Member Services Support, Records Maintenance, Staff Support
Provides assistance to Association members in filling any requests they may have. Also provides staff support to the Association committees and Board of Directors.
Serves as the recording secretary for membership and Board of Director meetings. Maintains a complete file of all past Association meeting minutes, including committees.
Manages, coordinates and maintains accuracy of membership directory and of the Association’s electronic databases and web resources. Updates and disseminates to membership annually.
Meeting Planning Services
Assists the Assistant Director with logistical details of Association quarterly meetings. Works with hotel sales/catering personnel on meeting logistics such as room sets and media equipment details.
Distributes pre- and post-meeting information such as session schedules, agendas, meeting minutes, and membership, Board of Director and committee materials. Develops member name badges and registration handouts.
Records and transcribes minutes for membership and Board of Directors meetings and other official meetings called by the Board or Executive Director. Transcribes minutes of the Association’s standing committees.
Coordinates and disseminates Association awards mailings, including requests for nominations, award judging, and award tabulation.
Maintains office equipment such as copier, computers, printer, facsimile machine, telephone system, and postage machine, in good working order. Orders postage meter refills, necessary supplies and service and maintenance calls.
Monitors, orders, and stocks all office supplies and stationery.
Posts all outgoing Association mail.
Liaison with building and parking management.
Processes the Association’s travel expense reports.
Assists with the preparation of a budget for the operation of the Association.
Prepares documents to be submitted to the Association’s accounting service, in support of annual tax return filing process.
Serves as record keeper and manager of all incoming accounts payable/receivable.
Coordinates payment authorizations/account designation and distributes for proper signatures prior to forwarding to fiscal agent.
Calculates and disseminates annual fee assessments.
Prepares banking deposits/withdrawals.
Maintains accurate information in bank safe deposit box.
Prepares individual district quarterly meeting expense billings.
Assists the Association staff with efficient and timely coordination of communications flow and public relations between district board members, State Office staff, college presidents, staff, public officials, media, and others. This may include disseminating information and/or investigating and resolving (problem solving) issues. Acts as the office’s liaison and screening point for visitors and telephone calls and scheduling of meetings for staff.
Researches, compiles, composes, organizes and drafts written and oral communications.
Transcribes, edits, and distributes staff communications.
Reviews, sorts and prioritizes Association’s mail in a timely and efficient manner.
Coordinates and arranges travel for Association staff.
Coordinates and manages the workflow in the Association office.
Coordinates and collects appropriate documents; establishes and maintains efficient filing systems for all of Association’s non-confidential and confidential materials/records.
The Executive Director of the Association supervises this position. This position is non exempt under the Fair Labor Standards Act, and is responsible for the accurate
recording of all hours worked, using the payroll system and in the manner specified by the Association’s fiscal agent. No hours in excess of 40 may be worked in any
work week, without the explicit prior authorization of the Executive Director.