Administrative Responsibilities of the Chair

With the assistance of the academic department coordinator, the chair is responsible for preparing and proposing budget requests, establishing expenditure priorities, and fairly and equitably administering the department budget—subject to the guidelines established by the dean of the faculty.   The chair makes recommendations about equipment and supplies for purchase, projects space and equipment needs for the department, and exercises general responsibility for departmental facilities and equipment, in consultation with the dean’s office, and in accordance with college policies.

The Budget Process

The chair, after consulting other members of the department, prepares an annual budget request for support of departmental activities, in accordance with a time table and procedures outlined by the dean.

Budget Monitoring

The chair administers the approved budget, approving expenditures and reviewing the department’s accounts regularly to ensure that funds are spent appropriately and that the bottom line of the budget is not overspent.  The chair alerts the dean of any spending concerns. Some departments may also have restricted (current gifts and endowments) and/or reserve accounts that need to be monitored.

Grants

The chair reviews all grant proposals and approves decisions regarding personnel and equipment involving his or her department, as well as the physical space requirements of the grant proposal.  The chair is required to sign the Grant Proposal Review Form before faculty members can submit their proposals.

Facilities Planning

The chair is responsible for general oversight of departmental facilities and operations and for identifying additional facility resource needs.

Technology Planing and Management

The chair oversees departmental technology planning and identifies departmental technology needs and services.

Advancement / Alumni / Communications

The chair provides information to Advancement as requested to steward existing donor funds and support gift proposals. The chair may be asked to participate in conversations with potential and current donors and the college. The chair oversees the departmental website content.

System Access

To access accounting forms and online reports, please go to the website of the Office of the Controller

Questions

The first point of contact for routine budget and accounting questions is Steven Hegarty in the Office of the Dean of the Faculty. She may be reached at shegarty@amherst.edu or x5937.  Questions about space and equipment, policy, and budgeting should be directed to Jack Cheney at jtcheney@amhest.edu or x2311.