing contacts. After sending
newsletter, open webpage version, right click to “view page source”. copy HTML code and enter into
new page on WordPress (website).
VI. Center Website Our Center website is located at http://www.northeastern.edu/chphr/ and is maintained via WordPress.
Access http://www.northeastern.edu/chphr/wp-login.php
Username: XXXXX Password: XXXXX
Training Self-taught, user guide in QDrive. You may also want to review the “WordPress” tutorial on
Lynda.com Remember to add your email address to the contact page!
VII. Student Employment https://studentemployment.neu.edu/
Access You may request access by visiting the above website, click “Information for Employers,” click
“request access”
Training Student employment’s main telephone line (x3200) is incredibly helpful. I call them frequently
and receive answers on the spot. They can walk you through posting jobs online. Previous job
descriptions and other student employment notes are in the QDrive.
More information here:
https://studentemployment.neu.edu/cimages/Final%20Supervisor%20notice%202015.pdf
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VIII. Qualtrics Qualtrics is a survey creation resource used by both administrators and faculty conduction research. You
can completely customize the types of questions and choices as well as how they are displayed.
https://northeastern.qualtrics.com/ControlPanel/
Access Contact Xxxx Xxxxx ([email protected])
Training self-taught mostly, there's a lot you can learn just by playing around with it. That said, the
Qualtrics website has some helpful tutorial videos at
http://www.qualtrics.com/university/researchsuite/misc-pages/misc/learn-qualtrics-in-5-
steps/#PracticeSurvey1
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What’s in the QDrive? Black = Folder Blue = Document
Administrative Assistant Folder
□ Budgets
o Folder consists of documents for each of the active budgets labeled by type/funding
agency and index number.
o Inside, the “y2d” folders contain shadow budgets
□ Center Events
o Correspondence, presentations, and documented feedback from our seminar series in
Winter 2015.
o Center faculty contact list as of February 2016
□ Center Website
o Northeastern WordPress Userguide
o Templates from DMSB Marketing on project development
o Template used to get info from faculty and folder containing information previously
provided. The information provided by faculty was incorporated into the individual
pages in our website.
□ CHPHR & DMSB Logos
□ Finance & Accounting
o Blank invoice template
o Expense reimbursement voucher. Concur is making this document obsolete.
o Salary report
o Folder containing information on hiring a consultant / independent contractor.
□ For Class & Student Groups
o Course flyer template
o Document outlining procedure to print from Wall Street Journal. Often the internet will
block an article without entering subscription information.
o Health Care Student Group folder with student organization handbook and cheat sheet
with information on how to establish a student group as well as some basic rules.
□ Journal Article Submissions and Formatting
o Formatting guidelines for submitting articles to AMJ, AOM, Milbank, WASET
□ Newsletter
o Folder with the original distribution lists. Constant Contact is more accurate because
people can sign up directly from our website which links to Constant Contact. Can
export Constant Contact info to Excel doc if needed.
□ Research Assistants
o For job descriptions labeled by year
o Document from student employment supervisor training
□ Research Proposals & Follow-up Reports
o Procedure for submitting grant via NSF (includes cheat sheet)
o Directions for follow-up reports
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o Resource pages
Resources at DMSB
Facility resource page
Short description of research capacity
NEU Proposal facts sheet
□ Stationary and Signatures
o Stationary is a personalized template. Copy and paste intended text into doc and save. It
will automatically create a new copy and preserve the original. Be sure to double check
for correct dates, formatting, and spelling.
□ Travel
o Most resent travel policies
□ Accounts and Access
□ Directions to Our Office
□ Frequent Contacts
□ Sent from the Office of
o I have included this sheet in mailing hoping to receive a confirmation.
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Action Items
□ View Lynda.com tutorials
o Excel
o WordPress
o Constant Contact
□ Access QDrive
□ Access to Banner
□ Center email ([email protected])
□ MyMarketplace access
□ Have you added you as delegate in CONCUR
□ Apply for Amex Procard
□ Provide Procard Information for the following accounts (see above for links
and usernames)
o XXXX
o XXXX
o XXXX
□ Access to Student employment
o https://studentemployment.neu.edu/
o click “Information for Employers,” click “request access”
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