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Roles and Responsibilities of IJA Coordinators

Roles and responsibilities of the volunteer IJA Directors and Coordinators (this is a draft, we need updates from the people currently holding the postitions to help define the responsibilities):

• • Communicate with Affiliates
  • Set up chapter and affiliates programs, forms and guidelines
  • Send orders to Merchandise Distributor for mailing door prizes and membership forms/incentives to local festivals of Affiliates
• • Maintain the IJA archives
• Archives Assistant Director
• • Review (before publication) the clarity, correctness, professionalism and effect of any important official public communications from Officials, Board members, or the Board
  • Review forms, letters, reminders, brochures, etc., used to communicate with members, former members and other jugglers
• • Oversee the IJA elections
• Festival Director - (What are the time commitments, requirements and benefits? see Katje's forum post)
  • Assemble a festival team, including Registrar, Volunteer Coordinator, Security Coordinator, Vendor Coordinator, Championships Director, Show Producer, Stage Manager, Games Director, Numbers Director, and many others
  • Negotiate for facilities and services on behalf of the Board
  • Prepare and maintain a festival budget
  • Report progress to the Board on a monthly basis
  • Note: The Festival Director is provided with a cellular telephone with voice mail.
• Future Festivals Site Coordinator -
  • Locate and negotiate for future festival facilities and services on behalf of the Board
• • Create overall marketing plan for the IJA
  • Develop promotional materials and products
  • Work with graphics designer to create ads for JUGGLE magazine
• • Respond to membership inquiries from members or potential members via telephone, email, or fax
  • Process membership applications and renewals
  • Forward membership monies to the Treasurer for deposit
  • Send renewal notices to members whose memberships would shortly lapse
  • Keep the membership database current
  • Produce mailing label data for the IJA's bi-monthly magazine in a format acceptable to the publisher/printer
  • Produce a report of members entitled to vote in support of the annual meeting
  • Produce reports regarding current or past members in support of membership drives, mailings, or other activities as may be required from time to time by the Board
  • Provide monthly reports to the Board regarding the current membership situation
  • Note: the IJA's membership database is currently maintained using Filemaker Pro. The Membership Director is provided with a cellular telephone with voice mail, and with an account allowing the receipt of faxes by electronic mail. For logistical reasons this position is filled by a resident of the United States.
• Mentor Program Liaison -
• Recruit mentors
• Match up members with mentors
• Facilitate finding any additional resources that the mentor and member might need to help with the sessions
• • Process phone and FAX orders (send email to Merchandise Distributor and mail credit card order to Treasurer)
  • Answer questions from customers (email, phone or FAX)
  • Create and maintain order forms (hard copy and online)
  • Manage database of store customers
  • Add graphics and descriptions for new products and services to web store
  • Maintain store software
  • Note: The IJA Store Manager is provided with a cellular telephone with voice mail. For logistical reasons this position is filled by a resident of the United States OR another person takes the phone orders for the Store Manager.
• • Store the IJA's merchandise which consists of videos and magazine back issues
  • Ship orders received from the online store and Store Manager
  • Ship a selection of merchandise to the annual festival for direct sale to members
  • Manage inventory
  • Reorder DVDs from Videographer when needed and restock them
  • Alert Video Coordinator and Store Manager when items are low and need reordering
  • Perform an annual inventory and send results to the Treasurer
• Recording Secretary -
  • Take minutes at all board meetings and the annual member meeting
  • Submit minutes to the Webmaster for posting on the web site
• • Coordinate a team of volunteers to keep the IJA books
  • Produce annual financial statements
  • Provide data to the IJA's accountant to support filing the IJA's annual IRS form 990
  • Provide monthly reports to the Board regarding the IJA's financial situation
  • Assist the Board in the preparation of the IJA's annual budget
  • Ensure that appropriate backups of all financial data are kept
  • Receive and deposit money for memberships, merchandise purchase, festival registrations, etc. (most of this is handled automatically through mechanisms such as PayPal and some other parts can be handled by Assistant Treasurers)
  • Pay legitimate expenses incurred by IJA staff and Board members
  • Administer the IJA's credit card merchant account
  • Administer the IJA's investments, according to direction received from the Finance Committee and the Board
• • Solicit proposals for video production, and make recommendations to the board
  • Negotiate video contracts and submit to board for approval
  • Provide assistance to videographers during IJA festival
  • Review videos prior to publication, to ensure that they are accurate and meet the IJA's standards for quality and content
  • Manage video packaging and artwork
  • Act as relationship manager with wholesale customers
  • Negotiate contracts concerning videos and IJA footage
  • Work with the merchandise coordinator on pricing and marketing of videos
  • Submit proposals to the board for other video projects
• • Coordinate team of volunteers to maintain the IJA web site ensuring that information on the web site is timely, current, and correct
  • Publish new information that the Board requests
  • Implement changes, enhancements and new features on the web site as needed
  • Act as technical contact with the IJA's internet service provider and domain registrar

The following volunteer coordinators are mainly for the IJA summer festival:

• Auction Coordinator -
• Championships Coordinator -
• Festival Registrar -
• Games Coordinator -
• IJA Table Coordinator -
  • Manage merchandise sales and t-shirt distribution at annual festival
• Joggling Coordinator -
• Numbers Coordinator -
• Vendor Coordinator -
• Volunteers Coordinator -

                                                                                                                                                                                                                               

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