[IGPP Everyone] Staff transitions UPDATE

Mon Jul 11 12:15:58 PDT 2016

Dear Everyone,

While David Riley and Gloria Contreras happily enjoy their newfound life of leisure, many of us are busily working to fill the large hole they have left behind in the department. :) Here is the most up-to-date information on our EPSS administrative staff replacements:

*         Building Manager - Will Greer is currently filling the position at 75% time for 2015-16 (with the remainder of his time devoted to Chris Russell's group), and several staff members are temporarily covering miscellaneous duties previously assigned to David.

o   Will splits his time between 3686B Geology (David's office) and 6880 Slichter Hall; he will leave a notice of his whereabouts on the 3686B door;

o   Will is best reached on his cell phone at 805-428-2478;

o   His email address is wgreer at igpp.ucla.edu<mailto:wgreer at igpp.ucla.edu>.

*         Purchasing Assistant - we expect to hire someone within the next couple of weeks; please stay tuned for more information.

Included below and attached is an updated list of responsibility coverage (changes highlighted in yellow).

NOTE: if you notice any urgent problems in the building, e.g. leaking faucets, etc. please feel free to contact the Facilities Trouble Desk directly: you can call them at X59236 or complete an online trouble ticket at: http://www.troublecall.ucla.edu/tcall_plsql/pkg_tc.newTicket. As a follow-up, please notify Will Greer or me.

Please let me know if you have any questions or concerns, and thank you very much for your continued patience during this period of transition.

Best regards,

Carlene

CONTRERAS RESPONSIBILITIES

DUTY

ASSIGNED TO

NOTES

BAR charges

Mike R

key deposits, supplies

Catering orders

Rick F

Departmental check deposits

Rick F

Entertainment orders

Mike R

Eclipse alumni trip, et al

FedEx/UPS bills

Rick F

General orders

Mike R / Rick F

Send all requests to Mike R and cc Elyse C; work will be split with Rick F

Pcard orders

Mike R

Rick F as backup

Phone bills

Rick F

Praxair/Airgas orders

Rick F

Relocation (new faculty)

Elyse C / Mike R

Sub-contract invoices

Rick F

RILEY RESPONSIBILITIES

DUTY

ASSIGNED TO

NOTES

Building manager

Will G

Carlene B,  Steve S as backup

Classroom equipment needs

Steve S / Mike R

data projector, etc.; Elyse C and Carlene B as backup

Copy machines

Mike R

ID codes, monthly readings

Course evaluations

Yasmin T

Event support

Will G

move tables, etc.

FSR follow-up negotiations

Will G

repairs, new lab setups, etc.

FSR request processing

Rick F

Inventory - space/equipment

Carlene B / Jim N

Key checkout/deposits

Steve S

Will G, Carlene B, Mike R as backup

Lab inspections

Will G

Lock changes - combination

Steve S

includes individual combination requests

Mail sorting/delivery

Rick F / student workers

Parking, courtesy

Rick F

Elyse C and Carlene B as backup

Parking permits

Jim N

Sales&Service, invoices

Carlene B

billing outside entities; recording income received

Sales&Service, recharges

Carlene B

billing other departments; Elyse C as backup

Telephone requests

Rick F / Will G

Information Technology Services (ITS)

Textbook orders

Faculty order online

Mike R to provide support

Trouble calls (Facilities)

Everyone (x59236)

http://www.troublecall.ucla.edu/tcall_plsql/pkg_tc.newTicket

Vehicles

Will G / Carlene B

reservations, inspections, servicing/repairs, claims

Carlene Brown
CAO, Earth, Planetary, and Space Sciences
Phone: 310-825-9784
Fax: 310-825-2779

From: Brown, Carlene
Sent: Thursday, June 16, 2016 5:19 PM
To: EPSS Everyone; 'everyone at igpp.ucla.edu'
Subject: Contreras/Riley job duty transitions - please read

Dear Everyone,

As you know, David Riley and Gloria Contreras will be retiring on Wednesday, June 29 and we are actively working to find replacements to fill their positions.  In the interim their duties will be assigned to other staff members as indicated in the tables below.

We will keep you updated on the progress of the searches, and please let me know if you have any questions or concerns.

Thanks,

Carlene

CONTRERAS TRANSITION

FUNCTION

ASSIGNED TO

NOTES

BAR charges

Mike Rathjen

key deposits, supplies

Catering orders

Rick Fort

Departmental check deposits

Rick Fort

Entertainment orders

Mike Rathjen

Eclipse alumni trip, et al

FedEx/UPS bills

Rick Fort

General orders

Mike Rathjen / Rick Fort

Send requests to Mike and cc Elyse; work to be split with Rick

Pcard orders

Mike Rathjen

Rick Fort as backup

Phone bills

Rick Fort

Praxair/Airgas orders

Rick Fort

Relocation (new faculty)

Elyse Chou / Mike Rathjen

Sub-contract invoices

Rick Fort

IMPORTANT NOTE: Effective Monday, June 20 please forward all LVOs and purchase order requests to Mike Rathjen and copy Elyse Chou, if submitting request via email. This will allow Gloria time to close out any pending orders.

Also note that the Contreras Transition changes affect only folks supported by staff in the main office; all functions for people supported by staff in 3845 Slichter Hall will continue as usual.

RILEY TRANSITION

FUNCTION

ASSIGNED TO

NOTES

Building coordinator

Will Greer

Carlene Brown,  Steve Salyards as backup

Classroom equipment needs

Steve Salyards / Mike Rathjen

data projector, etc.; Elyse Chou and Carlene Brown as backup

Copy machines

Mike Rathjen

ID codes, monthly readings

Course evaluations

Yasmin Thomas

Event support

Will Greer

move tables, etc.

FSR negotiations

Will Greer

repairs, new lab setups, etc.

FSR processing

Rick Fort

Inventory - space/equipment

Carlene Brown / Jim Nakatsuka

ITS (phone requests)

Rick Fort / Will Greer

Key checkout/deposits

Mike Rathjen / Elyse Chou

Lab inspections

Will Greer

Lock changes

Will Greer

Mail sorting/delivery

Rick Fort / student workers

Parking permits

Jim Nakatsuka

Parking, courtesy

Rick Fort

Elsye Chou and Carlene Brown as backup

Recharge processing

Rick Fort

Sales & Service accounts

Textbook orders

Faculty place online orders

Mike Rathjen to provide support

Trouble calls (Facilities)

Everyone (x59236)

http://www.troublecall.ucla.edu/tcall_plsql/pkg_tc.newTicket

Vehicles

Will Greer / Carlene Brown

reservations, inspections, servicing/repairs, claims

Carlene Brown
CAO, Earth, Planetary, and Space Sciences
Phone: 310-825-9784
Fax: 310-825-2779

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