Key Votes Director Tasks
Also see: General ManagementDaily Tasks
- State tracking and preparation for selection meetings
- Check in with interns as they arrive for their shifts and at least once during each shift
- Provide frequent feedback to interns about their work
- Vote staff checks: 1 per day, or 5 per week (Associate workload is a minimum of 10/week)
- Summary staff checks: 1 per day, or 5 per week (Associate workload is a minimum of 10/week)
- Check Mantis and Wiki for tickets and page edits that are relevant to the department and should be monitored
- Check Uservoice user feedback tool and deal with (and close) any tickets relevant to the department
- Respond to any emails forwarded from comments@votesmart.org
- Keep calendars up to date - PVS Office Google Calendar (time off and other things that MT office should know about) and ASI Outlook calendar
Weekly Tasks
- Record intern hours (Should be delegated to staff member and checked in on periodically)
- Key Vote selection meetings: 1-2 times per week, more frequently if necessary during the spring
- Quality control: webcheck 3 randomly selected bills for each staff member and provide feedback
- Key Votes staff meeting with UT supervisor and National Director
- Send the report before the weekly Director meeting to National Director and UT Staff Contact
- Prepare for and call in on weekly Director meeting with National Director and UT Staff Contact
- Prepare for and call in on weekly senior staff meetings with National Director and Department Directors
Monthly Tasks
- Correspond with advisors (every 2 weeks)
- Enter vetoes for assigned states, or delegate to an intern (fall only, enter more frequently during peak periods)
- Attend ASI staff meetings
- Update content on the PVS portion of ASI website
- Email scanned copies of receipts to the Office Manager in MT (officemgr@votesmart.org) for purchases made using PVS Credit Card (such as career fairs or food for intern events)
- Confirm with Development that the E-Newsletter was sent to Advisors
Semester Tasks
- Orient interns and provide them with UT intern manual, pledge, and policies and procedures form
- Evaluate interns three times: 1) after training period has ended, 2) midterm, and 3) final
- Attend educational outreach meetings with ASI educational outreach staff
- Register for and attend the 3 (sometimes 4) career fairs held each semester (with staff)
- Coordinate with GRA to schedule and perform class talks - class talks typically are done in October in the fall and March-early April in the spring
- Update online internship postings (can be delegated to staff)
- Coordinate recruitment efforts (class talks, student information sessions) with ASI staff
- Schedule and execute joint student information session with Archer Center - this is done in the fall
- Send recruitment emails to area professors, student organizations, and info card database (see Wiki)
- Process intern applications (with staff) and interview candidates (with staff)
- Coordinate intern schedules for upcoming semester (can be delegated to staff)
- Box semester backup (to .zip)
- Box user access maintenance
- Admin user access maintenance
- Collect semester statistics and write semester report and submit to UT supervisor and CC National Director
- Keep PVS section ASI website up to date (http://communication.utexas.edu/strauss/projectvotesmart)
Yearly Tasks
- Analyze processes and make changes if necessary
- Annual performance evaluations for staff (in conjunction with UT supervisor and National Director)
- Create yearly advisor contact calendar
- 6 month evals for new staff if necessary
- Break down and reuse folders for webchecked bills after December 31st
- Backup Box to .zip and purge data (should be completely empty for new year)
- Discuss Vote Smart talking points document with new staff, if necessary
- Set up new staff emails (put in Mantis ticket), create admin account, provide guidance on important links, share calendars, if necessary
