About Biology / Facilities and Resources / Academic Administration Staff Duties

Academic Administration Staff Duties

Jacqueline Burke
Academic Administration Senior - Lead
(jjburk3@uky.edu, Room 101 C, 859-257-7140)
 

Departmental Management:

  • Leads Department Operations.
  • Produces Weekly Department Newsletter.
  • Manages Biology Department Teacher Course Evaluations each semester.
  • TA Coordinator assisting Associate Chair with Graduate Student teaching assistants.
  • Maintains TA Credentials Database.
  • Manages TA Observations/Evaluations Forms each semester.
  • Coordinates TA Orientation and Language Screenings.
  • Maintains official departmental electronic files and records.
  • Biology Website Updates
  • Assists with Concur travel reports and triage ticket management when needed. 

Payroll Management:

  • Manages Department Payroll, including Faculty (overloads and summer salary), Graduate Student Payroll, Postdoctoral Scholar contract renewals, Student SNWS/Work Study, and Staff/Temporary positions.

Human Resources Duties:

  • Hiring Authorization Forms submission for various positions, such as Faculty, Post-Doctoral, Staff, Student SNWS, Work Study, Staff/Temporary, STEPS, Visiting Scholar, and Visiting Student positions.
  • Handles Onboarding and Offboarding processes for Faculty, Post-Docs, Staff, and Graduate Students
  • Coordinates Faculty and Post-Doc Reappointments
  • Acts as a Liaison to the College HR Group

Graduate Program Manager:

  • Manages Graduate School Appointment Forms submission process.
  • Tracks and manages disbursement of Graduate Student Fellowships/Block Funding.
  • Monitors Financing on Graduate Research Fellowships, Student Travel Awards and Graduate Mini Pilot Ribble Grant Awards.
  • Manages LCT Forms submission each semester.
  • Manages Summer Federal Work Study for Graduate Students
  • Coordinates Graduate Orientation, TA Orientations, and Language Screening.
  • Acts as Graduate Recruitment Coordinator, assisting the Director of Graduate Studies.
  • Serves as Graduate School POC for exam cards, qualifiers, and dissertations.
  • Performs Degree Audits for master’s students.
  • Maintains record of committee meetings forms and all other graduate student files.
  • Communicates Key Dates and Important Deadline Announcements.

Financial Responsibilities:

  • Approves Department Account transactions.
  • Assists the Biology Department Chair with Budget Management.
  • Acts as the Point of Contact for Business Unit.
  • Assists with Concur Travel Reports and Triage Tickets submission, as needed.
  • Manages Student (undergraduate and graduate students) Payments & Scholarships. 
     

 

 

 

 

Kristina Morgan
Department Manager Senior
(biology@uky.edu, Room 101 D, 859-257-3804)

Faculty Affairs:

  • Promotion & Tenure Dossiers: Assists with preparation and submission of faculty promotion and tenure materials.
  • FMER Process: Coordinates Faculty Mid-Year Evaluation Reports with the Department Chair.
  • Faculty Recruitment: Coordinates recruitment processes with the Faculty Search Committee.
  • Faculty Reviews: Coordinates 2nd, 3rd, and 4th-year reviews for tenure-track faculty.
  • Elections of Standing Committees: Coordinates faculty elections for departmental standing committees.

Biology Events Management:

  • Seminars Management: Coordinates department seminars, including scheduling and logistics.
  • Event Coordination: Manages department events such as workshops and symposia.
  • Visitor Travel Arrangements: Manages travel and lodging for guest speakers and visitors.

Development:

  • Social Media Management: Oversees the department's social media presence and content.
  • Biannual Newsletters: Produces and distributes the department’s biannual newsletters.

Philanthropy:

  • Alumni & Donor Relations: Supports alumni engagement and fundraising efforts for the department.

Departmental Support:

  • Support to Department Chair: Assists with administrative tasks and meeting coordination.
  • Travel Reports & Triage Tickets: Helps with Concur travel reports and triage ticket management.
  • Website Updates: Keeps the department website current with seminar and event information.
  • Meeting Minutes: Records and distributes minutes from faculty meetings.
  • Electronic Signage: Updates content on the department’s electronic signage.
  • Supply Ordering: Manages the ordering and inventory of departmental supplies.

 

Allegra Solomon
Department Manager Associate
(biology@uky.edu, Room 101 B THM, 859-562-2921)

 

DUS Support:

  • Group Advising: Create polls, allot time slots to faculties, arrange rooms, sent canvas & ListServ announcements, generate QR code for student sign-up, display signage
  • Undergraduate Resource email – help DUS monitor
  • Undergraduate List-Serv Announcements
  • Assists DUS with K-week.
  • Biology Department handout folders for prospective students: Make 6-10 copies each week for DUS
  • DUS/BUSA workshops: Create tickets, get Procard, purchase items, upload tickets
  • Add/ delete/ update users & contents in the Biology Majors listserv and Biology Majors Canvas shell
  • Biology Independent Research Course Tracking: BIO 394, BIO 395, BIO 397, BIO 398
  • Undergraduate Course Overrides

Course Scheduling Support:

Assists DUS and Associate Chair with the following: 

  • Academic Course classroom & exam room scheduling
  • Pink sheeting courses
  • Class cancellations & reaching out to students in canceled courses/ sections to disenroll
  • Co-ordinating with A&S Scheduling for course catalog updates

Ribble, Scholars, and Graduation:

  • Assists DUS with Undergraduate Ribble Scholarship
  • Biology Departmental Scholars Program: Tally GPA, courses, and credits through myUK
  • Assist with Undergraduate Graduation Reception – RSVP Web Form, create honor certificates, provide names of Ribble Award Winners being recognized, and send out graduating ceremony invite via undergraduate listserv. (Work with DUS and Senior DM)

Other:

  • Proctor Schedule Coordinator with Associate Chair Assistance
  • Co-ordinate for missed proctor assignments
  • UG Focus Group Alzheimer’s patients meet room co-ordinations

Neuroscience Program Support:

  • Support for Neuroscience Program and Director
  • Neuroscience Graduation Reception - (work with Director, DUS and Senior DM)

Departmental Support:

  • Room Scheduling (lab meetings, meetings, qualifiers, dissertation, speaker meet, etc.)
  • Syllabi Collection (first week of each semester)
  • Biology Learning Center schedule updates on the department website
  • BLC hours tracking & weekly emails
  • Updating Biology controlled room Google calendar & link it to our website
  • Electronic Signage Content/Updates
  • FERPA/ SLCM accesses for new faculty & students
  • Apple TV reservations
  • Textbook Contact for Biology - (department contact if needed)