Leaders' task calendars/Manager of the collaboratory
From The Collaboratory
See also: EPG for New Program Manager Orientation
Contents |
Weekly tasks
Finance
- Process Discoverer reports
- Follow the Collaboratory's Site team support raising policy
Student and Administrative Employees
- Supervise Administrative Assistant, Student Administrative Assistant, Staff Manager and Assistant Staff Manager (if applicable)
- Ensure that student administrative assistant(s) have signed a confidentiality statement, as well as all members of the Logistics, IM and Finance Teams.
- Assist Staff Manager with supervising Staff Team Leaders: Finance, Information Management, Logistics and Marketing (job descriptions are housed here)
- Receive and sign time sheets and send in to Payroll. Record all hours worked by Collaboratory employees and forward to the Bookkeeper for tracking purposes. Ensure that employees print off and turn in their online pay stubs.
Staff Group
- Meet with Staff Manager to debrief and plan
Site Team Trips
- Follow the Site Team Task Calendar and accomplish tasks listed on the Logistics internal page, and update CollabLogistics' Google Site Team spreadsheets as tasks are accomplished
- Follow the Collaboratory's Site Team Risk Management Plan
Operations Committee
- Chair Operations Committee
Other
- Meet with the Director for the Director/Manager One-on-One (schedule weekly or every other week)
- Be alert for story leads to pass on to Messiah's Office of Marketing and PR (contact: Beth Lorow). Examples include: a new grant, a new project, the completion of a project, significant guests on campus, any awards or recognition given to the Collaboratory or Collaboratory members, anything significant accomplished by Collaboratory alumni. Email Beth the bare bones details, answering the questions who, what, when, where, how, why. Provide contact information so that Beth can follow up on the story on her own. Provide any pertinent wiki links.
Monthly tasks
Finance
- Email current financial statements to the Finance Team Leader, to forward on to Group Advisors and Leaders
- Allocate monthly VISA purchasing card expenditures (by the last day of each month) and email David Vader to notify him that the Manager's credit card allocations are ready for his review. The billing cycle generally ends on the 25 or 26 of the month.
- Review all Collaboratory VISA purchasing card expenditures (between the 1st-4th of each month)
- By the 10th of the month, print off all Collaboratory VISA reports for the last billing cycle (personal and reviewed) and turn into the bookkeeper; AND print personal VISA reports for the last billing cycle, turning these in with receipts (with written descriptions of the "5 w's" on the receipts) to Purchasing (envelopes are provided by Purchasing)
- Fill out petty cash form and process along with petty cash receipts at Business Office counter
Website
- Review Collaboratory website, checking for broken links, out-of-date material, etc. Ensure that the online giving page is up-to-date. Send updates to Susan Jaycox in Development.
General
- Export a list of all contacts from CiviCRM
- Back up Manager's files on the Collaboratory's server (Collab-main)
Annual tasks
- Forward all Site Team trip dates and destinations to International Programs (Wendy Lippert and Faith Minnich) to be vetted by Messiah’s International Risk Management Committee as soon as you are aware of a potential Site Team trip. The International Risk Management Committee meets twice a year, in late September and in late January or early February, to review locations for the next academic year. It is helpful for the committee to have listings of potential sites being considered a year in advance, so that members can review these locations before teams are too far invested in the planning process.
- At least 6 months prior to a Site Team's departure, notify International Programs (Faith Minnich) if any Site Team Advisors are not Messiah College employees.
- Keep tabs on the Partner Organizations we are working with. Messiah College's Office of International Programs required that all POs be officially approved by the College. Contact POs that have not yet been approved by the College and request that they fill out the "Partner Organization Considerations and Criteria" form. Here is a list of all Collaboratory POs that have been officially vetted and approved by Messiah College.
- Future questions for the Program Manager to address
- Print org charts for Engineering Department Chair and Collaboratory office (may need to update more than once/year)
- There is a glass bulletin board on the 2nd floor of Frey that is used by the Collaboratory for one semester of the academic year, and the Engineering Department for the opposite semester. Coordinate with the Chair of the Engineering Department to determine which semester the bulletin board will be used by the Collaboratory, and work with the Marketing Team to professionally decorate the board, representing a project of the Collaboratory to visitors of Frey.
September
OCM
- Debrief Leaders Workshop with Operations Committee
Staff Group
- Work with Staff Manager to disseminate Collaboratory media release forms to all Group Leaders
- Request Staff Manager to schedule monthly coffee breaks with Staff Team leaders.
- Work with Staff Manager to ensure that all members of Finance, Logistics, and IM Teams have signed a confidentiality agreement.
Finance
- Once the Bookkeeper has completed reconciling Collaboratory financials through the month of August, forward to all Group Leaders and Advisors financial statements for the previous fiscal year (Sept. 1 through Aug. 31) and the Collaboratory's "Year End Memo." Once Group's have signed their Year End Memo, the Bookkeeper will be able to roll forward balances from the previous fiscal year.
- Ensure that Bookkeeper creates new folders for filing financial records for the new fiscal year
- Request that the Bookkeeper create a current Collaboratory administrative reserve computation and present to Executive Committee (2x/year)
Site Team Trips
- Schedule individual face-to-face debriefing sessions with each summer Site Team participant
- Make individual folders for J-term Site Team members and begin filing logistical forms (provide link to list)
- The International Risk Management Committee meets twice a year, in late September and in late January or early February, to review locations for the next academic year. It is helpful for the committee to have listings of potential sites being considered a year in advance, so that members can review these locations before teams are too far invested in the planning process. (You should forward all Site Team trip dates and destinations to International Programs to be vetted by Messiah’s International Risk Management Committee as soon as you are aware of a potential Site Team trip.)
- Schedule the first Site Team meeting with any J-term teams that did not hold a first Site Team meeting in the spring.
Fall Retreat
- Work with Operations Committee to set agenda and schedule for the Fall Retreat (consult fall retreat planning guide)
- Work with Operations Committee to set the dates for the next year's Collaboratory fall retreat. Contact the New Beginnings Loft to reserve the retreat center (New Beginnings Loft reservations should be made a year in advance)
- Ensure that alumni information in Civi has been updated by comparing contact information in Banner (Advancement Information tab) against information in Civi. Banner should have up-to-date mailing addresses and email addresses for Messiah College alumni. This is a task on the student administrative assistant's task calendar for the first week of the month of September.
- Generate topics for the fall newsletter at an OCM and LCM; pass on topics to Publications Team Leader. The fall Dokimoi Ergatai newsletter is a fundraiser mailing.
- Ask Publications Team Leader to set up an appointment with Messiah's Office of Publications (Melissa "Missy" Hepfer and Stephanie Perry) in order to initiate and set up a schedule for the fall newsletter
- Before attending this meeting, discuss specifics of the mailing: desired mail date; layout/design of newsletter; what will be included in the mailing. Be sure to update information in the newsletter regarding online giving option(s) and any other opportunities on the website (form for sending in alumni stories, form for updating contact info, etc.)
- Contact Denise Albert in College Press to let her know that the job has been initiated, and to give her specifics for the mailing. Request enough copies of the newsletter for the mailing (based on the number of recipients, which can be determined by the Administrative Assistant) and 500 additional copies for the office. Request that half of these additional copies be left unfolded. The newsletter for the fall fundraising mailing should be z-folded. Ask Denise when she will need the mailing list for the newsletter mailing; mark your calendar accordingly and inform the Administrative Assistant of this due date.
- Order necessary items for mailing from College Press: (Bob Madden)
- No. 10 envelopes (with Messiah College Collaboratory return address pre-printed)
- BREs (specify that postage should be charged to the Collaboratory)
- Donor Response Cards (with bottom-right hand corner blank, as contact information will be Word processed by College Press)
- Letterhead (if a letter will be enclosed)
- Contact the Office of Development to let them know that the mail date for the fall fundraiser mailing
Alumni Relations
- Receive from Collaboratory Administrative Assistant a current spreadsheet of Collaboratory alumni (including the prior year's graduates); use this list to send out invitations to the Fall Retreat bonfire, the Collaboratory alumni chapter, and to forward on to Janice Natalie in the Office of Alumni and Parent Relations to be tagged as “Collaboratory” in Banner)
- Request from the Bookkeeper a list of all RDMF grants/recipients for the previous fiscal year.
- Contact all grant recipients and request a budget spreadsheet showing how funds were actually spent, as well as a short article describing how the RDMF grant has aided the Collaboratory project’s work and objectives. Grant recipients must also be willing to give a presentation at an Elizabethtown Church of the Brethren Fifth Sunday Forum, as requested by Elizabethtown Church of the Brethren.
- At the end of the fiscal year (August 31), submit an annual report to the RDMF committee, including the grant recipients’ final budget spreadsheets and articles. (Note that the budgets and articles submitted may be published by the RDMF committee in the Elizabethtown Church of the Brethren newsletter.) Determine if any recipients should present at a Fifth Sunday Forum at the Elizabethtown Church of the Brethren.
October
- Inform the Manager of Gift Processing and Donor Recognition, under the Messiah College Development Office, when newsletter and/or support letters will be released (2 weeks before release) for gift tracking purposes
- Quarterly endowment funding reconciliation spreadsheet due to Debbie Owens by 10/15 (and email Joan Malick to verify she will send in report to Debbie Owens for 2410)
Fall Retreat
- Continue to work with Operations Committee to plan and announce Fall Retreat
November
Collaboratory Christmas card drive
- Work with student Staff Manager to purchase Christmas cards for all Collaboratory members (students and Advisors) and disseminate cards so that they are signed by the appropriate Collaboratory leaders. Each Christmas card should be signed by the member's Group Leader and every member of the Operations Committee.
Fall Retreat
- Attend Fall Retreat
Site Team Trips
- Schedule orientation for all Site Team Advisors and Leaders for all Collaboratory summer trips for the upcoming year
- Send weekly updates on the amount of support raised to Team Advisor and Team Leader for January Site Teams
- Provide individual Team members with the list of donors, tagged to them, who have given money toward the January Site Trip
- Provide Rachel Pease a list 1 to 2 weeks before sending final list to college press
Leadership Development Class
- Collect names from group leaders for spring Leadership Development Class (LDC)
December
Collaboratory Christmas card drive
- Work with student Staff Manager to mail Collaboratory Christmas cards before students leave campus for Christmas break.
Probation
- Check on probation for all Collaboratory student leaders (Group, project and team) and all student summer Site Team participants for all categories: disciplinary (email a list of all student names and ID numbers to Norma Miller, Administrative Assistant for Residence Life), chapel (Debbie McHugh, Administrative Assistant in College Ministries, will email a list of all students on chapel probation at the close of each semester) and academic (Joanna Hadley-Evans, Administrative Assistant in the Office of the Registrar, will email a list of students on academic probation at the close of each semester).
- Email the Engle Center (Phil Lawlis) a list of students traveling on summer ST trips to verify that there are no concerns.
- Email the Business Office (Marilyn Donelson) a list of student traveling on summer ST trips to verify that they are all in good financial standing with the College.
Site Team Trips
- Schedule the first Site Team meeting with summer teams. If the teams have not yet been assembled, mark your calendar to schedule the first team meeting in February.
Leadership Development Class
- Schedule sessions for the spring Leadership Development Class (LDC)
January
Finance
- Revise Director's tax receipt thank you letter, submit to the Director for revision, and send to the Office of Development.
- Quarterly endowment funding reconciliation spreadsheet due to Debbie Owens by 1/15 (and email Joan Malick to verify she will send in report to Debbie Owens for 2410)
- Send soft copy to administrative assistants for the SEH School, Admissions and Development, offering hard copies. Ensure that hard copies were sent to: President, Provost, Director of Development, Deans of Schools, and Chairs of SEH School departments. Send soft copy in mass email to everyone on campus.
- Post on wiki and website.
- Add to ECM agenda for review and feedback.
- Announce at Collaboratory chapel.
- Generate topics for the spring newsletter at an OCM and LCM; pass on topics to Publications Team Leader. The spring Dokimoi Ergatai newsletter is "green" and is emailed as a pdf attachment by College Press to everyone whose email address is listed in the database. Those who do not have an email address listed receive a hard copy. The hard copy is a self-mailer.
- Ask Publications Team Leader to set up an appointment with Messiah's Office of Publications (Melissa "Missy" Hepfer and Stephanie Perry) in order to initiate and set up a schedule for the spring newsletter
- Before attending this meeting, discuss specifics of the mailing: desired mail date; layout/design of newsletter; what will be included in the mailing
- Contact Denise Albert in College Press to let her know that the job has been initiated, and to give her specifics for the mailing. Request enough copies of the newsletter for the mailing (based on the number of recipients, which can be determined by the Administrative Assistant) and 500 additional copies for the office. Request that half of these additional copies be left unfolded. The newsletter for the spring mailing should be folded in half. Ask Denise when she will need the mailing list for the newsletter mailing; mark your calendar accordingly and inform the Administrative Assistant of this due date.
Alumni Relations
- Ensure that all winter semester graduate member,leader, and Site Team member contact information is updated in the Collaboratory's database to reflect each members' current status.
- Email list of graduates to Janice Baker in the Office of Alumni and Parent Relations and request that she mark these graduates as Collaboratory members in Messiah's database (Banner).
Site Team Trips
- The International Risk Management Committee meets twice a year, in late September and in late January or early February, to review locations for the next academic year. It is helpful for the committee to have listings of potential sites being considered a year in advance, so that members can review these locations before teams are too far invested in the planning process. (You should forward all Site Team trip dates and destinations to International Programs to be vetted by Messiah’s International Risk Management Committee as soon as you are aware of a potential Site Team trip.)
February
Staff Group
- Work with Staff Manager to disseminate Collaboratory Media Release Forms to all Group Leaders
- Plan for Service Day with Staff Manager
- Request Staff Manager to schedule monthly coffee breaks with Staff Team leaders.
Student Employees
- Set up Collaboratory work studies (any work study paid out of Collaboratory accounts) with Payroll for the summer. All supervisors receive an email from Payroll with forms (Student Employment Request Form and others), instructions, and a deadline for turning in the required paperwork. Information on setting up a work study can be found here. In advance, ask Advisors if they are planning on hiring work studies over the summer.
Site Team Trips
- Send out emails to J-term Site Team trip participants, checking in one week and one month after the team has returned to the US (per the Collaboratory's Site Team Risk Management plan)
- Schedule individual face-to-face debriefing sessions with each Site Team participant
- Schedule the first Site Team meeting with any summer teams that did not hold a first Site Team meeting in the fall
March
Collaboratory members by department
- Request that work studies compile a list of Collaboratory members by department (see examples of general overview and membership list). Send general overview of Collaboratory membership by department to each department chair represented and each School Dean.
Student Scholars' Expo (SSE)
- Determine the parameters for who should receive an invitation to the SSE (e.g., contacts of presenters, some of David Vader's contacts, investors and friends of the Collaboratory who are interested in the work of the Collaboratory that will be presented), and export a list of names and addresses from Civi. Send to Lori Zimmerman, Administrative Assistant to the Dean of SEH.
- Set up a schedule with Collaboratory presenters for coaching. Meet with each presentation team at least two times to provide feedback.
- Meet with Don Pratt to discuss logistics of SSE presentations, guidelines, etc.
April
Finance
- Quarterly endowment funding reconciliation spreadsheet due to Debbie Owens by 4/15 (and email Joan Malick to verify she will send in report to Debbie Owens for 2410)
- Request that the Bookkeeper create a curent Collaboratory administrative reserve computation and present to Executive Committee (2x/year)
Site Team Trips
- Schedule orientation for all Site Team Advisors and Leaders for all Collaboratory J-term trips for the upcoming year
Senior Recognition
- Plan for senior recognition of graduating Staff seniors with Staff Manager, and plan for recognition of Student Director (with David Vader), Staff Manager, student Admininstraive Assistants, any office interns, etc.
Student Employees
- Set up Collaboratory work studies (any work study paid out of Collaboratory accounts) with Payroll for the coming academic year. All supervisors receive an email from Payroll in March with forms (Student Employment Request Form and others), instructions, and a deadline for turning in the required paperwork. Information on setting up a work study can be found here. In advance, ask Advisors if they are planning on hiring work studies during the academic year.
Collaboratory Equipment
- Collect PDAs and other Collaboratory IT equipment from students before they leave for the summer (end of April or beginning of May)
On-Campus Relations
- Write thank you notes to all of the campus offices that the Collaboratory worked with during the course of the year.
- Publications
- Business Office
- College Press
- External Programs
- Development Office
- Campus Ministries
May
- Send soft copy to administrative assistants for the MEB School, Admissions and Development, offering hard copies. Ensure that hard copies were sent to: President, Provost, Director of Development, Deans of Schools, and Chairs of MEB School departments. Send soft copy in mass email to everyone on campus.
- Post on wiki and website.
- Add to ECM agenda for review and feedback.
- Announce at Collaboratory chapel.
Alumni Relations
- Ensure that all spring semester graduate member,leader, and Site Team member contact information is updated in the Collaboratory's database to reflect each members' current status.
- Email list of graduates to Janice Baker in the Office of Alumni and Parent Relations and request that she mark these graduates as Collaboratory members in Messiah's database (Banner).
Site Team Trips
- Schedule the first Site Team meeting with J-term teams. If the teams have not yet been assembled, mark your calendar to schedule the first team meeting in September.
June
Probation
- Check on probation for all Collaboratory student leaders (Group, project and team) and all student J-term Site Team participants for all categories: disciplinary (email a list of all student names and ID numbers to Norma Miller, Administrative Assistant for Residence Life), chapel (Debbie McHugh, Administrative Assistant in College Ministries, will email a list of all students on chapel probation at the close of each semester) and academic (Joanna Hadley-Evans, Administrative Assistant in the Office of the Registrar, will email a list of students on academic probation at the close of each semester).
- Email the Engle Center (Phil Lawlis) a list of students traveling on J-term ST trips to verify that there are no concerns.
- Email the Business Office (Marilyn Donelson) a list of student traveling on J-term ST trips to verify that they are all in good financial standing with the College.
IT
- Contact ITS to service all Collaboratory laptops over the summer
- Review ITS requests from the year to verify that all requests have been fulfilled
Annual Report
- Publish annual report for previous academic year (set up meeting with Messiah Marketing to initiate this job; Student Director writes text; Manager edits).
- Send soft copy to administrative assistants for the MEB School, Admissions and Development, offering hard copies. Send hard copies to: President, Provost, Director of Development, Deans of Schools, and Chairs of MEB School departments. Send soft copy in mass email to everyone on campus.
- Post on wiki and website.
- Add to first ECM agenda for review and feedback.
Site Team Trips
- Send out emails to summer Site Team trip participants, checking in one week and one month after the team has returned to the US (per the Collaboratory's Site Team Risk Management plan)
- Schedule individual face-to-face debriefing sessions with each Site Team participant
July
Finance
- Quarterly endowment funding reconciliation spreadsheet due to Debbie Owens by 7/15 (and email Joan Malick to verify she will send in report to Debbie Owens for 2410)
- Revise Director's tax receipt thank you letter, submit to the Director for revision, and send to the Office of Development.
- Conduct an annual (summer) donor appreciation thank you card campaign. Write and mail thank you cards to all donors who gave recurring gifts throughout the year. Ask all members of the Operations Committee to sign, as well as any other Collaboratory members on campus.
Messiah Employee Guest Tours
- Work with Student Director to plan fall and spring Collaboratory Messiah College employee guest tours. Invitations should be sent out as soon as possible.
Site Team Trips
- Send out emails to summer Site Team trip participants, checking in one week and one month after the team has returned to the US (per the Collaboratory's Site Team Risk Management plan)
- Schedule individual face-to-face debriefing sessions with each Site Team participant
August
Leaders Workshop
- Plan for Staff Group sessions
- Attend Leaders Workshop (last week in August)
- Email and pass out hard copies of current financial statements to each Group Leader and Advisor (these will be necessary for planning the next year's budget)
Site Team Trips
- Send out emails to summer Site Team trip participants, checking in one week and one month after the team has returned to the US (per the Collaboratory's Site Team Risk Management plan)
- Schedule individual face-to-face debriefing sessions with each Site Team participant
- Purge Site Team physical files for teams and participants from the past year (be sure to shred personal information)
