Download Administrative Duties Checklist
Potential List of Administrative Duties
The list provided below is intended to be used by chapters as a guide to help identify administrative tasks that need to be performed within their chapters. Chapters operate in a variety of different ways. This list may include tasks not required in some chapters and may omit tasks that are required in other chapters. The boxes on the left are provided so that chapters may use this list as the basis of a job description and check off those tasks that they require for their administrative personnel. Tasks are grouped by category, and where there is overlap, have been arbitrarily assigned to only one category. In some cases, an administrative person may lead the activity; in other cases, an admin may have a support or backup role.
Office Management
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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 |
Client Assignment Management and Support
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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. |
Volunteer Management Support
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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 |
Workshop Support
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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 |
Monthly Meeting Support
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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. |
Annual Awards Luncheon/ Dinner /Special Event Support
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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 |
Conferences/Expositions/ Non-Workshop Program Support
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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 |
Marketing Support
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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 |
Community Outreach Support
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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 |
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