ITAA Administration

The ITAA Administration Company, (Huntington’s Management company (HAM) located in San Francisco) is contracted to hold the responsibility for all administrative aspects of the ITAA and reports to the President.

Various members of HAM staff work with members of the Executive Committee as required by each role.

The Board delegates the appointment of the position to the President and Finance Director. This committee determines the contracts and fees for the ITAA Contracted company using the appropriate local contract schedules as a guide in the appointment conditions.

ITAA Contracted Administration Roles

These roles are in partnership with the President and BOD.

Primary Responsibilities & Tasks

  • Support the BOD in designing and implementing policies and procedures as needed to increase the efficiency and effectiveness of the organisation’s daily operations
  • Manage the day-to-day operations of ITAA – membership, member inquiries, event setup and promotion, website maintenance
  • Manage relationships with vendors
  • Ensure all state and city business licenses are maintained
  • Be responsible for contents of ITAA storage unit as required and work to downsize the current unit
  • Be available with the agreement of the President or other appointed Executive members to support Board members for special projects and events – online and live, including attendance as agreed. This might include attending live conferences, as relevant
  • Miscellaneous responsibilities: Mail award plaques, books
  • Periodically pick up mail at CPA office
  • Attend Board meetings as agreed
  • Meet regularly with the Board President or the President Elect or the Past President
  • Manage and maintain membership database (currently in CVCRM):
    • Track payments (in collaboration with the Finance Administrator)
    • Manage manual payments from members as needed (in collaboration with the Finance Administrator)
    • Add new members, confirm renewals, stay on top of the multi-step process of student membership
    • Create weekly reports to Taylor & Francis for Journal access for new and renewing members.
    • Create monthly statistical reports for Board (Directors at Large – Regional Representatives)
    • Create quarterly expired member reports for Board and Taylor & Francis.
    • Manage automated renewal notices
  • Secure E-Consent and Student Supervision forms from all members and maintain hardcopy and electronic file of all forms, as appropriate
  • Respond in a timely manner to all member queries and forward as needed to Directors at Large (Regional Representatives)
  • In partnership with the Director of Development, support to create more efficient renewal and new member onboarding procedures to increase membership (tied into the new website development)
  • Maintain website and updates to the website.  Board members and others will submit these updates to the the appropriate HAM team members, which are to be agreed with the President/other Executive members appointed to this role.
  • Manage and maintain all ITAA technology:
    • Maintain logins and passwords for programs used by HAM and possibly Board members
    • Make purchases of new software, licenses, etc. as needed and in consultation with the Finance Director or President
    • Evaluate new software as the need arises
    • Organize and maintain the ITAA Archive (in coordination with the ITAA General Secretary)
    • Create and manage booking pages for ITAA events.  For example, Eventbrite
    • Send regular marketing emails as agreed with the Director, Development and in consultation with the Communications Committee Chair
  • In partnership with the Director of Development and Chair of the Communications Committee, be the primary point of contact for the web developer as appropriate

Website Update Request Forms

ITAA Financial Administrator’s Role

The ITAA Finance Administrator holds the responsibility for the financial aspects of the ITAA, reporting to the ITAA Finance Director.

Primary Responsibilities & Tasks

  • In collaboration with the Finance Director, manage, produce and maintain required financial reports and records for ITAA and IBOC
  • In collaboration with the Finance Director, design and implement new financial procedures as needed to increase efficiency and effectiveness of accounting processes
  • Provide monthly/quarterly reconciling and reports as needed
  • Produce quarterly and year-end reports
  • Ensure all federal and state taxes are filed
  • Administer credit card payments for members as needed
  • Account for donations, payments, refunds, expenses appropriately
  • Make all payments to vendors and contractors
  • Manage all invoicing, including for The Script ads, TAJ translations and reprints, and book donations.
  • Provide receipts and invoices for members when requested
  • In co-ordination with IBOC staff, track PayPal payments and income, develop standard invoices and fee structure, produce reports
  • Meet regularly with Board Finance Director

In collaboration with the HAM Operational Administrator:

  • Manage and maintain membership database (currently in CVCRM):
  • Track payments
  • Manage manual payments from members as needed