Administrative Duties Checklist

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Determine what office supplies/resource materials need to be stocked

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Set up regular review of stock levels to determine what to order

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Ensure volunteers know to order supplies through the admin

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Order supplies/materials - PURCHASES SHOULD BE APPROVED BY TREASURER.

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Unpack and put away supplies/materials when they arrive

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Document office management procedures (including mail, phone, messages, appointments etc.)

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Keep office procedures current

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Establish chapter paper filing and document management system.

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Follow, enforce, and maintain filing and document management procedures.

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If volunteers have scheduled office duty, develop schedule with input/review of volunteers. 

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 Monitor email and respond/forward as needed on a daily basis

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Learn about mentor skills and experience through meetings, phone conversations, and reading bios to best assign mentors to clients.

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Maintain list of mentor availability for client assignment.

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Review all requests for mentoring through Clients Not Yet Assigned in CORE.

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Contact client if needed to get additional information and determine availability prior to assigning to mentor (chapter dependent).

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If admin screens clients (chapter dependent), attempt to contact 3 times before closing out in CORE, maintain record of attempts as non-session notes in CORE.

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Contact mentor if needed prior to assignment (chapter dependent).

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Assign client to mentor in CORE, based on availability, expertise, location, and rotation as appropriate.

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Return all phone calls for client requests.

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When possible and appropriate, answer client or callers questions.

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Schedule client appointments and log into office schedule (chapter dependent).

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Call/email client day before meeting to confirm (chapter dependent).

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Contact mentor to remind of office duty and to update with client appointment confirmations (chapter dependent).

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Greet walk-ins, schedule, and help client with submitting a mentoring request. (chapter dependent).

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Make changes to client/mentor assignments as requested.

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Monitor CORE report of clients not yet contacted if no contact in XX days (7?).

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Monitor CORE list of Clients Not Yet Counseled (CNYC) and follow up with mentors after XX days  (7?) (or report to chapter chair - chapter dependent).

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Follow chapter procedure for CNYC over 30 days (contact, reassign, close out).

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Check that sessions held in office have been documented (chapter dependent) - ADMINS SHOULD NOT BE ENTERING SESSION DATA FOR MENTORS.

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Enter provisional member information into CORE (SCORE National on-boarding info will be sent automatically to the new volunteer )

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Add new volunteer to Constant Contact and other e-mail lists

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If maintaining provisional roster with coach/mentor name, update list

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Send Chapter on-boarding information to provisional member

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Order business cards and name badge after new member is made active by chapter leadership and later as needed

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Change status in CORE to active; start client assignments; add to client assignment list 

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Add to chapter organization chart if on a committee 

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Change status in CORE to dropped if the new Volunteer drops or never completes training.

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Send reminders to all volunteers to complete Code of Ethics (COE) update annually.  Include instructions.

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Verify COE completion, send reminders to members multiple times prior to the deadline.  Report non-compliance to chapter leadership.

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Annually and as needed, update organizational charts and chapter officer information

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Report problems encountered by volunteers or clients using SCORE.org or CORE to SCORE help desk

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Coordinate with presenter and location availability to schedule events

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Document workshop schedule and prices

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Maintain master list of workshops, update as necessary

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If new workshop, get written description for marketing

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Prepare brochures to distribute to clients, at exhibits, other events if applicable

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Create Constant Contact email to advertise each workshop

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Prepare/send email blasts through Constant Contact multiple times before each workshop for registration

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Maintain current list of workshops on chapter website, Face Book page

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Promote workshops with other Media - list?

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If registration is other than by Constant Contact, manage sign-ups, payments

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Track number of attendees in Constant Contact for presentation viability or to close class if full

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If not sufficient attendees, cancel/ reschedule class, notify attendees

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Obtain copy of workshop presentation material and verify what presenter will need for class

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Get copies made of workshop materials, CDs, student evaluations, additional handouts

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Prepare/assemble workshop material as required

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Purchase supplies as needed for workshops

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Bring presentation materials to workshop

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Bring computer, projector or other tools needed for presentation or ensure that they are there

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Bring water, drinks, food, snacks to class as required

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Attend workshop/Manage attendee sign-in, update registration, collect payments, give receipts as required

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Distribute workshop materials and student evaluations

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Collect evaluations at end of workshop

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Review, summarize evaluations

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Record workshop information in CORE

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Turn over all checks with receipts to Treasurer

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Maintain contact with venue for payments, thank you, and problem resolution

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Maintain file for each workshop to contain title, description, dates, presenters, cost, copy of all class materials)

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Follow-up email to attendees to thank, invite for mentoring, get additional feedback

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Contact speakers for bios, make sure they know time and place of meeting, directions, parking information, etc.

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Assemble agenda for each meeting.

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Obtain refreshments (e.g. doughnuts). Make coffee.

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Set up meeting room.

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Make any handouts needed for meeting.

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Provide extra nametags (for those who forget).

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Pass around attendance sheet during meeting.

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Take minutes.

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Document the minutes afterwards, get them reviewed, and distribute to volunteers.

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Clean up and return room to its original arrangement after the meeting.

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Write a thank you note to the speaker.

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Repeat all of the above as necessary for the monthly exec meeting.

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Upon receiving the date, time, place and menu, as appropriate, send invitation to members and guests (preferably through Constant Contact)

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Maintain list of non-member invitees (sponsors, partners, clients, speakers, other guests, etc.)

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Collect RSVPs and menu information and follow up with those who have not responded

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Check for 5/10/15 year awards for members

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Procure plaques for all awards

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Track food selection and report to restaurant/caterer

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Prepare nametags, table assignments as appropriate

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Send reminder to attendees prior to event

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Bring awards, banners, table top displays, name tags, etc. to award meeting

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Arrive early to set up any equipment, verify arrangements

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Maintain schedule of events

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Order brochures, promotional material to support events

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Ensure that booth material (banners, table covers, equipment, display materials) are available

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Enter contact information from business cards collected into Constant Contact

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Contact locations that accept brochures to see if they need new supply (libraries, government offices, banks, partners, sponsors, etc)

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Mail out brochures as needed

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Update Constant Contact email lists with national and local workshop participants, FaceBook friends, etc)

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Monthly, add new clients to Constant Contact email list

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If not listed elsewhere, maintain list of Constant Contact email recipients, including clients, sponsors, volunteers, partner liaisons, press and others.

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Collect photos from meetings, events, awards ceremonies, exhibits, etc. for inclusion on chapter website, FaceBook, and newsletters.

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Update FaceBook with special events, photos from events, etc.

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Update website with events, success stories, new member bios

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Receive and update monthly newsletter with workshops, special events, local news

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Send out newsletter through Constant Contact to members, clients , sponsors, partners, etc.

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Prepare/send press releases for workshops, awards, success stories, etc., if applicable

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Obtain lists of new businesses and generate letters to introduce SCORE

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Maintain list of SCORE sponsors, partners, supporters and local community leaders

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Maintain calendar of community events for SCORE participation, and SCORE speaking events