College Houses Staff

Staff members are responsible to the board through the General Administrator. The board and committees may delegate specific duties and responsibilites to the staff. The staff is responsible for the daily function of the cooperative through the power delegated to it by the board.

There are five full-time staff members that all work at the main office - 1906 Pearl Street.

• General Administrator
• Office Manager & Member Services
• Staff Facilities Coordinator
• Training & Kitchen Coordinator
• Co-op Accountant
  
  

General Administrator (GA)

The General Administrator (GA) is the Chief Executive Officer of College Houses and as such will provide the expertise and administration required for the routine occurrence of the planning, organizing, monitoring, and communication functions within the College Houses system. The GA is responsible for the daily operation of College Houses and will provide the expertise, monitoring, and day to day coordination needed to support the operations (maintenance, labor, kitchen, food buying) of the various houses. The GA is the Registered Agent of College Houses and the primary advisor to the board.

Areas of Responsibility

1. Resource person
   1. Serve as the primary resource person for the Board of Directors in the management functions outlined in the opening paragraph, including:
      1. Meeting with the board, staff and committees.
      2. Coordinating internal work plans to support the administration of College Houses.
      3. Coordinating work plans to support board goals and objectives.
      4. Systematically auditing the execution of the work plans.
      5. Maintaining a responsible budget process.
      6. Encouraging the flow of information within College Houses.
   2. Serve as primary resource person in the area of operations and facilities for the houses and joint committees and officers, including:
      1. Providing regular house operations training sessions.
      2. Maintaining operations and training materials and manuals.
      3. Providing information on operations and facilities:
         1. Budgeting
         2. Planning
         3. Monitoring house operations
            
2. Maintain necessary staff support
   1. Hire and fire paid staff, contractors or volunteers in the office.
   2. Direct and evaluate the central staff in accordance with the job descriptions, work plans, and board directives.
      
3. Administrative support
   1. Maintain corporate information in a current and easily accessible manner. This includes:
      1. Oversight of corporate filing system.
      2. Maintaining a policy notebook.
      3. Maintaining a corporate calendar.
   2. Maintain, monitor and report on relationships with local and national organizations.
   3. Provide assistance to and carry out board decisions in such areas as:
      1. Acting as the agent for College Houses.
      2. Coordinating with attorneys and other outside professionals as well as all government agencies.
      3. Acting as spokesperson for College Houses.
      4. Being responsible for insurance policies.
4. Facilities and operations support
   1. Managing the Capital Improvement Program.
   2. Soliciting bids, oversight of contracts and obligating funds.
   3. Oversight of house maintenance.
   4. Oversight of availability of tools and supplies.
   5. Ensuring College Houses has all necessary permits and licenses.
   6. Monitor and report on house maintenance and capital improvement needs of College Houses and on the operation of each house.
   7. Monitor and report on fire safety within College Houses.
   8. Monitor house operations.

Office Manger and Member Services (OMMS)

The Office Manager and Member Services (OMMS) is responsible for maintaining the office in a professional manner and support of the College Houses membership services. S/he provides the expertise, monitoring and day-to-day management of the office, membership services, alumni program and other duties in support of the GA.

Areas of Responsibility

1. Office manager
   1. Maintains office, supplies, and equipment.
      1. Responsible for cleanliness.
      2. Coordinates with the GA to ensure appropriateness of office.
      3. Maintains adequate supplies of paper, etc.
      4. Coordinates with GA for necessary equipment.
      5. Maintains fax, copier, and answer machine.
   2. Oversee student part-time office workers.
      1. Maintains time schedules and time sheets.
      2. Orients and trains workers for specific duties.
      3. Provides oversight of duties.
      4. Coordinates computer program training
2. Administrative duties
   1. Update, maintain and distribute as necessary:
      1. Distribution lists.
      2. Officer lists.
      3. All College Houses minutes.
      4. Bad debt files.
      5. Member in bad standing files.
      6. Other lists and data as required.
   2. General duties.
      1. Answer phones, direct calls, and take messages.
      2. Type correspondence and copy as required.
      3. Sort and distribute mail.
      4. Greet persons visiting the office and assist them as necessary.
      5. Ensure all College Houses data is saved to the server.
      6. Make hard copies of all legal correspondence
3. Alumni program
   1. Develop and maintain the alumni program.
   2. Maintain files and database.
   3. Maintain contact with alumni council or point of contact.
      
4. Membership services
   1. Applications.
      1. Maintain master applications list.
      2. Maintain master application files.
      3. Process applications as appropriate.
   2. Contracts, new and current members.
      1. Maintain master contract list.
      2. Process new contracts.
      3. Coordinate with accounting for accuracy.
      4. Coordinate with houses for accuracy.
   3. Member files.
      1. Maintain master room charts.
      2. Maintain master member files.
      3. Maintain old member files, both good and bad standing.
   4. Member databases.
      1. Maintain application, contract, member data, and former member databases.
   5. House coordination.
      1. Responsible for publication of CH Owners’ Manual.
      2. Publishes CH membership manual for house membership coordinator.
      3. Assists houses in new member orientation.
      4. Assists in training membership coordinators.
      5. Assists and advises Ed. Coordinator in training.
      6. Supports College Houses through assisting in publication of posters and other publications.
   6. Coordinate “The Institute”.

Secondary Responsibilities

1. Act as resource person to house and board officers, including information, referrals, and problem solving assistance.
2. Provide continuity and history for the board and houses.
3. Other tasks and projects as assigned by the GA.

Staff Facilities Coordinator (SFC)

The Staff Facilities Coordinator (SFC) is responsible for the oversight and support of the College Houses maintenance program. S/he works with house maintenance coordinators to ensure the best possible upkeep of the facilities while addressing the need to educate members on how to maintain their buildings themselves. This position has three primary functions: maintenance programs and management, maintenance projects, and member education. The SFC works under the guidance of the GA and supports board directives as well as house requests.

Areas of Responsibility

Maintenance programs and management

1. Responsible for development and management of a comprehensive preventative maintenance program.
2. Responsible for general oversight of house maintenance programs to include monitoring of maintenance expenses and equipment.
3. Responsible for maintaining house maintenance manuals and other support material.
   

Maintenance projects

1. Monitors and coordinates projects assigned by GA.
2. Maintains contact with contractors.
3. Assists houses in requesting bids.
4. Maintains maintenance records of projects, repairs and costs.
5. Coordinates and oversees end of semester check out.
   

Member education

1. Coordinates with house officers and Staff Trainer to assist and teach house co-opers how to do many of the things necessary to keep the buildings running.
2. Works with the house maintenance coordinator on teaching “how-to’s”.
3. As repairs are being done, attempts to teach members the skills necessary to do the job at hand.

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Training and Kitchen Coordinator (TAKO)

The Training and Kitchen Coordinator (TAKO) is responsible for oversight and support of the College Houses training program and kitchen operations at the houses. S/he works to increase officer knowledge of their jobs and roles in order to foster leadership skills and to develop a community spirit. Safe and clean kitchen operations are vital to the well being of the membership and the Kitchen Coordinator will support the houses to ensure College Houses follows city and state codes as well as teaching how to prepare and serve meals.

Areas of Responsibility

1. Training.
   1. Coordinates and oversees semester and “as needed” training for all house officers and board.
   2. Training will include, but not be limited to:
      1. Leading and coordinating workshops, group, or individual meetings.
      2. Writing and updating manuals and training materials.
      3. Developing the annual training calendar.
      4. Coordinating with staff and others on training in their areas of responsibility.
      5. Contacting outside sources for training services.
   3. Keep statistics and report to board and GA as required.
   4. Remain in close contact with each house by visiting on a regular basis.
   5. Develop training material, and classes if necessary, for house labor jobs.
   6. Specific Training Programs.
      1. Kitchen operations
      2. Food Buying
      3. Menu planning
      4. House labor czar
      5. Membership coordinator
      6. House director
      7. Board members
      8. Treasurer
      9. General house labor
2. Kitchen operations.
   1. Monitors and oversees general operations for cleanliness and meeting health code requirements.
   2. Coordinates with health officials as required.
   3. Coordinates with kitchen managers for equipment repair and purchase.
   4. Maintains records of individual kitchen inventories.
   5. Coordinates with, and maintains files of, the vendors.
   6. Monitors and maintains an historical record of the kitchen budgets.
   7. Coordinates closely with managers on their budget.
3. Food operations.
   1. Coordinates with and monitors food vendor and pricing.
   2. Maintains an historic food cost database.
   3. Coordinates with and assists menu planning.
   4. Maintains the menu database.
   5. Provides sample menus for planning and nutrition.
   6. Coordinates cooking/cleaning instruction.
   7. Coordinates closely with food buyers on their budget.
      
4. House labor.
   1. Coordinates with and assists house labor czars as required to maintain the most appropriate labor system at each house.

Secondary Responsibilities

1. Act as resource to house and board officers, including information, referrals and problem solving.
2. Provide continuity and history for the board and houses.
3. Other projects as assigned by the GA.

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Co-op Accountant (COA)

The Co-op Accountant (COA) is responsible for the day-to-day accounting of College Houses, Inc.

Accounts Receivable – Responsible for entering and maintaining member account information
Coordinate with house Treasurers on member account issues.
Enter contract information
Post rent, scholarships, late fees, and all other member charges/credits
Accept member payments
Enter member payment information
Process deposits and ensure money gets to the bank.
Process credit card payments
Work out payment plans for members that can’t pay rent on time.
Monitor payment plans for compliance
Prepare eviction notices and court documentation when necessary.
Process members with bad debt and maintain bad debt files.
Process checkout forms and return deposits to members
Maintain member account files (paper file and Peachtree database)
Provide A/R information to members, officers and staff.

Accounts Payable – Responsible for entering and paying bills on time
Coordinate with staff and officers to obtain invoices.
Enter and post invoices.
Enter Hand-written checks.
Enter Laurel House checks.
Prepare A/P run, print checks and mail after signature.
Maintain A/P files for vendor accounts.
Answer staff and member A/P questions.

Reconciliations – Responsible for completing assigned reconciliations on time.
Bluebonnet M/M Account – Reconcile monthly
Wells Fargo M/M Account – Reconcile monthly

Member/House Officers/Board/Subcommittees/Staff Resource – Responsible for acting as a financial resource person for everyone in College Houses:
Act as a resource person regarding monthly financial statements and annual budgets to the members, house officers, Board, Subcommittees, and staff
Attend PFF&D as a resource person.
Attend CBC as a resource person.
Compile Monthly Variance reports.

Miscellaneous
Maintain employee files
Audit preparation
Other duties as assigned

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