Administrative roles

Last changed: 18 July 2019

An administrative role is a collection of related administrative tasks to be carried out on behalf of a department or division. For each administrative role, there is a defined set of skills and competencies.

The administrative tasks included in these roles are primarily those where the departments/divisions themselves are responsible, that is they are not part of an overall workflow that includes tasks both at university and department/division level. An administrative role is not a work description or a position.

An administrative role can be assigned one or more employees at a department/division or other unit. It is also possible to coordinate roles and have one person hold a role for several departments/divisions.

For each role, there is a defined set of skills and competencies required for the role. These skills can be general or specific to SLU. Having the necessary skills is a prerequisite for being assigned an administrative role. Any SLU-specific skills can be obtained by taking in-house training.

Below you will find short descriptions of the different roles.

Communication

The communication role is responsible for local communication activities and maintains the department/unit website. Liaises with the central process/function to coordinate communication activities.

Decision support

Supports the prefect/head in issues concerning planning and follow-up of department/unit activities. Tasks include preparing supporting documents, analysing these and supporting the prefect/head in analysis. Cooperates with other roles which support and prepare background material for the decision support role.

Document registry and archiving

This role needs competences related to SLU’s in-house routines for document registry and archiving as its task is to support the departments/units in issues related to these fields. The role is responsible for document registry and archiving at the department/unit, and is supported by the central process/function. Its main tool is Public 360, the system used for registering documents. The role may be linked to a building, cluster or campus rather than a department/unit.

Education data management

This role is responsible for maintaining data in the administrative systems relating to education such as Ladok, SLUKurs, Slunik, NyA and Epsilon. Tasks include registering data and generating reports for all levels of education. Some of these tasks may be handled by the decision support role or one of the education administration roles. If that is the case, those roles will need to have permission to the systems concerned.

Environmental management role

The facility administration role, the security role and the environmental management role continuously communicate with the central process/function. The roles are often not linked to a department/unit but rather to a building, cluster or campus.

Facility management

The facility management role, the security role and the environmental management role continuously communicate with the central process/function. The roles are often not linked to a department/unit but rather to a building, cluster or campus.

Financial administration

Main tasks are linked to the systems for financial administration such as Agresso and Baltzar. Tasks include keeping accounts, invoicing and handling payments. Some of the tasks may need to be carried out by the decision support role, the economist role or the project finance role. If that is the case, those roles will need to have permission to the systems concerned.

Financial management

The economist role requires a university degree in a suitable discipline or equivalent experience. This role is responsible for providing support for the department/unit in issues concerning financial administration and reporting. Coordinates and provides quality assurance of all work at the department/unit relating to accounts and finance. Also acts as support for the decision support role.

HR administration

The principal tasks of this role involve the administrative system Primula or the travel expense management system. Other tasks include handling accounting entries and reimbursements, preparing reports and monitoring absences, leave and travel expenses. Some of these tasks may be handled by the decision support role or the HR management role. If that is the case, those roles will need to have permission to the systems concerned.

HR management

This role supports the department/unit in staff-related issues. More complex staff issues are handled by the HR department. The role acts as support during recruitments and manages some aspects of employment procedures. The role also acts as support for the decision support role by providing necessary background information.

HR records

This role works with the staff database Ansti, maintaining information about employees and organisational units. Some of these tasks may be handled by the decision support role or the HR management role. If that is the case, those roles will need to have permission to the systems concerned.

IT

At SLU, responsibility for IT is decentralised and rests with the departments. In most cases, they in turn delegate this responsibility to the Division of IT, but some departments have their own IT coordinators. When that is the case, the IT coordinator must have the competence and the skills defined for the IT role. IT coordinators are appointed by the head of department.

All IT coordinators are responsible for ensuring that ÍT operations take place in accordance with SLU's rules and guidelines, as well as any instructions from the head of IT.

Project finance

This role is tasked with supporting researchers in issues concerning projects and contracts. If the department/unit handles a large number of projects/contracts, the role will have access to the Agresso project module, otherwise the financial unit will be responsible for this.

Purchasing

This role needs to be familiar with SLU’s rules and routines for purchasing and will, together with the central process/function, support the department/unit in all issues relating to the purchase of goods and services. The role will be defined in more detail in a later project, where SLU purchasing routines will also be reviewed.

Security

The facility administration role, the security role and the environmental management role continuously communicate with the central process/function. The roles are often not linked to a department/unit but rather to a building, cluster or campus.

Web publishing

The web publishing role involves being responsible for a defined part of one of the SLU web sites, such as the pages of a department, division or thematic field. Tasks include supporting the publisher’s own unit in its web-based communication and editing, creating and deleting pages and files on behalf of the unit.

The web publisher decides what is to be published and has the mandate to adapt content to make it accessible and useful for the intended audience. When needed, the web publisher liasies with the SLU Web Team.

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