MARAC Administrator Position General Timeline and Explanation of Duties

Transcription

1 MARAC Administrator Position General Timeline and Explanation of Duties January Task or Event Contact(s) Tips January 1: Distribute membership e-coupon (July 1- Dec. 30 joins) Membership Development Committee Chair Coupon expiration date must be updated (18 months from dist. date); update tracking sheet February *Prepare for Winter Steering Committee Meeting (held in Jan. or Feb.) Winter Steering Committee Meeting MARAC Chair; UBALT or host site; catering Create Doodle for attendance; Contact catering rep. to confirm menu; Confirm meeting room; prepare Administrator s report; Create Dropbox folder for reports Pay caterer via credit card during meeting Prepare Spring Conference Attendee Registration Form Conference Program Editor; Dickinson Print Center for mailing Build form in MemberClicks; Prepare paper mailing; send message to members MARAC Elections (NOTE: Elections often go into March. Timeline varies by committee.) N&E Committee Chair (also work with Webmaster to test form) March Heavy Conference Prep LAC and PC committee chairs; vendor coordinator, Vice- Chair, etc. April MARAC Spring Conference (April or May) May Prepare Fall Conference Vendor Coordinator Vendor Registration Form June June 30: Membership snapshot to MARAC Archivist June 30: Renewal and new application forms must be finalized Refer to elections folder in documents for processes and timeline. Note: You will build election ballot online and prepare paper mailing. Be flexible with dates, as your duties are largely dependent on the committee s timeline. Send regular reminders about registration deadlines and updates to committees (refer to conference planning guide) Refer to conference planning guide Vendor coordinator will send paper version shortly after the spring conference. The Administrator must create the online form and place links on website. Prepare membership directory document for previous membership year and send to MARAC Archivist Build and test forms earlier in June; launch forms first thing on July 1 or right before midnight on June 30

2 July July 1: New membership year (and fiscal year) Mail paper renewal forms Track mailing statistics Distribute membership e- coupon (Jan. 1-June 30 joins) Membership Development Committee Chair Coupon expiration date must be updated (18 months from dist. date); update tracking sheet *Prepare for Summer Steering Committee Meeting (held in July.) MARAC Chair; UBALT or host site; catering Create Doodle for attendance; Contact catering rep. to confirm menu; Confirm meeting room; prepare Administrator s report; Create Dropbox folder for reports August Summer Steering Committee Meeting Prepare Fall Conference Attendee Registration Form Conference Program Editor; Dickinson Print Center for mailing Pay caterer via credit card during meeting Build form in MemberClicks; Prepare paper mailing; send message to members September Heavy Conference Prep LAC and PC committee chairs; vendor coordinator, Vice- Chair, etc. October MARAC Fall Conference (October or November) Send regular reminders about registration deadlines and updates to committees (refer to conference planning guide) Refer to conference planning guide November December Filter unpaid member profiles to inactive status in MemberClicks Prepare Spring Conference Vendor Registration Form Vendor Coordinator Vendor coordinator will send paper version shortly after the fall conference. The Administrator must create the online form and place links on website. Additional Reoccurring Duties (monthly and/or throughout year) MAA Deadlines: The MARAC Newsletter is constructed quarterly by the Publications Committee. The Administrator must send a list of new members for each month to the newsletter editor. The editor s deadlines are as follows: February 15, May 15, August 15, and December 1. NOTE: Be flexible. Deadlines change depending on the editor s timeline and progress. In addition, the Administrator must provide the Dickinson Print Center with the following: Print Request Forms Mail Request Forms Excel file that includes names and addresses of members who requested paper copies of the newsletter (please track the print quantity for reference)

3 Once the newsletter is finalized, the Administrator must place the PDF file on the website and send an announcement to the membership. Contact: Michael Martin, MAA Editor Continuing Education Workshops: The Education Committee has started coordinating continuing education workshops that are offered during off conference times. The dates and locations of the workshops vary each year. The Administrator is responsible for building the online registration forms, the paper registration form, and notifying the membership when registration is open for one or more workshops. The Administrator also must post links to the forms and information on the Workshops website as well as the Announcements section of the main website. NOTE: Always ask the workshop coordinators for the registration cap so you can automatically preset this on the electronic form. Provide Education Committee Chair with workshop registration updates regularly. Contact: MARAC Education Committee Chair New Member s: When a new member joins MARAC, he or she will receive the standard confirmation if submitting a membership application electronically. If he or she sends the application by mail, there is no confirmation. However, shortly after a member joins, the Administrator must create a membership profile in MemberClicks (this is already created if submitted electronically) and add the new member to the new members list. Finally, the Administrator must send the new member a welcome that is written by the Membership Development Committee Chair (this is autosaved in MemberClicks). You can develop your own system for how often you send new member s (e.g., once a week, every time you receive a submission, bi-weekly, etc.). However, at the end of every month, you must send a copy of the new members list for that respective month to the caucus chairs elist at marac-caucusreps@marac.info. Copy the MARAC Chair and Membership Development Committee Chair on that . Caucus reps are encouraged to reach out to the new members in their respective state to provide the new member with additional information specific to that caucus. Website Updates: The Administrator is frequently asked to assist with updating the website. These requests may be sent at any time from any member. Elists: Although members need to opt in to a caucus elist, the Administrator creates and updates Elists for each conference committee. Frequent additions and adjustments will need to be made to each Elist, especially when preparing for a conference. Contact: Vice-Chair (for elist names); MemberClicks (for troubleshooting). Donations: Every time there is a donation, the Administrator must track the donation details on the donation spreadsheet. Create a new spreadsheet for each fiscal year. After the donation is tracked, prepare a thank you letter to the donor and send to Jim (or the appropriate party) to sign. Finally, mail the donation thank you letters. MARAC Distribution List: The MARAC Distribution List is available for purchase at the rate of $50.00 (Note: This rate may change.) When a party wishes to purchase the list, please send the one-time use agreement form and inform the party that we accept check or credit card (manual transaction) payments. Once payment is received, do an advanced

4 search in MemberClicks to include the most current member list (tip: be sure to exclude names of people who do not wish to share information for the list) and export the Excel file to the party for use. As of this year, the fields included in the export should be name, address, and address. Contact: Jim Gerencser (for questions or concerns) Distributing Announcements to Membership: When a MARAC member or another party requests to have information sent to the membership, the Administrator is responsible for formatting the message and distributing it on that person s behalf to the membership through MemberClicks. Announcement requests are received regularly. If the request is a job posting, please also post the job on the job opportunities site. Make sure you date the file before you upload it (ex: Job Title_1.1.14). MemberClicks Invoices: Every month, MemberClicks will send MARAC s monthly invoice to the administrator@marac.info account. Please forward the invoice to Jim Gerencser (or the appropriate party). Save the with the electronic copy of the invoice in a folder for your records, as well. Taxation Documents: MARAC is tax-exempt in a variety of states (see documents in General Information folder). Occasionally, the certificates need to be renewed. Check each state s protocol periodically to avoid certificate expiration. Support for surveys, brochure, donation campaigns, etc.: The Administrator is often asked to assist with ad hoc duties, such as those listed above. Requests may come from any committee at any time (duties are usually discussed during steering committee meetings). Projects in Process Membership Brochure Update: The Membership Development Committee is planning to update the membership brochure and will likely seek support from the MARAC Administrator. I was involved with the last brochure update, and was the liaison between the committee and the Dickinson College Print Center. Tracking Service in MemberClicks: We discussed at a Steering Committee meeting that it would be nice to track members service in MemberClicks. There are lot of contingencies with this task, as it may be challenging to keep accurate records connected with a respective membership profile. For example, sometimes people whose memberships have lapsed create new profiles rather than renewing an existing profile, which may make it difficult to link service. However, this is a minor concern. While I am not sure whether this option will be discussed further, I did want to note that this might something you may wish to start tracking. Google Analytics: MemberClicks does not provide detailed statistics for pages visited on the website. While there is a basic tracking system in place (through MemberClicks), one is not able to tell exactly how many times a certain link is visited, for example. You may

5 wish to work with the Electronic Resources Committee to include an analytics function to provide more thorough statistics of site views. Steering Committee and Business Meeting Minutes to Website: It is the Administrator s duty to post meeting minutes to the MARAC website. (NOTE: We usually post minutes in draft form until they are officially approved at the next meeting. At that time, the current file is replaced with a final file and the draft stamp is removed.) The Administrator works directly with the MARAC Secretary on this task. We are still missing Spring 2012 report documents. The secretary at the time is not able to locate the file, so I have reached out to the MARAC Archivist to see if he has reports that can be compiled and placed on the website. I am still waiting for a response, so this is something that will need to be revisited in the future. Updating Committee Pages: MARAC elections are held each year in the spring. After the elections, the Administrator is required to update each committee page to include the most updated information (new committee members, new terms, etc.). There are still a few committees that have not finalized information. Please continue to connect with the MARAC Chair to receive updates and revise the respective website accordingly.