IT and Communications
The IT Co-ordinator looks after computer systems within the co-op, including software and hardware of the shop computer, and internet-based resources. This is focused mainly on internal systems and back-end support for technology based community engagement (emails, facebook and other social media, website). In addition to maintenance and trouble-shooting, they should be keeping the systems up-to-date, identifying and implementing new systems and changes to old systems that can improve the way the co-op is run from the inside and the way it communicates with the community. The IT Co-ordinator should have a shop shift, though there is no shift which it is particularly advantageous for this co-ordinator to have.
Responsibilities
- maintain the membership database, including making required changes to forms, etc.
- make sure that membership reports are generated before director meetings [AGM?] either by themselves, the membership coordinator, or a regular vollie
- support the membership coordinator (if existant) in producing and updating the email lists (it may be that the membership co-ordinator gets new emails and sends them to the IT co-ordinator who can then import them into the appropriate system)
- maintain accounts in rise-up and mailchimp and any future email systems, including maintenance and/or creation of templates in mailchimp (either by doing so oneself, or providing technical support to others)
- maintain co-ordinator and director email lists
- maintain roles emails: creating more if needed, making sure they are used, password recovery, etc.
- provide support and instruction to co-ordinators or vollies who are updating the website (i.e. Volunteer coordinator updating vollie opportunities section)
- maintain non role-specific parts of website (i.e. opening hours)
- maintain and/or create systems of co-ordinator communication and information storage including google docs, drop box, and the (currently in the process of being thought up) How To Do Stuff Wiki
- be responsible for making sure these systems are serving the co-operative well and come up with or solicit solutions and new ideas if they are not the best they could be
- troubleshoot computing problems in the shop
- research and purchase new hardware and services when such things are needed.
IT systems in use at the co-op:
- contacting membership through email and social media
- maintaining membership records
- engaging the public through the website and social media
- maintaining records and a knowledge-base of nearly all co-op activities, all of which are vital to the continued flourishing of our co-op.
Timeline: Crucial dates throughout the year
IT is an ongoing job with very few dates that specific things need to happen on. There are however, a few times when it might be good to be aware of how larger co-op cycles will affect the workload:
Feb 1: beginning of financial year – this is when a new IT budget will come into effect, and is important to be aware of it, considering hardware or service purchases.
March: beginning of semester 1 – lots of new memberships and new co-ordinators will mean that particular attention will need to be paid to both rapidly updating email lists and making sure co-ordinators understand internal systems.
Mid-July to mid- August: beginning of semester 2 – lots of new memberships and new co-ordinators will mean that particular attention will need to be paid to both rapidly updating email lists and making sure co-ordinators understand internal systems.
Tasks
Tasks that should be done at specific intervals are:
Weekly
- update email lists - internal
- update email lists - membership
- update opening hours/training times/other, on the website (may not happen every week, but should be aware of)
After Events or Process Changes
- update co-ordinator knowledge base systems (or delegate)
Before Every Directors meeting
- membership reports
As needed or reviewing quarterly
- membership database maintenance/ improvements
- email template updates
- creation/ review of role emails
- training for other co-ordinators and/ or vollies in use of system
- updating/ organising knowledge base and communication systems
- review functionality of new systems – is there a way we can do it better?
- troubleshooting computing problems
- reviewing new purchases
Wiki editing responsibility
The IT coordinator is responsible for keeping this role description & the pages under category:IT up to date. See the link below.