Roles and Responsibilities of the Coordination Team
ROLES AND RESPONSIBILITIES OF THE COORDINATION TEAM
This document outlines the roles and responsibilities of the coordination team. While legally, we require the position of President, Secretary and Treasurer and four Directors for IRS purposes, we need the other positions for our internal coordination and functioning, including representatives from India, Europe and Canada to better coordinate the global nature of our work.
Each position profile has four sections (1) Position(s) (2) General description (3) Tasks (4) Time commitment and (5) Qualifications. Keeping in mind our value for role vs. title, each position has a title which reflects the internal facing role as well as a title which reflects the external facing role (in parenthesis). It was thought necessary to reiterate this to avoid any impression of a hierarchy (implicit or explicit).
Chapters are requested to read through the profile descriptions and nominate a volunteer accordingly. There are a total of 34 positions needed for ashawide coordination. All 34 positions are potentially to be voted on. If there are no nominees against a particular position by nomination deadline, that position or positions will be dropped for voting purposes. Please note, that out of the 34 positions listed, 7 are needed for legal purposes and these are highlighted in blue.
I.Ashawide Coordinator (President)
1.Total number of position(s)
There is one position for this role.
2.General Description
The President is the essential glue that binds all things together and is the go-to person for anything going on in Asha. The volunteer must understand, believe in, exemplify and uphold Asha’s core values at all times. Keep discussions in Asha focused on issues, learning and constructive inquiry. The volunteer must establish communication channels with chapters and her volunteers, stay abreast of all Asha activity and make sure that nothing falls through the cracks. Lead coordination team and assist where needed. The volunteer should be someone with strong credibility in Asha – someone who has consistently worked in the right spirit and kept the best interest of the organization in mind.
3.Tasks
(i)Administrative:
- Receive and respond to emails coming to president at ashanet, coordinator at ashanet, volunteer at ashanet and comments at ashanet email alias’
- Manage subscription requests and moderate asha-coordination yahoogroup
- Coordinate weekly Saturday calls
- Assist with coordinating regional conferences and annual conference along with host chapter(s)
- Coordinate publication of annual report along with coordination team
- Be subscribed to main ashawide groups (projects, coordination, chapcoords, treasurers, publicity, fundraising, web) to keep track of discussions
(ii)Communication:
(a) External – Represent the organization in external forums; Work with prteam to communicate and highlight our projects and project partners.
(b) Internal – Work with different coordination teams and encourage greater inter-chapter communication for sharing best practices; stress on keeping in touch with chapters, either through in-person visit or virtual visit, resolve intra-chapter conflicts. Promote consensus building and actively participate in discussions shaping Asha polic(ies) so that all chapters and her volunteers move forward, together.
(iii)Networking
Network with other organizations that focus on development work in India, Leverage networking opportunities to project a positive image of the organization and also to create cross learning with other organization(s).
(iv)Legal Documents
Review any and all documents signed on behalf of the organization. Work with legal helpdesk for the same. Keep a repository of all documents signed on behalf of the organization. These could be at Ashawide level as well as chapter level.
(v)Other
- Assist members coordination team as needed.
- During your term, look for one or more potential candidates who can fill
the position when your term ends.
- If you are not able to fulfill your duties, let the coordination team know.
4.Time Commitment:
This role requires about 20-25 hrs per week and can increase whenever there is an escalated situation.
5.Qualifications:
1. Have been an active member of Asha for the previous 4 years
2. Be able to commit at least 15-20 hours per week. This is not to be taken lightly. If you can’t commit *at least* 15-20 hours, you should not stand for this position.
3. Believe and epitomize Asha’s core values in entirety.
4. Have consistently acted responsibly in dealing with Asha matters
II.Ashawide Treasurer (Treasurer):
1.Total number of position(s)
There are seven positions for this team
One overall ashawide treasurer, three regional treasurers (west coast regional treasurer, Midwest regional treasurer and east coast regional treasurer), and oneIndia treasurer representative, Europe treasurer representative andCanada treasurer representative respectively.
2.General Description:
(i)Ashawide Treasurer:
Responsible for maintaining books of account, owner of finance template, submitting financial record to IRS and coordinate internal audit.
(ii)Regional Treasurer:
Guide chapters on accounting practices, help coordinate timely year-end financial summary.
(iii)Representatives:
Be communication channels for treasury related information. Assist chapters in their regions to submit country financials in time and help upload the same to website.
3.Tasks
(i)Administrative
- Receive and respond to emails sent to treasurer at ashanet email alias
- Moderate asha-treasurers at yahoogroups.com
(ii) Accounting and Banking
1). Maintaining accounts for all chapters not having independent bank accounts.
2). Processing banking requests for all chapters not having independent bank accounts (depositing and issuing of checks)
3). Providing transaction reports, on request, to chapters, for specified periods
4). Overall management of bank accounts
5). Helping new chapters with the treasury process by answering their questions and giving help with standard receipts and thank you letters.
6) Createsub accounts for chapters with bank accounts.
7). Educating all chapter treasurers on best practices for donations, sending
receipts/thank you letters promptly, maintaining a record of operational
expenses, and keeping good financial records. Help in sharing treasury
practices across chapters.
8). Send reminders to chapter treasurers to turn in their financial records on
time (asha-treasurers at yahoogroups.com).
9). Coordinate Internal Audit.
10). Maintain Central Database.
(ii)Tax Returns
1) Collecting of financial reports from all chapters and collating the information into anAshawide financial report.
2) Preparing and filing of all relevant tax returns (Federal and State of California).
3) Answering any official query raised by the IRS etc.
4) link to annual report or updates
(iii) Other
1). Assist members coordination team as needed.
2). During your term, look for one or more potential candidates who can fill
the position when your term ends.
3). If you are not able to fulfill your duties, let the coordination team know
and attempt to get another volunteer to take over the responsibilities the
position entails.
4.Time Commitment:
The overall ashawide treasurer requires about 2-3 hours per week. The tax return filing is very time consuming takes close to 20-30 hours to obtain the information, collate it, prepare the returns (federal+state) and submit them.
5.Qualification:
Should have been involved in Asha for Education (US chapter) for at least one year.
Recommended that the person have fulfilled the role of treasurer at a US chapter.
III.Ashawide Chapter Coordinator (Secretary):
1. Total number of position(s):
There are six positions for this team.
One overall secretary, one new chapter coordinator, one existing chapter coordinator, one India chapter coordinator, one Europe chapter coordinator, one Canada chapter coordinator
2.General Description:
The primary task of the secretary team is to handle chapter coordination issues and maintain the chapter list for Asha. Currently, most of the secretary team's work is focused on Asha Abroad, however, it is likely that there will be volunteers from Asha India as well as from other parts of the world, going forward.
The chapter forms the primary unit of Asha, and hence, it is important to have processes that determine what a chapter is and how it is maintained. Asha's decentralized setup requires minimal chapter participation in the Asha-wide activities. However, a vast majority of the issues, questions that chapters have are common. Apart from the benefits of inter-chapter interaction in projects, etc, it is important that there be some level of coordination, especially on publicity, treasury and projects (if multiple chapters are raising funds). The role of the secretary team is to facilitate these interactions and bring more chapters to participate in wide activities.
3.Tasks:
Though there are many tasks that are unwritten, and arise spontaneously, some ofthe key tasks are:
(i) Administrative:
- Manage subscriptions to and moderate asha-chapcoords yahoogroup
- Receive and respond to emails coming to secretary at ashanet email alias
(ii) Maintain new chapter mentoring and chapter recognition process:
The secretary team is tasked with bringing new sets of volunteers up to speed on Asha-wide communication channels, core values of Asha and our key goals. The secretary team should get as many volunteers from Asha-wide involved, various setups have been tried for mentoring: mentor chapters, mentor groups and mentor volunteers, with varying degrees of success. Often, a lot of information is available, in some nook and corner. The role of the secretary team is to help new chapters with as much information as possible, while at the same time, encouraging new chapters to come with innovative approaches to Asha's mission.
The secretary team should also maintain a consistent process for new chapters that covers publicity, treasury, web, fund raising, projects and chapter roles. Some of these are to be covered in the ARC proposal. The objective is support new chapters get familiar with Asha's ways of working and ensure that the chapter is well connected to the rest of Asha, to be able to contribute and learn from others. The secretary has to maintain the documentation on all current, new and dormant chapters of Asha.
Similarly, it is proposed that there be a process for chapters going dormant/ inactive, by having chapter "re-register" on an annual/ semi-annual basis. This could be as simple as chapters submitting some more information along with the tax filing, and this needs to be crystallized through a commonly agreed upon procedure.
(iii). Inter-chapter coordination, and chapter issues:
The secretary team steps in when chapters request for information on various aspects by pointing to resources or volunteers within Asha who could help. In the recent past, chapters have requested the secretary/ coordination team to intervene when there have been internal group dynamics issues. The role of the secretary/ coordination team is to ensure that the stability of the chapter is not affected and that all differences be sorted out in an amicable manner. Currently, the secretary team steps in only upon the request of the chapter/ volunteer and it is recommended that this remain as is.
(iv). Facilitate inter-chapter activities by bringing out best practices and lessons from successes/ failures at the chapter level:
The secretary team should bring out the best practices at regular conference calls and appropriate email fora about learnings from chapters that other chapters can use.
(v) Coordinate with internship team
Direct interested volunteers towards the program
(vi) Other
- Assist members coordination team as needed.
- During your term, look for one or more potential candidates who can fill
the position when your term ends.
- If you are not able to fulfill your duties, let the coordination team know
and attempt to get another team member to take over the responsibilities the
position entails.
4.Time Commitment
The overall ashawide chapter coordinator position requires about 10-15 hours every week and the other positions require about 5-10 hours every week.
5.Qualifications:
The person should have been involved in ashawide activities for at least 6 months. It is recommended that the person have fulfilled a coordination role at a chapter (it could be any coordination role at a chapter).
IV.Ashawide Projects Coordinator (Director, Projects)
1.Total number of position(s):
There are a total of six positionsfor this team
One overall projects coordinator, one IFG coordinator, one project partners and focus group coordinator, one fellowship coordinator, one Europe projects coordinator, one Canada projects coordinator.
2.General Description:
These positions coordinate any ashawide projects undertaking or inter-chapter project initiative.
3.Tasks:
(i)Administrative
- Receive and respond to emails coming to projects at ashanet email alias
- Manage subscriptions and moderate ashawide projects yahoogroup
- Create and manage an ashawide projects decision making body
- Upload proposals received at the projects at ashanet email alias
- Upload any proposals received via email from chapters/individuals for general consideration
(ii)Coordination roles:
1) Coordinating any ashawide general funds disbursement discussions about which projects to support.
2) Working with WAH team to make sure their projects timeline is on track.
3) Organize monthly projects conference calls
4) Work with Asha India in keeping status of "India focus group" proposals and keep discussions on track
5) Ensure that focusgroups for different focus areas are functional and provide any help needed.
6) Help new chapters on the projects side of things, if they need help identifying groups to work with or other chapters to partner with.
7) Some central coordination and tracking of fellowship proposals.
8) Work with coordination team members to collect projects information from chapters
9) Setup zonal projects contact points for ensuring projects information is current and updated (site visits/financial statements/updated reports).
10)Coordinate with web team on projects database
11) Build a database of potential Asha contacts in India who could do site visits for us (as opposed to social visits). Though this has been happening on a case-by-case basis, information is not yet there in one place anywhere.
12) Help align projects mission messaging at chapters towards what is identified as the Asha mission and vision and objectives, and/or decisions that have been taken at conferences.
13) Keep watch on the auto generated projects-without-information emails and get chapters to fill out missing information
14) Respond to emails from chapters seeking information - such as site visit that needs to be done, FCRA related issues, collaborating with another chapter for joint funding etc.
15) Work with prteam to create projects related publications, handbooks
(vi) Other
- Assist and coordinate with other coordination team members as needed.
- During your term, look for one or more potential candidates who can fill
the position when your term ends.
- If you are not able to fulfill your duties, let the coordination team know
and attempt to get another team member to take over the responsibilities the
position entails.
4.Time Commitment:
IFG - 10 hrs per week
FocusGroups - 3-4 hrs per month
ashawide projects mailing list moderation - 10 mts per day
ashawide projects coordination calls - 2-3 hrs per week
other tasks (handling emails to projects@, emails from chapters etc) - 2-5 hrs per week
wah projects related tasks, ashawide projects funding etc - 4-6 hrs per week on a need to basis
5.Qualifications:
It is recommended that the person have fulfilled the role of projects steward or projects coordinator at a chapter.
V.Ashawide Publicity Coordinator (Director, Publicity)
1.Total number of position(s)
There are a total of two positions –one internal publicity coordinator and one external publicity coordinator. Out of these two, one of them will be the overall publicity coordinator.
2.General Description:
Coordinate ashawide event based publicity efforts (like NOH, WAH, TA etc) and also create awareness of the organization through articles, calendars etc.
3.Tasks:
(i) External Publicity Coordinator
1)Reply to mails that come to the pr@ alias
2)Write and put out press releases as relevant
3)Formulate response to false allegations about Asha in the media as needed
4)Help new chapters with publicity ideas, material and intial outreach strategy
5)Maintain a media list
6)Coordinate media outreach activities with articles about Asha
7)Encourage project stewards to send the PR team write ups about the success stories with projects
8)Coordinate with web team on website updates
9)Coordinate with Indiateam and abroad chapters for calendar publication (design, layout, write-ups)
(ii) Internal Publicity Coordinator
1) Reply to mails that come to prteam at ashanet email alias
2)Moderate discussions and membership requests on asha-publicity
3)Maintain a repository of publicity material that chapters can use
4)Collect and archive copies/clips etc. of articles, and other media coverage received at the chapter level
5)Stay in contact with chapters on both coasts, as well as Chicago, Houston in the US, chapters in Europe, Australia to periodically showcase articles about Asha and ads
6)Coordinate ideas to generate $$ for publicity and outreach activities
7)Ensure that all publicity material meets our consistency standards
8)Coordinate creating ad-series for print media, web portals and radio
9)Coordinate graphic design for official Asha letterhead, creating high resolution pictures for the PR zone of our web site and standardizing the logo
10)Coordiante the collection of statistics on our project partners based on information on our web site so that we have approx. numbers for how many children are affected by Asha's work in a given year, since Asha's inception, and how many children we expect to help in the next few years.
11)Create a proposal for publicity sponsorship and help us identify a list of companies who may want to help with this, and then approach them for sponsorship.