I have taken on different roles within higher education over the past ten years and worked with professionals whose responsibilities range from administrative systems to strategic planning. Whether focused on special projects or daily operations, it is clear that today's higher education administrators require expertise, time management and technical skills.

This issue of In the Know highlights some of the factors driving the pace of business in higher education and strategies for addressing them. I hope these thoughts lead to job satisfaction, efficiencies and success. But I cannot promise they will bring a debut novel!

Sincerely,

Tracy Filosa

 It is not just one job any more
Administrators wear many hats: project management, research, customer service, analysis, documentation, contract negotiation, compliance reporting... These diverse roles require a multitude of skills.

Parse the work
Not all work is the same, and often one resource is not the solution. If one person is having trouble getting to voicemails, emails, meetings, reports, training sessions, filing deadlines, reconciliations, chances are there is a need for more than one type of help. To best support multiple responsibilities, consider the nature of the work that needs to be done. For example, you may find that a combination of administrative and research support relieves the overwhelming crush, so an expert can focus on core competencies, and complete work more efficiently.

Help does not need to come from one source. I have often found large organizations presume that a new full-time staff position is the required response to workload bottlenecks. Sometimes this is the best solution, but often more flexible staffing solutions, such as of backfilling with internal resources, sharing a part-time employee with another department, assigning tasks to freelance contractors or consultants for a specified period of time, and/or hiring interns or graduate students for project work enable more targeted and cost-effective effort.

There is no off-season
Financial and administrative cycles are still shaped by monthly, quarterly and annual calendars. Reports usually correspond to governing board meetings and committee schedules. But the volume and diversity of the university portfolio eliminates the calm that used to surface between events. Sophisticated administrative systems generate instantaneous information. No more lags. The pace of business is full speed ahead. Realistic project work
Special projects are a great way to give people new experiences, let them showcase hidden talents, apply their skills to new contexts and work across teams. For projects to succeed, managers must recognize that daily operations are no longer part of staff work and that employees have capacity for handling all the tasks associated with their disciplines.

As workload and responsibilities expand, bring in the appropriate internal or external resource to perform the tasks that do not capitalize on inherent strengths. For example, if someone from the treasury office has been selected to participate on a special project because she has excellent cash management and banking service experience, let her focus on her expertise. If she struggles with writing and project management, bring in someone who excels at that aspect of the project, so there is more success, less struggle and still time for primary responsibilities.

Doing more with less
Colleges and universities now enter into sophisticated business arrangements that enable them to participate in and offer cutting edge programs, such as student loan financing, eCommerce and energy swaps. These deals offer employees new skills and professional relationships, but also bring real demands, often in addition to their "day jobs." Think beyond the signed contract
When considering these relationships, factor in the ongoing management of the business, not just the effort to get it underway. It may make sense to engage the vendor for support services beyond implementation, to ensure that a manageable solution is in place for customers and for staff.

The challenges and opportunities afforded in higher education finance and administration attract talented professionals. They do not expect to spend their days writing novels, but they need the appropriate support to enable them to achieve success and fulfillment in their work. Be realistic about workload and support key staff with creative partnerships, so good people are inspired to stay and grow in the dynamic business environment of higher education.

Happy commencement season! I would be remiss if I did not link to a tongue-in-cheek editorial from a parent of a recent college graduate. The tradition continues as this piece by Chuck Cohen in the Christian Science Monitor reminds us how important it is to offer topnotch academic programs and state of the art facilities while maintaining modest tuition increases.

Pompous and circumstance »

Thanks to the many attendees who participated in the session that Sunny Callahan and I presented at the EACUBO Workshop in March!

Presentation materials are available on the TAF website.

Finance and Budget Training for Department Administrators »

TAF CONSULTING
TAF Consulting is a flexible, responsive consultancy that provides planning, documentation and training services to colleges, universities and other nonprofit organizations. TAF offers cost-effective solutions, so clients can access and develop industry-specific skills and expertise for their organizations.

Contact TAF or visit our website to learn more about our work and to read previous editions of In the Know.