The Program Director and Crisis Management

Enrique Mendez, Program Director of Western University's Optometry Program (WUOP) was reviewing the irregular salaries line of the budget/expense report he had received from Kelly Kennedy, an optician in his department. Part of Kennedy's job description was to reconcile the monthly expense account of the program with the established budget for the fiscal year. Kennedy had noticed discrepancies regarding irregular salaries, a term for over-time expense for optical clinic staff. In the irregular salaries line, Kennedy noted that the expenses incurred for over-time work had increased significantly during the last six months. This was odd as the optometry students were on a semester schedule and there had not been any special circumstances that would warrant the over-time work. Rather, there should have been a consistent amount expensed for over-time reported. Nonetheless, Kennedy showed Mendez that approximately 80 percent of the budget allocated for irregular salaries had been expensed, with 75 percent of the budget year expensed. How should Mendez handle this situation? located about 25 miles south of Charlotte, NC. Local media was prompt in arriving on the scene, and the story was already popping up on local news websites. La Barrie's phone began ringing nonstop with requests for interviews from wire services, newspapers, and radio and television stations throughout the country, even some international media outlets. Western University Optometry Program The Western University Optometry Program (WUOP) was a collaborative relationship between the State of Idaho and Lewiston University School of Optometry, Nebraska. Each year, WUOP enrolled eight Idahoan residents for course-work at Western University, which was equivalent to that received by first year students at Lewiston. These eight students then transferred to Lewiston for their remaining three years of optometry school. The State of Idaho provided a scholarship for each student of approximately 50% of Lewiston's tuition each of the four years. The administration of WUOP was controlled in Idaho and Mendez and Jewel Rasconski (the administrative assistant) were responsible for the academic management for both programs, employee relations, operating expenses and payroll for each program as well as the materials and supplies for the WUOP. Kelly Kennedy, an optician in the department served as a clinician and held additional administrative responsibilities. She was responsible for reconciling the monthly expense account of the program with the established budget for the fiscal year regarding clinical operations. Rasconski's job duties consisted of gathering program data, reconciling departmental and program accounts, arranging schedules, preparing documents and reports and acting as a liaison with other University departments. She was personable and social. Almost all of the students, faculty members, and practitioners liked Rasconski. She was well respected and she presented as capable, efficient, and knowledgeable. Program data were ready, available, and accurate to pertinent parties. Work schedules reflected optician and student preferences. Other administrative assistants from different departments at the university knew if they called Rasconski, they would get a quick response, good follow through, and they could share a laugh and have a nice conversation with her. Leave that task to me! She was known to state. I can take care of that for you. The program director relied upon Rasconski's excellent work efforts and frequently praised her as a valuable employee to the program. When Mendez joined the Optometry Department two years ago, his predecessor also noted that Rasconski was an excellent staff member. You can use her knowledge and experience to keep this department running well. With our unique arrangement with Lewiston, we are lucky to have someone as personable and capable as Rasconski. Rely upon her for success. …

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