ADMINISTRATIVE ASSISTANT:
Membership Chair
The administrative assistant is a paid position and non-voting member of the executive committee. The AA assists the leadership team as they serve the needs of the AMTNJ membership. The AA reports directly to the president of AMTNJ.
Ongoing responsibilities:
- Work with conference and special event chairs to revise any and all appropriate forms for the conferences and other events.
- Serve as the registrar for all conferences and special events sponsored by AMTNJ. This involves processing registration forms, recording and collecting registration fees, and keeping accurate records for the conference and events.
- Complete a financial statement of all monies received for each conference and event and forward it to the appropriate conference or event chair for their final report.
- Maintain current membership roster. Deposit all monies and code each deposit to represent membership and appropriate conference, or misc. funds. Forward volunteer information of members to volunteer registry chair. Report on membership status at council meetings. Work with leadership team and members-at-large to develop ways to encourage teachers to become members of AMTNJ.
- Maintain an AMTNJ office with the AMTNJ Hot Line. Answer questions and distribute information about conferences and events as needed. Answer all AMTNJ email accounts.
- Assist the leadership team as they plan ways for AMTNJ to reach and serve its membership.
- Act as assistant webmaster in conjunction with president.
- Coordinate additional temporary workers as necessary with approval of president.
- Purchase all office supplies and fill out all vouchers for reimbursement and for any member refunds.
- Maintain a file for legal documents such as Business Certification, Insurance Certificate, W9, web info, etc.. to email or fax as needed.
- Supply registration forms, blank name tags and PD Certificates for any and all outreach workshops. (A little less formal- nametags formatted but mailed blank to write on- as many will walk in). Keep data base log and collect or invoice any schools as needed.
- Keep a running AMTNJ Ledger with all outstanding invoices. Mail out overdue notices as needed to collect funds.
- Write and mail any correspondence as needed such as apologies, registration over full, change of venue or conference dates etc.
14. Check Email daily and Phone Daily- mail box 4-5 days a week.
15. Send Mailing house any flyers/registration form for any conference. Make name badges and pd certificates for any conferences. Receive and log all registrations and invoice all PO’s as they are received for all conferences as well as send confirmations. Update webpage with any conference registration/information as well as newsletters and journals as published.
16. Deposit all monies weekly.
17. Attend Board of Directors meetings and report on membership status.
18. Attend Two-Day Conference meetings and leadership team meetings.
19. Send Mailing house any data bases needed for Journals and/or Newsletters.
Monthly responsibilities:
January:
1. Send out all membership renewals from the October Conference and renewal responses –new cards and yearly calendar.
2. Get the president-elect the speaker data base used in the previous year and help in sending out speaker forms for following year Two Day.
3. At the direction of the first VP, send out letters to vendors used last year for upcoming Two Day Conference. Receive and record all vendor information, fees etc.
March\April/May
1. At the direction of the president-elect, send out more speaker invitations if necessary with a return date of two weeks.
2. Send out second letter for Vendors if necessary.
3. Receive all registrations for Job Fairs and send confirmation letters as well as invoice all POs.
June/August
1. At direction of president-elect, set up appropriate deadlines for mailing out conference information to all AMTNJ members, NJ Schools and Districts.
2. For October Two Day Conference- Completely make all Small Workshop Tickets, Meal Tickets, Ticket Logs, Name Tag Formats, Speaker and Chairmen Data base nametags
3. Write confirmation letter and have 1500 copies made to mail in October with name tags and tickets.
4. Write letter to mail Chairmen and Speakers separately as a confirmation that includes a copy of the program - all nametags for workers picked up at conference. Prepare data base for Mailing House for all Schools, Districts, Members to mail out October booklet.. mail to receive as school opens.
September
1. October Conference- Daily Register each attendee for conference, meals, and hotel reservations. Register each small workshop ticket in the separate ticket log as to not over book and give first come first serve fairly and register each meal in separate meal data bases as well. Update the membership data base as Weekly double check rooms with hotel reservations and discounts. Invoice all schools for PO’s that are needed as registrations are processed. Prepare all Speakers, Volunteer, Hostess, and other Staff badges and tickets to be picked up at conference if not already finished. Continue to update Vendors data base as monies and commitments received. Send out final letter for name tags of attending vendors (some will send many reps). Attend Two-Day Conference- register on site and problem-solve any issues with tickets etc as well as receive monies.
October
1. Daily register each attendee for conference, meals, and hotel reservations.
2. Register each meal in separate meal data base.
3. Weekly double check rooms with hotel reservations and discounts.
4. Invoice all schools for PO’s that are needed as registrations are processed.
5. Two weeks prior to Two Day conference-send out all confirmation letters, name badges and all tickets to those registered to date. Make sure membership for that group is renewed and up to date.
6. Continue to Register late registrations and prepare name badges, tickets etc to be picked up at conference.
7. Continue to update Vendors and Make all Speakers, Volunteer, Hostess, and other Staff badges tickets to be picked up at conference.
8. Attend Two-Day Conference, set up, and work at the registration desk need to be put together with appropriate tickets in pick up boxes. Secure volunteers as needed for assistance. 9. UPDATE all memberships renewed through two-day registrations.
November/December
1. Follow up on all PO’s that need to signed and returned.
2. Send out all Membership Renewal Reminders to those members who did not attend Conference and begin updating Membership for the following Year.
General Conference Information:
Keep everything in a file marked appropriate conference.
For each conference- help format flyer/registration. Note all registrations should include membership option as well as notice that AMTNJ will not accept cancellations one week prior to any conference. Send appropriate data base to mailing house. Note for non profit status- always add return mail option to envelopes.
Format a data base for registration. I always include these fields
ID, Last Name, First Name, Mailing Address, Extra Need, City, State, Zip, Email, Member, Conf Fee, Date Received, Check or PO, School, Sch address, Sch city, Sch State, Sch Zip, Date Invoiced, Invoice #, Date check received or Chk #, PO #
Inconjunction with Conference Chair format confirmation letter to include complete directions, conference start times, pd hours, name badge instructions (pick up or mailed)
Etc. Format invoice and PO request for school districts. Format appropriate speaker name tags –print. Format name badges and PD certificates. Print certificates with blank names to filled in by registrants.
As registrations are received, log in data, update any new memberships in membership data base, log in AMTNJ running ledger for each invoice needed. Mail registrant confirmation letter, membership letter and card as needed. Mail invoices to school as needed or log in check in both deposit and conference data base.
File all registrations in front of a marked notebook and put a color sheet between them and all invoices in invoice # in the back (you will need to photo copy these and send them back again with copies of pos that you will later receive and sign). Log in the Ledger by conference and invoice number- be sure to note participants and po numbers if you have them to match up checks and pos.
When it is time for the conference.. put all registrants in alp order and print name badges.
Place in the badge boxes in alp order for pick up. Also have blank registrations forms, pens and pocket folder for checks or monies brought to conference or walk ins.
Give a final report to chair of each conference on total attended and amount of money generated, how many new members resulted and how much collected and invoiced.