ADMIN TEAM

 

Admin's job is to streamline the things, make things more efficient, cultivate timeliness and consistency, record keeping, follow thru the various tasks, watch bylaws etc without stepping on anyone's toes and without any voting power in gov body's decision making. 

 

Members:  Usha M Reddy,  Dhiren Ajudia & Jyotsna Walia
  Each member can recruit temporary members to help if necessary in various tasks except making changes in the web or database.

The admin Team has four main functions
Maintenance
Web
Finance
Membership

 

From October 2009 

Maintenance:  Dhiren Ajudia
Web : Usha M Reddy
Finance : Dhiren Ajudia
Membership: Jyotsna Walia

 

	PRESIDENT Dhanvant Madhani CME CHAIR Ramesh Ramayya		ADMIN CME
1	Make a tentative list of topics / Speakers for upcoming CME in September and pass it to Admin CME by Jan 15th. This should be based on. 1.    Topics of most interest. 2.    Topics that are better for getting grants 3.    Speakers that can gets a grant. As over half of topics submitted will be rejected for the lack of grants it is advisable to make a list of at least 12 topics. The Speakers need to understand that if the grant does not come through then the speaker may have to be dropped.		Help and make sure the CME President,CME chair & cochair are maintaining timeline.
2	Apply for grants online by March 15th. Any online applications after June are rejected due to lack of time,  For 2010 / Dhanvant Madhani (president) has agreed to Apply for online grants     The CME chair Ramesh Ramayya needs to keep in contact with the institutions that received application to see the status of the application. Sometimes if grant is rejected they need to call and see why and if it would make a difference if the wording of the objectives were changed and insist on getting the grant. They need to inform Admin CME if 1.    The grant is denied ASAP 2.    If grant is accepted – for how much. 3.    If grant is accepted keep in touch with company till grant check is released. 4.    If grant is accepted then confirm speakers for that subject.   This is a continuous process if grants are rejected the CME chair is to look for other topics / speakers and sponsors. There should be a constant stream of information exchanged between CME chair and Admin CME		Pass any info or leads received to the CME Chair. Help the CME chair in drafting the following important documents. be completed by June 30th 1.    *Prepare CME objectives 2.    *Prepare Program Agenda 3.    *Prepare Itemized budget 4.    *Prepare CME brochure 5.    *Prepare Support request 6.    *Prepare course evaluation 7.    *Get copy of 2009 W9 8.    *Delivery payment letter from Jerry Sacket 9.    *Get WSMA certificate 10. Meet with Jerry Sacket for help
3	CME chair and cochair Start looking for exhibition booth sponsors /lunch sponsors /from July 1st And pass info to President and CME Admin President to maintain Sponsors/Grants/Exhibit status log from info recieved		Make sure a upto date Sponsors/Grants/Exhibit status log is being maintained by President
4	CME chair / co chair Make sure all sponsors have paid their grants Confirm Audio Visual needs are taken care of Confirm breakfast/ Lunch needs are taken care		Help President with maintaining upto date  exhibit Space diagram
5	CME Chair / cochair Collect CME certificates from Jerry Sackett Bring the CME certificates to meeting. Make sure the exhibit space is allocated according to grant		Make sure this is carried out properly
6	Contact speakers and make sure their needs are taken care Make sure exhibit spaces are properly taken care of Thank all the sponsors individually Thank Speakers individually Make sure all members turn in the evaluation forms Collect Improvements and suggestion for next meeting
	Collect Evaluation forms and give to Jerry Sackett .

Admin Web : USHA M REDDY

Web designer: Hitesh Rank
Phone # 91 98259 98125
email: rank_hitesh@Yahoo.com

Web Hosting : My hosting.com

Password: wapi4wash

 

DUTIES:

1.       Web administration including web update for events and news and photos;

2.       various incoming and outgoing admin emails;

3.       data back up;

4.       coordinate web upgrade as/if approved by gov body;

5.    Post gov body agenda/meetings/event reports on web as they become available;

 

2010 ACOMPLISHMENTS

1.        Transferred all web content to Myhosting .com

2.       All gov body members have their own email.

3.       All incoming and outgoing mail streamlined so mail goes directly to concerned.

4.       Streamlined contact page

5.       Added graphics.

6.       Streamlined classified page which now shows upto date information on different ongoing process.

7.       Restored registration on events from online function

8.       Restored paying through paypal function

9.       Restored database functionality.

10.   Added database for reps.

RESPONSIBILITIES of Admin Secretary

 

1.    Answer all calls directed to WAPI and forward it to the appropriate people if necessary especially during pre event time.

2.    Check admin mail

a.    Deposit Checks,

b.    Maintain a list of people who paid dues and enter them in database.

c.    Forward the list of people who paid dues to Membership chair and admin.

3.    Check WAPI email and

a.    Forward mail to appropriate persons.

b.    List members who have paid or registered for events through this site and send copy to chair for cultural events, President, admin.

c.    Add members to database of those registered through this site and send list to Membership chair, President and Admin.

4.    Make sure all those registered for events are added in the website under registrations.

5.    Newsletters to be printed and mailed.

6.    Send reminder to members to pay their dues x4 a year.

7.    Prepare for events

a.    Set up event Registration

b.    Print put Event Registration Sheet

c.    Bring In Box/tags/Cr slips/Pens/forms etc.

 

RESPONSIBILITIES IF CME CHAIR

 

·         Event Preparation / This is the timeline

o   Jan - March

·         Research to see which topics are better for getting grants

·         Find speakers

·         Prepare CME objectives

·         Prepare Program Agenda

·         Prepare itemized budget

·         Prepare CME Brochure

o   April to June

·         Start completing the online grant applications. You will need the below documents before starting to apply for grants

1.   A copy of 2010 W9

2.   CME objectives

3.   Program Agenda

4.   Itemized budget

5.   CME Brochure

6.   Delivery of payment letter from Jerry Sacket

7.   Get copy of WSMA certificate

·         Maintain Sponsors/Grants/Exhibit status log

·         Meet with Jerry Sacket for help.

o   July to September

·         Start looking for exhibition booth sponsors

·         Maintain exhibit Space diagram

·         Make sure the sponsors get all the documents they need to process the grant.

·         Constantly update Sponsors/Grants/Exhibit status log

·         Collect checks and give to president

§   

·         Pre Event – 2 weeks prior

§  Collect CME certificates from Jerry Sackett

§  Contact speakers and make sure their needs are taken care

§  Make sure all sponsors have paid their grants

§  Make sure the exhibit space is allocated according to grant

 

·         Event/

§  Bring the CME certificates

§  Make sure exhibit spaces are properly taken care of

§  Thank all the sponsors individually

§  Thank Speakers individually

§  Make sure all members turn in the evaluation forms

o    

·         Post Event/

§  Improvements and suggestion for next meeting

§  Send Evaluation forms to Jerry Sackett

 

 

·         Routine

o   You will need to learn from Dhiren :

§  Your passwords to enter www.wapiusa.org/admin

§  Learn how to edit existing info

§  Add new member

§  Deal with people who forgot their passwords.

§  Print out the list

§  Send bulk email

o   Members

§  Inform Heena of new members

§  Get from Heena periodically -list of new members and dues paid - update

§  Maintain a list of all physicians with their correct home phone numbers and email

o   Volunteers

§  Be on the look out for volunteers to help in calling for events

§  Make sure the volunteers have indeed called all people otherwise you will need to do it.

o   Skills

§  Learn how to use excel. If you are not sure ask Admin team.

 

·         Event Preparation / Admin team will guide you through this event

§  Take the list of physicians and assign volunteers to call

§  Work on updating the email and phone numbers. This is a tedious task so keep working on it whenever you have time.

·         Pre Event – 2 weeks prior/ Admin team will guide you through this event

§  Call all physicians to remind them to register and attend the event

 

·         Event/ Admin team will guide you through this event

§  Bring printed Database and update info

§  Pass the Database to all attendees to update their info

 

·         Post Event/ Admin team will guide you through this event

§  Welcome email to new members

§  Update database

·         Kick start event -President/ Admin team will guide you through this event

o   Inform Board of Trustees that work on event started

o   Contact CME  chair regarding topics/speakers and sponsors

o   Contact Fund Raising and PR to look for a place to hold the meeting

o   Contact Social Events Committee chair if needed

o   Contact Membership chair that work has started

o   Contact Young Physicians and Residents chair that work has started

o   Contact Community Health & Education Chair that work has started

o   Contact Newspaper and Publication that work has started

o   Contact Office Manager that work has started

·         Event Preparation / Admin team will guide you through this event

o   President

§  Prepare General body Agenda and email  x 3 a month apart to

·         Board of trustees

·         Governing body

·         Admin team

·         All Members

§  Prepare Gov body Agenda and email  x 3 a month apart to

·         Board of trustees

·         Governing body

·         Admin team

§  Prepare News flyer and send to all members

§  Communicate with CME chair – ultimately responsible for this event

·         Regarding outcome of Sponsors

·         Speakers

·         Maintain CME task log

§  Communicate with community health & education chair regarding

·         New Events

o   CME chair/ Admin team will guide you through this event

§   

·         Research to see which topics are better for getting grants

·         Find speakers

·         Find sponsors & apply for grants

·         Prepare CME objectives

·         Prepare Program Agenda

·         Prepare itemized budget

·         Prepare CME Brochure

·         Prepare support request

·         Prepare course evaluation

·         Get copy of 2009W9

·         Get delivery of payment letter from Jerry Sacket

·         Get copy of WSMA certificate

·         Meet with Jerry Sacket for help.

·         Start looking for exhibition booth sponsors

·         Maintain Sponsors/Grants/Exhibit status log

·         Maintain exhibit Space diagram

·         Maintain Sponsors/Grants/Exhibit status log

·         Maintain exhibit Space diagram

o   Fund Raising and PR chair/ Admin team will guide you through this event

§   

·         look for a place to hold the meeting / food – Fund Raising and PR

o   Social Events Committee chair

·         Prepare agenda and mail to President and Admin

·         Prepare and submit budget

·         Prepare flyer and give to president for bulk email

·         Send Agenda and flyer to Newspaper and Publication chair

·         For member participation talk to Membership chair

·         For Food issues contact Fund Raising and PR chair

·         For Financial issues contact president

o   Membership chair

·         Contact members / make volunteer assignment / 

o   Young Physicians and Residents chair

·         Gather names of all Student and Youth Physicians of Indian origin ( phone numbers & email )

·         Assign Volunteers to help in recruiting them to join WAPI, that way they can receive email directly from WAPI for every event. Students , residents and fellows will not need to pay any membership fees.

o   Community Health & Education

·         Prepare Agenda

o   Secretary

·         Make sure Agenda has all unfinished business

 

 

 

o   Newspaper and Publication chair

·         Plan on Newsletter –

·         Give completed copy to office manager for printing

·         Pre Event – 2 weeks prior/ Admin team will guide you through this event

o   Office manager

§  Mail New letters –

§  Head count – send info to president

§   

o   President

§  E mail Newsletter / flier –

§  Confirm audio visual equipment

§  Get disclosure statements to speakers

§  Get agreement of payment

o   CME chair

§  Collect CME certificates from Jerry Sackett

§  Contact speakers and make sure their needs are taken care

§  Get in writing from each speaker the gist of what they are going to speak.

§  Collect from 7 speakers compile them to be printed as a brochure.

§  Send this to Heena to make copies at least 1 week before event.

§  Make sure all sponsors have paid their grants

§  Make sure the exhibit space is allocated according to grant

o   Fund Raising and PR chair

§  Confirm Place / Food

o   Social Events Committee chair

§  Make sure budget is adequate

§  Confirm participants

o   Membership chair

§  Volunteers to call and remind physicians to attend

o   Young Physicians and Residents chair

§  Volunteers to remind youth to attend

o   Community Health & Education  

§   

 

o   Secretary

§  Prepare Event Report

 

·         Event/ Admin team will guide you through this event

o   Office Manager

§  Set up event Registration

§  Print put Event Registration Sheet

§  Bring In Box/tags/Cr slips/Pens/forms etc.

o   President

§  Prepare Speech and PP

§  Follow Agenda

§  Thank sponsors individually

o   CME chair

§  Bring the CME certificates

§  Make sure exhibit spaces are properly taken care of

§  Thank all the sponsors individually

§  Thank Speakers individually

§  Make sure all members turn in the evaluation forms

o   Social Events Committee chair

§  Follow Agenda

§  Make sure all equipment, participants are on board

§  Clear all financial issues with president

o   Membership Chair

§  Bring printed Database and update info

o   Young Physicians and Residents chair

§  Encourage Youth to participate

§  Thank youth for participating

o   Community Health & Education

§  Update everyone on new community initiatives.

o   Secretary

§  Take minutes

§  Event Report

o    

·         Post Event/ Admin team will guide you through this event

o   President to email thanking

·         Speakers,

·         sponsors,

·         volunteers

§  E mail Minutes to Gov body ,Board of Trustees and Admin Team

§  Bulk email Event report to all members

o   CME chair

§  Improvements and suggestion for next meeting

§  Send Evaluation forms to Jerry Sackett

o   Social Events Committee chair

§  Thank Participants and sponsors

§  Improvements and suggestion for next meeting

§   

o   Membership Chair

§  Welcome email to new members

§  Update database

o   Young Physicians and Residents chair

§  Thank all young physicians

§  Report on what can be done to improve youth participation.

o   Community Health & Education

§   

 

o   Secretary

§  Complete minutes and send to President & Admin team for filing

Complete Event Report and send to President  & Admin team for filing

 

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