Operations Director

Time Commitment:

Organizational Role

As the Operations Director, my role in this organization is to make sure that the organization functions properly. During Executive Committee and Senate meetings I dutifully take Minutes and Record audio. With the ASPSU Advisor to assist with managing the Budget Quarterly Reports. To assist Directors, I am able to order supplies, food for events, rooms for rent, and manage websites. I work behind the scenes to make sure that my peers are better able to serve you as students to the best of their abilities.

Duties and Responsibilities

First Month

- Establish a weekly meeting with the Advisor.
- Ensure you are well versed with the Public and Internal Drive.
- Familiarize yourself with taking Minutes and Robert's Rules.
- Be familiar with the ASPSU Bi-laws.
- Set up or copy a previous system of keeping accountability within the organization.
- Ensure the contact information is up to date for everyone within ASPSU.
- Familiarize yourself with Connect, specifically the Space Request, Travel Request, and Spending Request.
- Get access to your Director's email and check it regularly.
- Assist in answering the askaspsu@edu email.
- Give yourself a learning and grace period!

Termly

Summer Quarter

I was not in this position during Summer Term, but I would imagine it would be the same as others.
I personally would use this time to familiarize yourself with the job description and the systems that you will be utilizing regularly.

Fall Quarter

Quarterly Budget- Work with Advisor & President.
Minutes
Attendance
Assist President and Executive Staff Director with Attention Requests if needed.
Ensure that their are no requests in Connect.

Winter Quarter

Quarterly Budget- Work with Advisor & President.
Minutes
Attendance
Assist President and Executive Staff Director with Attention Requests if needed.
Ensure that their are no requests in Connect.

Spring Quarter

Quarterly Budget- Work with Advisor & President.
Minutes
Attendance
Assist President and Executive Staff Director with Attention Requests if needed.
Ensure that their are no requests in Connect.

Ongoing

Ongoing.

- Email
- Communication!
- Requests to spend money and other form requests to advisor

Weekly.

- Minutes (Exec & Senate)
- Upload Exec & Senate Audio/Zoom Recordings
- Attendance (Senate, Executive, Director lead Committees, SFC, and J-Board)
- Ensure that Name Cards for Senate are accurate.
- Vote Cards for Senate
- L-Core Meeting (no minutes needed)
- Senate or Leadership Fellows
- Executive Meeting

Monthly.

- Ask if anyone in the office needs ASPSU related supplies.

Quarterly.

- Budget Quarterly Reports

As needed.

- Order Supplies
- Room Requests
- Spending Requests

Points of Contact

ASPSU Advisor (Weekly Basis) and Leadership Core ( President, Vice President, Executive Staff Director, and Publicity Director).

Words of Wisdom

Hello Future Operations Director,

I hope you learn as much from this position, and enjoy it as I did. You have a lot of responsibility, even though you will often have to remind people what to do or how to utilize you. There is a lot of moving pieces with this position so make sure you are organized and have a great eye for detail. Lean on the ASPSU Advisor, for her information will be valuable and she will be a great asset. Communication is your greatest tool. My goal in this role was to make the Director's shine. If they were able to accomplish their events and tasks that means you did you job well.

Make sure you take the SALP Admin training early on and that you know and communicate administrative deadlines to the rest of ASPSU. ASPSU members will want you to put in requests and ask for things to be rushed that you don't have control over, be sure to communicate with everyone how long it takes the SALP accountants and others to process requests (and add in the time that it takes it to go through the ASPSU channels as well). The SALP Student Leader Resource Center is your friend!

Do not take for granted this opportunity and the people that are with you. They want the best for Portland State and all of their students just like you. Have a great year and make a great change to my Alumni University!

This should be about 3-4 paragraphs at least, and should contain information about people you have reached out to, not just offices, initiatives you have furthered, and things you learned in the position that would have been better to know beforehand. Will help to inform the next section and overall planning the following years.

Director of [blank] | Reflection

Refresh Contacts

Candace Avalos- ASPSU Advisor Email: cavalos@pdx.edu
Maria Dominguez- SALP will assist with Requests to Spend Money (RTSM) Email: domin9@pdx.edu

On-Boarding

Starting in Summer

Forms to assist in the start!

Connect https://pdx.campuslabs.com/engage/organization/associated-students-of-portland-state-university
Space Request https://docs.google.com/forms/d/e/1FAIpQLSeQE43icIx4d1ng_sczlCPS6a9a5TktT5nGJXRJAZFcIMoFbw/viewform
Request to Spend Money (RTSM) https://sites.google.com/pdx.edu/salpclub/forms?pli=1&authuser=0

Training you should receive:

Budget
Minutes & Attendance
Robert's Rules
Bi-laws

Training you should provide:

Teach Director's how to take and upload Minutes and Recordings, and where to place them in the Drive
Attendance Tracker
How to run an effective meeting!

Mid-Year

As you are new to this organization, ask as many questions as you can. Do a lot of research yourself. You are your best advocate, ask to be trained and informed in what is going on!

Forms to assist in the start!

Connect https://pdx.campuslabs.com/engage/organization/associated-students-of-portland-state-university
Space Request https://docs.google.com/forms/d/e/1FAIpQLSeQE43icIx4d1ng_sczlCPS6a9a5TktT5nGJXRJAZFcIMoFbw/viewform
Request to Spend Money (RTSM) https://sites.google.com/pdx.edu/salpclub/forms?pli=1&authuser=0

Training you should receive:

Budget
Minutes & Attendance
Robert's Rules
Bi-laws

Training you should provide:

Teach Director's how to take and upload Minutes and Recordings, and where to place them in the Drive
Attendance Tracker
How to run an effective meeting!

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