Administrative Services Department

The Administrative Services Department primarily handles the following responsibilities:

In the area of the Receiving Office and Records Management:

• It comprehensively manages the operations of the UCM Records Office, specifically the receipt, recording, and distribution of electronic and non-electronic records through the electronic records management system, assigning mail to UCM organizational units, as well as receiving and sending postal items via Slovenská pošta, a. s.;
• ensures the operation and methodological management of the electronic records management system within the scope of its authority;
• manages UCM’s records management, providing methodological and professional guidance to UCM’s organizational units in the area of records management, provides training for employees and administrators of local records management systems, and oversees compliance with UCM’s Records Management Regulations and Records Management Plan, as well as with legal regulations in the field of archiving and records management;
• drafts, updates, and submits the UCM Records Management Regulations and Records Management Plan for approval in accordance with applicable legislation;
• ensures the operation of the UCM Records Management Center; receives, records, labels, stores, protects, and makes available records received from UCM’s organizational units; ensures the protection of records against damage, loss, destruction, or unauthorized access;
• ensures access to records in accordance with applicable laws and UCM’s internal regulations;
• conducts regular inspections and audits of records management practices at UCM’s organizational units and proposes measures to address any identified deficiencies;
• prepares and oversees the disposal of records in accordance with applicable laws and in cooperation with the relevant state archive;
• ensures professional communication and cooperation with the relevant state archive;
• provides advice on academic regalia, university symbols, ceremonial events, visual identity, and organizational changes at UCM; 14
• cooperates with records management centers at colleges and universities both domestically and abroad, as well as with specialized archival institutions and professional associations;
• ensures the delimitation of records management records during organizational changes m) performs other tasks related to the administration of the records management office, the mailroom, and the UCM records management center.

In the area of human resources:

• organizes and administratively manages recruitment processes to fill positions at the Rector’s Office and the Institute in accordance with the university’s internal regulations; at the faculties, administers selection procedures for the position of dean and other selection procedures to the extent specified by the university’s internal regulations;
• maintains personnel files for university employees, ensures the record-keeping of employment-related documentation, and processes personal data, information on qualifications, professional competence, and other data related to the establishment, duration, and termination of employment; ensures their protection in accordance with generally binding legal regulations;
• prepares and processes employment-related documentation, in particular employment contracts, amendments to employment contracts, agreements on work performed outside the scope of employment, agreements on changes to working conditions, notices of termination, agreements on the termination of employment, and other labor-related documents in cooperation with the Legislation and Legal Advisory Department;
• drafts proposals for employer decisions regarding the establishment, modification, and termination of employees’ employment relationships;
• ensures the registration, deregistration, and reporting of changes regarding employees to the Social Insurance Agency and health insurance companies, including employees performing work under agreements on work performed outside of an employment relationship;
• maintains records of agreements for work performed outside of an employment relationship;
• communicates with the Office of Labor, Social Affairs, and Family regarding the employment of foreign nationals; ensures compliance with reporting obligations, including the submission of information cards upon the commencement and termination of employment, and fulfills obligations toward relevant institutions abroad, particularly in the area of social security;
• handles personnel matters related to maternity leave, parental leave, and other absences from work, including reporting changes to the Social Insurance Agency, health insurance providers, and maintaining records of vacation entitlements;
• maintains employee records and manages personnel data in the SAP and AIS information systems, including entering hires, terminations, organizational changes, and other personnel data;
• processes personnel data, reports, statistical overviews, and supporting documents for the needs of university management, the ministry, and other authorized bodies, including the annual report and the employee registry;
• prepares an annual report on compliance with the mandatory quota for the employment of people with disabilities;
• provides administrative support for the processing of criminal record checks in accordance with applicable laws;
• ensures the publication of job openings, the administration of recruitment processes, and the organization of job interviews;
• performs other activities related to human resources arising from generally binding legal regulations, the university’s internal regulations, and instructions from a supervisor.

In the area of labor economics:

• participates in the preparation of draft internal regulations and measures for UCM departments;
• collaborates on the proposal for the allocation of payroll funds for individual UCM faculties (institutes);
• monitors the utilization of approved allocations, evaluates and directs the use of payroll funds according to budget items, funding sources, functional and economic classifications, and their intended purpose at the Rector’s Office, UCM faculties (institute) of UCM, as well as for UCM as a whole;
• prepares reports from the financial information system (hereinafter “FIS”) for human resources management purposes; processes data, supporting documents, and analytical materials for decision-making by UCM management and for the ministry;
• prepares documentation regarding employees and the use of payroll funds for inclusion in the annual reports on the financial management and activities of UCM;
• performs comprehensive monthly, quarterly, and annual statistical reporting on payroll expenditures and employee headcounts for the entire UCM in accordance with the guidelines of the relevant state organizations (e.g., the Statistical Office of the Slovak Republic, the Ministry, etc.);
• ensures the application of pay scales and non-scale salary components in accordance with laws on employee compensation and other legal regulations applicable in this area;
• performs methodological, consultative, and coordinating activities in the field of labor economics for employees of individual UCM units through key users in FIS;
• manages payroll matters for all UCM employees;
• handles matters related to the awarding of bonuses to UCM employees;
• provides support to all UCM units in developing job descriptions for employees in accordance with the catalog of job duties;
• ensures compliance with legal regulations regarding payroll matters;
• performs other related tasks and activities. IV.

In the area of occupational safety and health (OSH), civil protection, and fire safety:

• comprehensively organizes civil defense at UCM and cooperates on behalf of the university with municipal and district civil protection authorities;
• maintains a registry of persons authorized to access classified information at UCM;
• performs all related activities required of UCM under generally binding legal regulations governing the protection of persons and property, defense, and classified information;
• comprehensively ensures occupational safety and health (OSH) and fire safety at the Rector’s Office and the faculties (institutes);
• monitors the rectification of deficiencies identified by occupational safety and health authorities, ensures compensation for work-related injuries and occupational diseases, investigates their causes, and proposes measures to prevent them;
• performs tasks arising from the UCM Fire Safety Statute, organizes and provides training and professional development for OSH and fire safety staff, and maintains records of accidents, fires, and technical equipment failures;
• performs other related tasks and activities.

In the area of contractual affairs:

• in cooperation with the relevant departments, drafts, comments on, supplements, and revises contract proposals falling within the scope of the bursar’s office;
• prepares legal documents for the transfer of UCM property (purchase, donation, and exchange agreements) and filings with the real estate cadastre as part of dispositive acts involving real estate;
• performs other related tasks and activities.