Mount Hood

F&A Winter Staff Recognition Newsletter

The Finance & Administration Division recognizes staff for the following awards.

  • Above & Beyond the Call of Duty (ABCD) Award: Recognizes staff who have excelled at taking on a task or project that is outside of their typical job duties.
  • Star Award: Recognizes staff who have done an excellent job in their role.
  • Wise Wolf Award: Recognizes staff who have worked at the university for five or more years and whose skillset or institutional knowledge benefit the university in solving complex problems.

The Finance & Administration division recognizes the following staff (in no particular order) for their contributions at WOU.

Jeannie Romine (ABCD Award)

Jeannie Romine was recognized for the January 2022 Above & Beyond the Call of Duty (ABCD) Award. Jeanie is the voice of Facilities Services! The Finance & Administration division appreciates Jeannie’s kindness, helpfulness, and that she listens to everyone. The university benefits from Jeannie’s ability to find the right Facilities Services employee to get jobs done as well as making sure employees are aware of the details and expectations of the requestor.

 

Marsha Smith (Star Award)

Marsha Smith was recognized for the January 2022 Star Award for being so helpful. WOU benefits from Marsha striving to get the best prices and doing great research on products and vendors. The Finance & Administration divison appreciates that Marsha volunteered to take on the additional task of tracking invoices on “Not to Exceed” contracts.

 

Mike Hanson (Star Award)

Mike Hanson was recognized for the January 2022 Star Award. He has moved into his new role fantastically. Campus Public Safety appreciates how much he cares for WOU and the students. Mike is a problem solver and always seeks to find the best possible outcomes in any given situation.

Daniel Lopez (Star Award)

Daniel Lopez was recognized for the January 2022 Star Award. Daniel has been serving on the search committee to hire public safety officers in addition to already working long and varied shifts with CPS being down two positions. The Finance & Administration divison appreciates Daniel’s helpfulness.

 

Jon Hoffman (Star Award)

Jon Hoffman was recognized for the January 2022 Star Award.  Jon is an excellent carpenter with a fantastic work ethic. The University benefits from Jon’s problem solving skills that always include options to save the university money, while still doing the job right. The Finance & Administration divsion appreciates Jon’s willingness to help with anything.

Amanda Bales (Star Award)

Amanda Bales was recognized for the January 2022 Star Award. Amanda has done a great job running the mailroom, especially with the increased workload the past couple of years. The Finance & Administration divison also appreciates Amanda for communicating to campus about package backlogs and delays.

Sandra Holland (ABCD Award)

Sandra Holland was recognized for the January 2022 Above & Beyond the Call of Duty (ABCD) Award. In a time of multiple changes in management, Sandra has been a force of calm and thoughtfulness that the entire Business Office has relied upon. The Finance & Administration divison appreciates her positivity.

 

Lauren Kennedy (Star Award)

Lauren Kennedy was recognized for the January 2022 Star Award. Lauren is conscientious about her work and doing the right thing. The Finance & Administration division appreciates Lauren’s willingness to take on extra projects and the support she provides to her co-workers.

 

Kaeli Hancock (Star Award)

Kaeli Hancock was recognized for the January 2022 Star Award. Kaeli has done a fantastic job in their role. The Finance & Administration division appreciates Kaeli’s team work and for helping with the backlog in the mailroom. Kaeli has also been working on updating the website for Facilities Services.

 

Michael Stewart (Wise Wolf Award)

Michael Stewart was recognized for the January 2022 Wise Wolf Award. WOU benefits from Mr. Stewart’s knowledge about the university and Facilities Services. The Finance & Administration division appreciates Mike’s teamwork and ability to problem solve.

 

Jamie Smith (Star Award)

Jamie Smith was recognized for the January 2022 Star Award.  She worked diligently to get all of the bonuses, COLAS, and other changes entered into Banner.  The Finance & Administration divison appreciates her hard work in completing these tasks in addition to her regular day to day responsibilities.

 

Dawn Brown (Wise Wolf Award)

Dawn Brown was recognized for the January 2022 Wise Wolf Award. Dawn is caring, patient, and follows through with connecting with WOU students and families. Her customer  service is exemplary!

 

ABCD Group Award (Dennis Johnson, Dawn Brown, Crystal Jones, Sandra Holland, Max Braziel, and Joey Benefiel)

Dennis, Dawn, Crystal, Sandra, Max, and Joey were recognized for the January 2022 Above & Beyond the Call of Duty Group (ABCDG) Award. This team worked diligently to prepare the ARP checks for mailing in one day. This was completed while assisting with the phone call volume and walk-in traffic in the Business Office.

 

Winter 2022 F&A Newsletter

Human Resources & Payroll
  • Payroll has made significant process on the implementation of Web-Time Entry, and all unclassified staff will be using Web-Time Entry in February.
  • HR has recently collected and processed the annual classified vacation payouts and put everything in place to process unclassified payout for the first time.
  • The SEIU CBA was ratified in December; HR is now processing necessary changes including COLA, Pandemic Bonuses, and getting ready for upcoming Salary Selectives. Mediation with WOU-FT is complete, and they will hopefully ratify by February 5, 2022.
  • Human Resources has created the new sick leave code to track the use of COVID sick leave.
  • HR recently moved all Employment Authorization and Pay Adjust tracking to Google Signature. It has made signatures and processing much more efficient.
  • There are currently 33 open positions through recruitment.
  • HR continues to encourage faculty and staff to get their COVID-19 booster vaccinations as a way to keep the WOU community safe.
  • Crystal Talitonu-Naea (pictured below) started working as the Talent Acquisition Coordinator in November. Crystal recently moved to Oregon from her hometown of San Jose, CA in August 2021, where she was working within the Nonprofit Sector for the last 13 years. When not helping people connect to their dream job, Crystal enjoys doing art with her kids, seeking out the best Pho in town, solving mysteries and perfecting her chocolate chip cookie recipe.

University Computing Solutions
  • Kolis Crier continues to co-lead the development of the Finance & Administration Internship program. The Finance & Administration Internship Program is one of the ways the division is working towards increasing diversity, equity, and inclusion. This opportunity offers students paid internships, mentoring, and practical experience. The division will be rolling out the following four internships for Spring term 2022.
    • University Computing Solutions (UCS) – Software Development & Applications Support Internship
    • Capital Planning & Construction (CPC) – Project Management Internship
    • Campus Public Safety (CPS) Internship
    • Finance & Administration (F&A) Internship
  • Shea Hawes continues to support the phased successful rollout of Web Time Entry. All unclassified professional employees are scheduled to be on WebTime Entry for February 2022 payroll.
  • 95% of campus network connections have been moved to a private network, reducing our attack surface from the outside world.
  • Banner Financial Aid has been installed in non-Prod and is currently being validated by Ellucian Professional Services.
  • Pamela Farr (pictured below) has recently joined the UCS team as a Warehouse Programmer. Pamela is from Eugene, where she was a Computer Information Systems Faculty member at Lane Community College.

Capital Planning & Construction
  • The Student Success Mission Development Task Force is finalizing its work. The RFQ for design services for the Student Success Center was posted and responses are due February 3, 2022.
  • Check out the CPC website for updates on the steamline and the Student Success Center.
Treasury Services
  • The net cash position as of December 31, 2021 is $32,100,973.
  • For the next 6 months, the total projected inflow is projected at $64,474,029.
  • For the next 6 months, the total projected outflows are $73,727,858.
  • The projected ending cash positon is $22,847,144 across all funds.
Office of Budget & Planning
  • FY23 budget development is underway.
    • Camarie Moreno has been providing budget support to the University Budget Advisory Committee. Click here to view the four scenarios for the FY23 Education & General (E&G) fund forecast.
    • The recording of the 1/21/22 Budget Conversation on the Overall Budget FY22 & CARES Funding is posted on the UBAC Website.
    • Click here to view past UBAC Meeting Minutes for the 2021-2022 year.
  • The Tuition & Fees Advisory Committee (TFAC) is comprised and working on its recommendation to the President for undergraduate resident tuition rate increase.
Accounting & Business Services
  • The ABS office completed the 2021 Financial Statements.
  • Eide Bailey has completed the audit of the Financial Statements and the Single Audit.
  • The ABS office is in the process of preparing withdrawals, third party billings, and the annual 1099, 1098T, and 1098E forms.
  • Paloma Larsen (pictured below) recently joined the Accounting and Businesses Services Office as a Revenue Agent 2. Paloma’s first language is Spanish, and she learned English when she was six years old. Paloma has a Health Information Management Degree and is working towards an Accounting Degree. She has three children and a sassy little dog named Norman Taylor, who only responds to Normie. Paloma loves working at WOU!

     

    Campus Public Safety
    • Public Safety Officers will participate in a racial justice training in February 2022.
    • Parking Services is working on electric vehicle (EV) chargers for the campus.
    • The Occupational and Environmental Health and Safety (O&EHS) Officer is working on OSHA required training.
    • Campus Public Safety completed a self-defense training for students.
    Facilities Services
    • Facilities Services is working on upgrading the software program.
    • Facilities Services is remodeling offices in Administration Building.
    Freedom Center
    • Michaela Loggins (pictured below) is currently serving as an Interim Co-Director.

    • The Freedom Center has proposed the following activities for winter term:
      • Black History Month Activities
      • Self-Care & Self-Love Events
      • Women’s History Month Activities
    • The Executive Director of Equity and Inclusion (DEI) will become the Advisor for the Freedom Center once recruited.

                   FALL 2021 F&A NEWSLETTER

     

    Vice President Karaman's Fall Highlights

    • The Finance & Administration division had their annual retreat on September 9th and  created 9-month goals to aid in increasing enrollment, and supporting efforts in becoming a more diverse, equitable, and inclusive institution. Once example of these efforts is that the Finance & Administration division is in the early stages of developing a Finance & Administration mentoring program to offer paid internships to WOU students. Camarie Moreno and Kolis Crier are leading this project and more information will be shared as it becomes available.

      • WOU received the 2021 West Valley Hospital Community Health Philanthropy award.

      • Ana Karaman is now the advisor for the Freedom Center Board as of August 23, 2021.

      Freedom Center Board Grand Opening on October 1, 2021

      • WOU’s newly established Freedom Center Board has moved into its temporary space in the Werner University Center until the Student Success Center is completed.
      • The Freedom Center Board in partnership with the City of Monmouth, hosted two events to celebrate Latinx Hispanic Heritage Month. The center hosted Bilingual Story Talk on September 29, 2021 and Creating Communidades on October 15, 2021.
      Human Resources
      • The newly revised mission of Human Resources is to partner with campus to help create and promote a human-centered organizational culture anchored in diversity, equity, inclusion, and respect.
      • Human Resources has developed the DEI Statement below as an application requirement for middle to high-level management/director positions.
          • Western Oregon University (WOU) is committed to increasing diversity, equity, and inclusion. The Board of Trustees’ Statement on Diversity, Inclusion, Equity, and Accessibility was recently approved on April 21, 2021. Please review the statement and address the following:
              • Explain how you see yourself contributing to WOU’s work on advancing racial equity and eliminating systemic racism.
              • How would you demonstrate a commitment to diversity across the WOU campus that values all individuals and respects differences in regard to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance?
              • Identify at minimum, one (1) inequity in higher education that you believe needs to be addressed and how you will address that inequity as an employee of WOU.
      • The Bereavement Leave Policy and the Remote Work Policy and Agreement documents are now available.
      • Mental Health Awareness week for Faculty and Staff will take place November 3-10, 2021. More information to follow. This event is co-sponsored by: Human Resources, the Rehabilitation and Mental Health Counseling Program, Student Enrichment Program, Health & Wellness Center, and Student Health and Counseling Center.
      • Crystal Talitonu will start working in HR on November 1, 2021 as the Talent Acquisition Coordinator.
      • Mayra Rodriguez Osorio (pictured below) has joined the Human Resources team as interim HR Support Specialist. Mayra is bilingual in English and Spanish and will be assisting HR with Spanish interpreting services for faculty and staff who need to meet with HR.

      Payroll
      • In collaboration with UCS, Payroll is implementing Web Time Entry in phases. By the end of November, 27 unclassified staff members will be setup in Web Time Entry.
      University Computing Solutions

       

      • Zoom Phone is live! UCS has completed a long-awaited replacement of WOU’s phone system. Elaborate demos from multiple vendors were followed by a pilot trial of Zoom Phone. After that pilot demonstrated the power and convenience of Zoom Phone, UCS began a series of presentations for stakeholders across campus. Those presentations generated many great questions and operational insights that we folded into our deployment plan. Zoom Phone entered the production phase on September 1st, when all 2,800 of WOU’s phone numbers moved to the cloud! WOU staff are really enjoying the new features like voicemail transcription, presence icons, and great sound quality. It’s awesome to seamlessly receive calls on your computer and smartphone, and even use texting. Western users made over 30,000 calls on Zoom Phone in September. And with Zoom enhancing its products at such a brisk pace, we’re in for some exciting new features in the future. The Finance & Administration division recognizes and appreciates Tom Groves for leading the implementation of Zoom phone.
      • UCS was asked to upgrade ten classrooms with technology that would allow remote participants to be able to connect to WOU Technology Enhanced Classroom systems using video conferencing software. This software would allow remote participants to see and hear what is happening, as well as interact with people in the classroom. After some careful evaluation of different technologies, discussions with colleagues at other universities, and internal discussions, we chose high quality pan / tilt / zoom cameras and beam tracking microphones for these classrooms. The equipment was purchased using CARES funding, and the classrooms were chosen based on their size, seating capacity, location on campus, as well as the age of the equipment already installed in the room. Cameras and microphones were installed over the summer, system programming was completed, and all ten rooms are now fully upgraded. These classrooms can now utilize soft codec software such as Zoom, to connect remote students, remote faculty, or guest lecturers. The Finance & Administration division recognizes and appreciates Nathan Sauer and the Customer Services and Support team for completing these upgrades.
      • UCS is hiring for a Warehouse Programmer and an Admissions Systems Programmer. To learn more about these positions, visit the Human Resources website.
      • Monica Valencia (pictured below) has recently joined the UCS team as a Customer Services & Support Technician. Monica is from Tillamook, Oregon. Monica received a bachelors in Business Information Systems at Oregon State University.

      Capital Planning & Construction
      • On August 1, 2021 Michael Smith became the Director of the new Capital Planning and Construction (CPC) department. Gabriela Eyster and Mike Elliot have also moved into the new CPC department.
      • Check out the new CPC website (currently under construction) where you can learn about WOU’s steam system.
      • The WOU Salem Grand Opening took place on September 20, 2021.
      Treasury Services

      In addition to projecting monthly cash flows and completing bank reconciliations and proof of cash, Treasury Services has been providing support on the following tasks:

      • Supporting the Tix/Bluefin new Ticketing system for Athletics, Creative Arts and Smith Fine Arts Series.
      • Supporting the Financial Statement Notes as needed
      • Supporting Financial Audit as needed
      Office of Budget & Planning
      • The Budget & Planning Office is preparing the FY22 Adjusted Budget.
      • Camarie Moreno is Co-developing the Finance & Administration Internship program.
      Accounting & Business Services (ABS)
      • Shadron Lehman will serve as the interim controller until the position is filled.
      • The annual audit is in the final stages of completion. The goal is to complete the audit by the extension deadline of December 1, 2021.
      • ABS is hiring for a Collections Agent (Revenue Agent 2) postion, and will soon be posting the job announcement for a Bilingual Receptionist position. To learn more about these positions, visit the Human Resources website.
      • Crystal Jones (pictured below) was hired in August as the ABS Procurement and Purchasing Accountant. Crystal has a Bachelor of Science in Business Accounting with an emphasis in management. Crystal’s background has primarily been in banking, however Crystal has always wanted to switch into an accounting role. Crystal is excited to be at WOU.

      Campus Public Safety
      • In late July, Rebecca Chiles moved into a new role as the Assistant Vice President for Safety and Operations.
      • Public Safety staff participated in all Student Orientation Advising and Registration (SOAR) activities.
      • Public Safety staff also participated in many New Student Week events and supported Housing with a successful move-in.
      • Public Safety Officers will participate in a Racial Justice Training fall term.
      Facilities Services

      Facilities Services staff have completed the following tasks:

      • Facilities staff completed WOU Salem and prepared it for grand opening
      • Facilities staff completed Freedom Center Board space
      • Facilities staff are continuing to work on the third floor of the Administration Building
      • Facilities staff placed air purifiers and cleaning kits in all classroom and meeting spaces
      • The damaged campus trees have been pruned or removed
      • The Giant Sequoia was pruned from ice storm damage and is ready for lights installation on November 9, 2021
      • To follow HB3294, Facilities Services installed menstruation products in at least one bathroom (women’s, gender neutral) in every building
      • Provided set up for all Destination Western and New Student Week events

      Summer 2021 F&A Newsletter

      Summer 2021 F&A Newsletter

      Accounting & Business Services Updates

      Michele Van Deusen’s Retirement

      By: Gabe Dougherty, Controller

      Michele Van Deusen announced her retirement from Western Oregon University, effective September 1, 2021.

      Public service is an equally rewarding and challenging endeavor. That is why, after twenty-seven years of faithful, loyal public service, Michele Van Deusen, the university’s inaugural Director of Accounting, has finally lunged across the finish line she set out to reach decades ago. Michele’s retirement, albeit bittersweet, will finally mark not only the termination of a long and gratifying career at Western Oregon University but a legacy that bears remarkable impact on the university’s financial systems. Some of you may know Michele personally, others only professionally or by reputation. What I am sure we can all agree on is that her smile and gregarious demeanor touched so many lives on this campus. Michele will be dearly missed as she and her family embark on a new chapter in their lives.

      Michele left a permanent mark on the university early on in her career. She was instrumental in the implementation of the university’s enterprise resource planning system (Banner), serving as the project director in the nineties (I was still in diapers). Then, in almost of a twinkling of an eye, Michele was thrust into a rapidly changing financial environment as the university separated from the State Board of Higher Education in 2015. I owe a deep debt of gratitude to Michele for her wisdom and leadership in that transition. Finally, Michele’s greatest achievement is not merely a technical nor professional one. Her greatest achievement is bearing the mark of a talented, earnest civil servant, whom I admire for her patience and compassion for all of those who might have crossed paths with her in her humble career at this university.

      We have arranged a celebration of Michele’s retirement on August 19, 2021. The celebration will be held in the lawn between Smith Hall and Lieuallen Administration.

       

       

      Two New Staff Join Accounting & Business Services

      Shadron Lehman, Interim Director of Accounting

      Shadron Lehman, the university’s Internal Auditor, will serve as the Interim Director of Accounting and will assume the Director of Accounting role when Michele retires. Shadron is a former alumna of the university, graduating with a degree in business with a concentration in accounting.

      Dennis Johnson, Accountant 2

      Dennis Johnson started working as an Accountant 2 on June 23, 2021, from the Confederated Tribes of Warm Springs, where he served as Treasurer. Dennis is also a veteran, serving in the United States Marine Corp. Dennis is the Accounts Receivable Accountant and reports to the Bursar.

      Year-end & Annual Audit

      • Annual work on year-end and a month-long audit has begun.
      • ABS encourages stakeholders to be mindful of these priorities over the next few months, but we are still deeply committed to serving their needs across campus.

      University Computing Solutions Updates

      Customer Services and Support Manager, Nathan Sauer

      Nathan Sauer (pictured to the left) has moved into a new position at University Computing Solutions as the Customer Services and Support Manager. The newly formed Customer Service and Support Team consists of the Classroom Support, Desktop Support, and Telecommunications teams.

      Max Chartier Resignation

      Data Architect, Max Chartier’s last day at WOU was July 16, 2021.

      Zoom

      • 10-15 Zoom ready classrooms will be available fall 2021

      • UCS is hoping WOU will be active on Zoom Phone by September 1, 2021. Click here to watch a Zoom Phone Overview.

       

      Office of Budget & Planning Update

      Facilities Services Updates

      Instructional Technology Center (ITC) lobby is complete!

      New awnings for the Administration Building

      Monmouth Avenue steam line project 

      Campus Public Safety Updates

      • In conjunction with the Office of Student Conduct, WOU now has 4 new self defense instructors.  Maria Bonafacio-Sample, Officers Brittany Smith, Chris Rech and Daniel Lopez attended an intensive 3 day course in southern California.  The team is excited to once again offer self defense training to our students.

      • The Emergency Planning Team (EPT) will be conducting a Tabletop Exercise (TTX) later this summer.  Their goal is to do some sort of exercise on a quarterly basis as WOU strives to be a disaster resilient university.  

      • The Parking truck you have seen on campus for the past 16 years finally made its last loop.  Thanks to equipment reserves, WOU was able to get a new truck with an updated look.  Hopefully, this one will last 16 years too! 

      Human Resources & Payroll Updates

      Human Resources & Payroll have joined the Finance & Administration division.

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