Meet Your Colleague: A Q&A with Gretchen Cleveland, Executive Assistant to the Executive Vice President for Academic Affairs

Name: Gretchen Cleveland

Job title: Executive Assistant to the Executive Vice President for Academic Affairs (that’s a mouthful)

Department: Academic Affairs

How long have you worked at Whitworth? Starting my third year, if you don’t count my year of student work in the post office or my year as a BJ resident assistant.

What do you like best about your job? Making sure Michael [Le Roy] is where he’s supposed to be and has what he needs to get his job done. Truly, I love support work because it’s behind the scenes and I get to help people do their jobs better. I also love organizing and making things more efficient. People have told me I’d be a great person to help on “Hoarders.”

In what ways do your gifts and abilities help meet the needs of the campus community you serve? I really like people. I love being able to listen and figure out solutions to problems. I think it’s been a lifelong philosophy to meet a need when I see a need.

Favorite book: Life is So Good, by George Dawson. My grandpa recommended it to me and it’s the amazing true story of an African American man’s life through major points of American history and his perseverance to learn how to read late in life.

Favorite movie: I could say something deep here, but I’ll be honest: “27 Dresses.” As a serial bridesmaid, parts of the movie resonated. And it is one of my favorite movie-watching stories, as I got a group of friends together to go watch it in our bridesmaid dresses. We walked into the movie, and the entire theater turned into a bridesmaid support group as people started describing horrible dresses they had to wear and experiences with bridezillas. It was epic.

Favorite food: Josh’s homemade pasta. There’s a reason why I’ve gained weight since I married him. The man is a talented chef.

Favorite quote: “Take the first step in faith. You don’t have to see the whole staircase, just take the first step.” Dr. Martin Luther King, Jr.

Favorite music: I pretty much listen to anything except country music. Current favorite artists include David Gray, William Fitzsimmons, Nickel Creek, Joshua Radin and whatever else Josh transfers to my iPod. He’s my music-loving equal.

Favorite animal: Sheep. My in-laws have a few sheep on their farm in Snohomish and I just love them.

Guilty pleasure: Ice cream; sadly, I don’t feel that guilty eating it.

Hobbies: I dabble in many, but am not superior in any. Sewing, knitting, skiing, hiking/backpacking, biking, swimming. I’m always looking for new things to try.

Best vacation ever: Disneyland as a “nanny” for my nephews. Dear, sweet time with my sister and brother-in-law and lots of memories hanging out with my nephews and seeing Disneyland at kid height and through kid wonder.

Birthplace: Seattle, Wash.

We’d be surprised to know that…I traveled in Europe solo for five weeks when I was between jobs and in a full blown quarter-life crisis. God bless my parents for letting me move back in with them so I could fund the trip, and for their understanding and trust in putting me on a plane without knowing how to get a hold of me. I learned a ton about myself, saw beautiful places, ate amazing food, and made some lifelong friends.

I collect…family heirlooms. Being the youngest, I’ve had the good fortune of receiving many family hand-me-downs. Our home has a lot of history in it as a result.

If you could travel anywhere in the world, where would you go? Italy, with India at a close second.

If you could try anything and not fail, what dream would you attempt? Skydiving. Now that I’m married, I’ve lost some of my daredevil nature.

What is your favorite sound? Mountain lake waves lapping at the shoreline, with a rustling breeze through the trees

What is your life motto? “‘How are we going to get through this craziness?’ I said. ‘Left foot, right foot, left foot, breathe . . .’” Anne Lamott

Favorite childhood book: We Help Daddy. It was one of those Little Golden Books and I still have yet to acquire a copy. Apparently my sisters and I would make our parents read it over and over at bedtime. It’s probably why they got rid of it when we grew up.

Favorite childhood TV show: Toss up between the “Cosby Show” and “Family Ties.” I always loved seeing how the opening would be redone in the fall for the Cosby family, and, well, “Family Ties” had Michael J. Fox, teen heart throb of the 80s.

Least favorite word: Anyways – it drives me nuts

If you could go on a road trip with anyone (from the past or present), who would you choose and where would you go? My dad, grandpa and husband, and a road trip to the Banks’ Pinnacle site on the East Coast where my great-great-grandfather used to preach. I think the time in the car with three theologians and the family history that would be discussed would be rich. Plus, those three are some of the funniest men I know, so I would laugh a lot. Josh never met my grandpa, and I know they would have hit it off marvelously.

Best high school class subject: English, but I didn’t really excel at the written word until I met [Whitworth Professor of English] Doug Sugano and his in-class essay exams. I’m still nursing a case of PTSD from Brit Lit.

Update on Admissions and Financial Aid

Dear campus colleagues,

I hope this e-mail finds you enjoying your summer. With August 1 around the corner, I am beginning to get that excited feeling in my stomach that must mean the fall semester is getting closer. Hopefully we’ll get some consistent summer weather before that happens!

I want to update you briefly on decisions I’ve made regarding leadership in our admissions and financial aid division. As you know, Fred Pfursich stepped down from his post as vice president on Tuesday. We continue to wish Fred the absolute best during his transition to California, and we appreciate his long service to Whitworth. With Fred’s departure and the immediate need to continue our efforts toward this fall’s entering freshman class, as well as our planning for the Fall 2012 entering cohort, I appointed Greg Orwig as acting vice president. Greg officially took his post yesterday. For the past month, Greg has worked closely with Fred and the teams in enrollment services to ensure a smooth transition.

This week, I asked Greg to serve in his role as acting vice president indefinitely. I am very confident in Greg’s abilities and experiences that will enable his leadership in this very important area of university operations. Those who work so diligently in admissions and financial aid have also expressed to me their confidence and excitement about working with Greg in his new role. I met with the admissions services group this afternoon and informed them that we will not be engaging in a formal search to appoint a permanent vice president this year. Rather, I would like to give Greg and his team the opportunity to execute on our enrollment plans without the constraints of a formal search occurring simultaneously.

At the end of this year, I will reevaluate our standing in enrollment services and make a decision about ongoing leadership in that area. In the meantime, I’ve given Greg a clear charge to evaluate all of our recruitment and aid efforts and to make any necessary changes that he determines will enhance our ability to achieve the enrollment and composition goals articulated in the Whitworth 2021 plan. I appreciate Greg’s willingness to take on this new role. I know he will appreciate your support and prayers.

As Greg vacates his office in McEachran, I am assessing the ongoing needs in my office and for our campus related to the role of chief of staff. I expect that position will be filled, but I am unsure of any timeline. In the interim, Greg will continue to chair our University Council and its effort to monitor and support the implementation of our strategic plan.

While I have you, let me give you a quick summary of this fall’s enrollment picture. As of yesterday, we had 541 confirmed freshman students. You will recall that our final enrolled freshman count last year was an unusually large 683 students. The 541 figure represents an approximate 60 student deficit relative to our goals to produce an entering class of about 600 students. As you may have read or are hearing from colleagues at other private institutions, our results are not dissimilar from what other campuses are experiencing this year, but missing our enrollment goal does create some real challenges for us.

The good news is that this fall’s entering freshman cohort appears to be among Whitworth’s highest achieving classes in recent history. The average SAT of this fall’s confirmed freshmen has risen 30 points over last year’s figure, to 1803 – we clearly traded off size for quality in this cohort; not a bad tradeoff but for those pesky dollars that are inexorably attached. Our confirmed transfers for this fall currently number 77 – our goal is to hit 85 transfer students, and it appears that we may very well hit that target. Overall, Gary Whisenand’s most recent estimate of overall full-time matriculated day (i.e., FTMD, or traditional undergraduate) enrollment is 2,192. Last year’s fall number was 2,202. So after experiencing an approximate 9% growth in that figure last year, we will see a very stable enrollment picture this year. Recall that our Whitworth 2021 plan calls us to grow gradually to approximately 2,300 FTMD students and then maintain that level indefinitely.

Lastly, our budgeted FTMD enrollment for fiscal year 2011-12 is 2,246, so Gary’s estimate puts us about 54 students behind budget. As I mentioned above, this is a real challenge, and the Cabinet has already made adjustments to this year’s budget to reflect this reality. Let’s all pray that our numbers hold tight this summer so that further budget reductions aren’t necessary.

Rounding off the enrollment picture are students in continuing studies and graduate programs. Cheryl Vawter informed me today that continuing studies enrollments are “strong and steady,” while graduate program enrollments are still in flux due to their regular cycle of admissions which is less amenable to analysis at this time of year. More information on those figures will be forthcoming.

Thanks for being patient…this e-mail wasn’t intended to be this long or boring. Numbers are important and have a direct impact on our campus, but they don’t define us. What defines us is our Christ-centered mission and our commitments to serve our students and community. Thank you for living out those commitments so well.

See you around The Loop, and continue enjoying your summer.

Beck

Meet Your Colleague: A Q&A with Michelle Pace, Program Coordinator for the Weyerhaeuser Center for Christian Faith & Learning

Name: Michelle Pace


Job title: Program Coordinator

Department: Weyerhaeuser Center for Christian Faith & Learning

How long have you worked at Whitworth? 18 years

What do you like best about your job? When students have a great experience in our classes.

In what ways do your gifts and abilities help meet the needs of the campus community you serve? I really like to help people and make sure they feel comfortable in what they are trying to do.


Favorite food: Fettuccine Alfredo

Favorite quote: “For God so loved the world that he gave his only begotten Son, that whosoever believeth in him should not perish but have everlasting life.” John 3:16

Favorite Music: 80s, disco (!), gospel and bluegrass

Favorite animal: Horse

Guilty pleasure: Watching “The Bachelorette”

Hobbies: Knitting, crocheting, reading

Best vacation ever: Greece. We visited Ephesus, and it was just amazing.

Birthplace: Seattle, Wash.

If you could travel anywhere in the world, where would you go? Fiji. It just looks beautiful.


If the whole world was listening, what would you say? “For the love, believe in Jesus! Your life depends on it!”

Favorite childhood book: Janette Oke books

Favorite childhood TV show: “Little House on the Prairie”


Best high school class subject: English

Employee Wellness Newsletter: Find the right fitness trainer; Info on sunscreens; Revised USDA food group recommendations

Human Resource Services regularly shares information provided to us by recognized organizations that promote health and wellness. Below is the Wellness Newsletter from Spokane Regional Health District for the month of July.

Employee Wellness Newsletter July 2011

Meet Your Colleague: A Q&A with Assistant Professor of Athletic Training Jolene Fisher

Name: Jolene Fisher

Job title: Assistant Professor of Athletic Training

Department: Health Sciences

How long have you worked at Whitworth? 8 years

What do you like best about your job? I love the hands-on laboratory time with the students; seeing the “a-ha” moments is priceless.

In what ways do your gifts and abilities help meet the needs of the campus community you serve? I’m compassionate and a good listener. I think students want someone they can talk to and feel a connection with. I have fun around them and I’m not afraid to be myself. I think that helps me with teaching and advising.

Favorite book: Same Kind of Different as Me, by Ron Hall and Denver Moore

Favorite movies: “Toy Story” 1, 2 and 3

Favorite food: Chips and homemade salsa

Favorite quote: “If you do what is easy, your life will be hard. If you do what is hard, your life will be easy.” – Les Brown

Favorite music: 80s

Favorite animal: Dog – I don’t have one, but someday I want a Boston Terrier

Guilty pleasure: Watching “The Bachelor”

Hobbies: Arts and crafts, card making

Best vacation ever: Annual trip to Mexico with my husband

Birthplace: Bremerton, Wash.

We’d be surprised to know that…in the summer we drive a fire-engine red, 1962 Chrysler 300

convertible.

I collect…my kids’ artwork

If you could travel anywhere in the world, where would you go? Australia and New Zealand

What cartoon character best describes you? Road Runner – I don’t like to run, but I’m always going!

If you could try anything and not fail, what dream would you attempt? I have a home-based business, so it’s my dream to see this be successful so I can help so many others have what I have.

What is your favorite sound? I don’t know if it’s a favorite sound, but I love watching my children sleep.

What is your life motto? Live a balanced life, even if it takes you a little longer to reach your goals.

If the whole world was listening, what would you say? Because I’m so passionate about health, I would tell the world to educate themselves about sustainable living practices. Be more buyer-beware and conscientious about what they put on and in their bodies. I like www.ewg.org because they educate us about being better consumers.

Favorite childhood book: Disney Children’s Classics

Favorite childhood TV show: “The Muppets”

Least favorite words: Any four-letter word and God’s name used in vain

If you could go on a road trip with anyone (from the past or present), who would you choose and where would you go? My sister, on a girls’ vacation to a spa/retreat somewhere secluded

Best high school class subjects: Anatomy and physiology or chemistry

Fiscal Year 2012 Budget Information

Dear Colleagues,

As we approach the end of another fiscal year, please see below for a review of our end-of-year deadlines. By meeting these deadlines you will help us better prepare for our audit and successfully close fiscal year (FY) 2011.

EXPENSE PROCESSING

1. Purchase Orders: We anticipate that if the P.O.s were in place by May 31, all items will most likely be received by June 30. For the exceptional cases where this does not happen, departments will need to contact us and submit documentation (i.e. e-mails, correspondence, etc.) evidencing that all possible efforts were made with the vendors to receive the items by June 30. Unless we hear from the departments before July 15 reporting that there have been unforeseen issues delaying deliveries, we will assume that all items received after June 30 are to be charged to the 2012 budget.

2. Purchasing Cards: If you will be gone all summer and will not need your P.C., we suggest you leave it in a locked desk at Whitworth or send it to A/P for safekeeping to prevent using it by mistake. It causes a great difficulty when charges are made against P.C.s, log sheets are generated, but the employee and/or supervisor is off campus for the summer.

- If you are a P.C. holder and will be off campus during the summer, please check your e-mail periodically around the end of the month to see if there are questions regarding your PC log.

3. Other Procurement Less Than $5,000: This includes honorariums, pending invoices, mileage reimbursements, petty cash expenses, and expense reimbursements. Any goods and/or services rendered/received prior to or on June 30, 2011, need to follow the same requirements as Purchase Orders and Purchasing Card transactions, i.e. all documentation and check requests need to be submitted for reimbursement as close as possible to June 30 and no later than July 15, 2011. Unless we are notified before or on that date that a specific good or service was received before June 30 and that there are delays in receiving billing documents, we will post all documents received after July 15 against next year's budget. July 15 is the date we start closing our books in preparation for the auditors’ visit.

Budget officers, please note that incurring additional expenses once the department’s budget is exhausted is in direct violation of the university’s policy and qualifies as a work-performance issue.

We really appreciate your help with the compliance of these deadlines and all our policies. Please feel free to call us with your questions, comments or concerns regarding these deadlines or any other issues.

Thanks much in advance for your help.

Blessings,

Luz Merkel

Hello, Good-bye: Campus Community Invited to a Welcome Reception July 13, Farewell Receptions July 14 & 15

Welcome Reception for New Athletics Director Aaron Leetch July 13

All faculty and staff are invited to a reception to welcome and meet new Whitworth Athletics Director Aaron Leetch.

When: Wednesday, July 13, 4-5:30 p.m.

Where: The Fieldhouse Foyer

For more information, please contact Susan Meyer by e-mailing susanmeyer@whitworth.edu or calling 509.777.3224.


Farewell Reception for Fred Pfursich July 14

You are invited to attend a campus reception to honor Fred Pfursich for his 20 years of service to Whitworth University as vice president for admissions and financial aid. Please stop by for refreshments and to extend your best wishes to Fred as he assumes his new position as vice president for enrollment at Whittier College, in California, on Aug. 1.

When: Thursday, July 14, from 2-3:30 p.m.

Where: The Lobby of Cowles Auditorium


Retirement Reception for Jerry Paschall July 15

Join us as we celebrate Jerry’s 20+ years of service to Whitworth. If you have had something delivered on campus or have had to move your office, it was likely Jerry who took care of it. Come and wish him well.

When: Friday, July 15, from 2-3 p.m.

Where: Avista Square, Weyerhaeuser Hall

New Mileage Rate Effective July 1, 2011

New Mileage Rate Effective July 1, 2011

Per a statement issued by the IRS, Whitworth will reimburse mileage for business travel, from July 1, 2011 through Dec. 31, 2011, at 55.5 cents per mile. Mileage accrued prior to June 30, 2011, will be reimbursed at 51 cents per mile.

The mileage reimbursement forms are located on the Business Office Public SharePoint Site under BO Documents.

Join Us for a Reception for Fred Pfursich on July 14

You are invited to attend a campus reception to honor Fred Pfursich for his 20 years of service to Whitworth University as vice president for admissions and financial aid. The reception will be held on Thursday, July 14, from 2-3:30 p.m. in the lobby of Cowles Auditorium. Please stop by for refreshments and to extend your best wishes to Fred as he assumes his new position as vice president for enrollment at Whittier College, in California, on Aug. 1.

Recording July 4 Holiday Hours for Non-Exempt Hourly Staff

If applicable to your position, please remember to record the Fourth of July holiday observed on Monday under “Other Time Hours,” choosing “Holiday” from the drop- down menu under “Other Time Types.” If you did work on July 4, please note in the comments section of your time card that you worked on the holiday.

Although students are not eligible for holiday hours, if they did work on the holiday, please make the corresponding notes in their time card comments section.

Thank you for ensuring that these hours are recorded correctly for yourself and the employees you supervise.

Payroll Services

Fiscal Year 2012 Budget Information; Conflict of Interest Form

Dear Campus Community,

We would appreciate budget managers taking a few minutes to verify that FY12 allocations are as expected, and to let us know by July 31 if you have any questions or concerns. If we do not hear from departments by then, we will assume that budget allocations are correct.

Please note that FY12 budgets will appear the same as they did when we started FY 11, unless permanent allocation changes were requested or approved by your area vice president during the budget preparation process. This practice may be different by the end of FY 12 because, as we have previously mentioned at different venues and meetings, the coming months will see the university engage in a comprehensive self-evaluation process to ensure our budget allocations are conforming to our current enrollment patterns and are achieving the goals outlined in the Whitworth 2021 strategic plan.

The university continues to experience sound financial health; we have been shielded from most of the more serious financial challenges other institutions have experienced. We continue to depend on your good judgment and due diligence when managing departmental budgets, making spending decisions, and committing funds on behalf of the institution. These sound practices will be even more important this school year as we start implementing the Whitworth 2021 plan, which calls us to be very intentional about investing our resources in strategic initiatives and improvement efforts.

We will be contacting you in the next few days to request that you complete a new Conflict of Interest (COI) form via SharePoint. We also suggest departments review their Designation of Authority (DOA) data in WhitNet to ensure that budget roles assigned are consistent with the most current department structure.

Now that we have the electronic budget review process in WhitNet, designated budget reviewers are expected to conduct monthly budget reviews and request timely corrections when needed. Since the system easily tracks when reviews are completed, we are able to provide budget managers and supervisors with reports on the performance of these reviews.

Thanks much in advance for your cooperation with our financial policies and procedures and for your careful stewardship of the university’s resources.

Blessings,

Luz Merkel
Associate Vice President for Finance & Administration

PS: Please remember that the last day to process expenses and transactions against FY 11 is Friday, July 15.