Talk:Office Coordinator - Revision history

Ali: Removing all content from page

2010-01-12T18:46:25Z

Removing all content from page

Ali at 18:43, 12 January 2010

2010-01-12T18:43:49Z

Ali: laurel and ali saturday update

2010-01-10T00:29:09Z

laurel and ali saturday update

Ali: more brainstorming

2010-01-09T01:30:08Z

more brainstorming

Rfs at 19:36, 28 October 2007

2007-10-28T19:36:06Z

Rfs at 19:27, 28 October 2007

2007-10-28T19:27:46Z

Matteo: note on PTO

2007-10-28T00:54:59Z

note on PTO

Matteo: note

2007-10-28T00:44:58Z

note

Stillflame: notes from me

2007-10-27T22:59:24Z

notes from me

New page

;[[User:Stillflame|martin]]
:*position is no longer new/exploratory; remove the statement about it being so, and check to see if any of the "Create, ..." responsibilities can be changed to "Maintain, ...".
:*verify that 3.4 weeks is how much paid time off we get.
:*i don't know that legible handwriting is really "required", so long as they can type (where even spelling isn't so much required)

← Older revision		Revision as of 18:46, 12 January 2010
Line 1:		Line 1:
−	''Free Geek is a unique work environment. For this reason it is essential that each applicant take a tour of our facility (active volunteers are exempt). Tours are offered Tuesday - Saturday at both 12:00PM and 5PM. Please let the Front Desk staff know for which position you are applying.''

−	Can you wield mystical powers of organization? Do you possess a certain prowess that causes important documents and administrative work to bow down to your every command? Are you amused by a diversity of people and their needs, even though their actions seem only to make the huge pile of paperwork in front of you grow larger?
−
−	As a Collective level staff member, the Office Coordinator is responsible for integrating the Front Desk and back end administrative duties into the whole of Free Geek and for participating in a collective management structure. Specifically, the Office Coordinator is responsible for overseeing one of the public faces of Free Geek, the Front Desk area, and for coordinating the ever-growing and fluctuating pool of Front Desk volunteers. In addition, the Office Coordinator is responsible for maintaining administrative correspondence, such as insurance, payroll, taxes, employee files, etc.
−
−
−	~~'''Responsibilities''':~~
−
−	~~''Oversee the Front Desk (including volunteer interns), taking on more of a coordinator role rather than a hands-on role.''~~
−	* Recruit/supervise/coordinate volunteer Front Desk Interns
−	* Train incoming NPA's (non-profit apprentices)
−	* Coordinate message regarding changes in normal operations, e.g. voice mail outgoing message, appropriate signage, email correspondence to volunteers, etc.
−	* Work at the Front Desk, including
−	~~:* Greet visitors, prioritizing lobby visitors appropriately~~
−	~~:* Answer a multi-line phone, check & relay messages to appropriate places~~
−	~~:* Accept & process monetary donations~~
−	~~:* Perform data entry~~
−	~~:* Process till at the end of the day~~
−	~~:* Schedule volunteer shifts accurately~~
−	~~:* Make reminder calls to volunteers for upcoming classes~~
−	~~:* Print volunteer handouts daily~~
−	~~:* Maintain a steady stream of available coffee for volunteer~~
−
−	~~''Ensure that administrative correspondence is timely, transparent, and well-documented (including insurance, taxes, payroll, etc.)''~~
−	* Work with other staff to complete necessary administrative correspondence, including insurance, taxes, payroll, etc.
−	* Create, document, and maintain timeline for paperwork deadlines
−	* Organize, maintain, and document a centralized filing system and efficient system for document flow
−	* Receive and distribute mail
−
−	~~''Participate in collective management structure and abide by [[Collective Level Expectations]]''~~
−	* Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers and/or bookkeeping and staff scheduling support
−
−
−	~~'''Required skills''':~~
−	* Experience in volunteer coordination/management
−	* Friendly, outgoing personality
−	* Patient and courteous with the public
−	* Likes working with people
−	* Detail oriented
−	* Good organizational skills
−	* Good written and verbal communication skills
−	* Able to extract info from current staff and put into rational, transparent system that everyone can understand
−	* Empowered and self-motivated organizer
−	* Multi-tasker
−	* Legible handwriting
−	* Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communication tools, including wiki, RT, database, etc.
−	* Able to work in an informal, friendly environment with a diverse staff
−	* Work well under stress in an unusual setting, maintaining a positive attitude even in the face of adversity
−	* Ability to work and communicate well in a collectively-run organization
−	* Ability to work in a consensus decision making process related to staff and policy issues
−	* Not afraid to ask questions, but able to work on projects almost entirely without supervision
−	* Able to remain flexible as Free Geek grows and changes
−
−	~~'''Desired skills''':~~
−	* Payroll and bookkeeping experience
−	* Previous experience in a collectively-run organization
−	* Fluency in other language(s)
−
−
−	~~Criteria~~
−	* friendly but detailed about paperwork/organizing
−	* knows how to appropriately engage volunteers
−	* good boundary setter
−	* can handle helping to define the scope of this job, flexible
−	* timely (does shit quickly and transparently)

@@ Line 3: / Line 3: @@
 Can you wield mystical powers of organization?  Do you possess a certain prowess that causes important documents and administrative work to bow down to your every command?  Are you amused by a diversity of people and their needs, even though their actions seem only to make the huge pile of paperwork in front of you grow larger?
-A huge part of this job is coordinating the ever-growing and fluctuating pool of Front Desk volunteers.
+As a Collective level staff member, the Office Coordinator is responsible for integrating the Front Desk and back end administrative duties into the whole of Free Geek and for participating in a collective management structure.  Specifically, the Office Coordinator is responsible for overseeing one of the public faces of Free Geek, the Front Desk area, and for coordinating the ever-growing and fluctuating pool of Front Desk volunteers.  In addition, the Office Coordinator is responsible for maintaining administrative correspondence, such as insurance, payroll, taxes, employee files, etc.
 '''Responsibilities''':
-''Captain of the Front Desk ''
+''Oversee the Front Desk (including volunteer interns), taking on more of a coordinator role rather than a hands-on role.''
 * Recruit/supervise/coordinate volunteer Front Desk Interns
 * Train incoming NPA's (non-profit apprentices)
@@ Line 27: / Line 21: @@
 :* Make reminder calls to volunteers for upcoming classes
 :* Print volunteer handouts daily
-:* Maintain a steady stream of available coffee for volunteers
+:* Maintain a steady stream of available coffee for volunteer
-''Back End Administrator''
+''Ensure that administrative correspondence is timely, transparent, and well-documented (including insurance, taxes, payroll, etc.)''
- Make sure everything that needs to be submitted is done efficiently, including insurance, taxes, payroll, etc.  Make sure we don't lose important stuff.
+* Work with other staff to complete necessary administrative correspondence, including insurance, taxes, payroll, etc.
 * Create, document, and maintain timeline for paperwork deadlines
 * Organize, maintain, and document a centralized filing system and efficient system for document flow
 * Receive and distribute mail
-''Master of the Miscellaneous''
+''Participate in collective management structure and abide by [[Collective Level Expectations]]''
 * Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers and/or bookkeeping and staff scheduling support
@@ Line 54: / Line 45: @@
 * Multi-tasker
 * Legible handwriting
-* Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communications tools, including wiki, RT, database, etc.
+* Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communication tools, including wiki, RT, database, etc.
 * Able to work in an informal, friendly environment with a diverse staff
 * Work well under stress in an unusual setting, maintaining a positive attitude even in the face of adversity
@@ Line 65: / Line 56: @@
 * Payroll and bookkeeping experience
 * Previous experience in a collectively-run organization
-* Fluent in other language(s)
+* Fluency in other language(s)

@@ Line 6: / Line 6: @@
 A part of every Collective level position at Free Geek involves frequent and proactive communication about one's job.  This is particularly true for this position, as its scope has not yet been entirely defined and we will expect you to help with this definition.
 '''Responsibilities''':
-''Front End''
+''Captain of the Front Desk ''
-* Front Desk shifts
+ Be responsible for managing the Front Desk.  Goal is to be a coordinator of many of these tasks, rather than doing them yourself (especially daily Front Desk work)
 * Recruit/supervise/coordinate volunteer Front Desk Interns
-* Coordinate messages: public email, voice mail outgoing message, FAQ, etc. to be sure they're consistent
+* Train incoming NPA's (non-profit apprentices)
-''Back End''
+''Back End Administrator''
 * Create, document, and maintain timeline for paperwork deadlines
 * Organize, maintain, and document a centralized filing system and efficient system for document flow
 * Receive and distribute mail
-''Other''
+''Master of the Miscellaneous''
-* Participate in collective management structure and abide by Collective Level Expectations
+* Participate in collective management structure and abide by [[Collective Level Expectations]]
-* Work with Free Geek Collective to define an appropriate scope for this position.
+* Attend and actively participate in staff meetings and pertinent committees, including Inreach and Front Desk
-* Attend and actively participate in staff meetings and pertinent committees
+* Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers and/or bookkeeping and staff scheduling support
 * Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers
 '''Required skills''':
 * Experience in volunteer coordination/management
 * Friendly, outgoing personality
@@ Line 42: / Line 54: @@
 * Multi-tasker
 * Legible handwriting
-* ''Basic computer knowledge, use of web browser, email and word processor, database and spreadsheet''
+* Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communications tools, including wiki, RT, database, etc.
 * Able to work in an informal, friendly environment with a diverse staff
 * Work well under stress in an unusual setting, maintaining a positive attitude even in the face of adversity
@@ Line 54: / Line 65: @@
 * Payroll and bookkeeping experience
 * Previous experience in a collectively-run organization

@@ Line 1: / Line 1: @@
-;[[User:Stillflame|martin]]
+''Free Geek is a unique work environment.  For this reason it is essential that each applicant take a tour of our facility (active volunteers are exempt).  Tours are offered Tuesday - Saturday at both 12:00PM and 5PM.  Please let the Front Desk staff know for which position you are applying.''
-:*position is no longer new/exploratory; remove the statement about it being so, and check to see if any of the "Create, ..." responsibilities can be changed to "Maintain, ...".
-:: All the places that say "Create," are followed by "Maintain" (unless I missed some, and if I did I'd recommend them to be changed to "create and maintain")  [[User:Matteo|Matteo]] 17:44, 27 October 2007 (PDT)
+Can you wield mystical powers of organization?  Do you possess a certain prowess that causes important documents and administrative work to bow down to your every command?  Are you amused by a diversity of people and their needs, even though their actions seem only to make the huge pile of paperwork in front of you grow larger?
-:*verify that 3.4 weeks is how much paid time off we get.
-:: the paid time off that we get is based on a %ige for the amount of hours we work. [[User:Matteo|Matteo]] 17:54, 27 October 2007 (PDT)
+A huge part of this job is coordinating the ever-growing and fluctuating pool of Front Desk volunteers.
-:: ...which works out to 3.4 weeks per year (assuming your hours don't change during the course of the year). To quote the actual percentage probably doesn't help much because of the math involved to calculate an easily recognizable amount. this number is in the sidebar as it does not vary for between any collective member positions. it has only changed once since we implemented vacations at all and that was when we decided to exchange columbus day and presidents day for 2 more vacation days per year.  [[User:Rfs|RfS]] 12:36, 28 October 2007 (PDT)
-:*i don't know that legible handwriting is really "required", so long as they can type (where even spelling isn't so much required)
+A part of every Collective level position at Free Geek involves frequent and proactive communication about one's job.  This is particularly true for this position, as its scope has not yet been entirely defined and we will expect you to help with this definition.
-:: a lot of notes have been written down and passed to people. i don't expect this to change, though it could be reduced. illegible handwriting has been a minor problem in the past. getting incomplete phone numbers and email addresses have been an occasional problem too. neatness and clarity count here. not a '''big''' deal though. [[User:Rfs|RfS]] 12:36, 28 October 2007 (PDT)

@@ Line 1: / Line 1: @@
 ;[[User:Stillflame|martin]]
 :*position is no longer new/exploratory; remove the statement about it being so, and check to see if any of the "Create, ..." responsibilities can be changed to "Maintain, ...".
-:: All the places that say "Create," are followed by "Maintain" (unless I missed some, and if I did I'd recomend them to be changed to "create and maintain")  [[User:Matteo|Matteo]] 17:44, 27 October 2007 (PDT)
+:: All the places that say "Create," are followed by "Maintain" (unless I missed some, and if I did I'd recommend them to be changed to "create and maintain")  [[User:Matteo|Matteo]] 17:44, 27 October 2007 (PDT)
 :*verify that 3.4 weeks is how much paid time off we get.
 :: the paid time off that we get is based on a %ige for the amount of hours we work. [[User:Matteo|Matteo]] 17:54, 27 October 2007 (PDT)
-:: ...which works out to 3.4 weeks per year (assuming your hours don't change during the course of the year). To quote the actual percentage probably doesn't help much because of the math involved to calculate an easily recognizable amount.
+:: ...which works out to 3.4 weeks per year (assuming your hours don't change during the course of the year). To quote the actual percentage probably doesn't help much because of the math involved to calculate an easily recognizable amount. this number is in the sidebar as it does not vary for between any collective member positions. it has only changed once since we implemented vacations at all and that was when we decided to exchange columbus day and presidents day for 2 more vacation days per year.  [[User:Rfs|RfS]] 12:36, 28 October 2007 (PDT)
 :*i don't know that legible handwriting is really "required", so long as they can type (where even spelling isn't so much required)