Our Staff

1. Maintain the NEWH, Inc. and chapter financial records.
2. Keep an accurate checkbook in QuickBooks for each Chapter and the NEWH, Inc. office via monthly bank statements.
3. Maintain an accurate, up to date chart of accounts
4. Payroll: maintain weekly timesheets, prepare checks, and prepare monthly and quarterly payroll tax returns.
5. Accounts Receivable:
   • Oversee deposits of all money coming into the NEWH, Inc. office through bank by mail.
   • Oversee processing credit card payments.
   • Oversee GoPayment merchant accounts for chapter point of sale transactions.
   • Invoice customers/chapters for amounts due to NEWH, Inc. and monitor aging.
6. Accounts Payable:
   • Reimburse chapters for dues at least quarterly
   • Pay bills weekly
7. Coordinate chapter venue credit card deposits for those banking at 1st Enterprise.
8. Provide support to the accountant in preparing annual tax returns.
9. Provide support to Chapter Treasurers as needed.
10. Act as Treasurer for those chapters that do not have one.
11. Annually, check signature cards to make sure the Executive Director’s name is on them, that the NEWH office is the primary mailing address and that chapters maintain two separate accounts.  

1. Be familiar with three insurance policies (Workmen’s Comp., Errors & Omissions, and General Liability).
2. Coordinate chapters Certificate of Insurance prior to events, securing the General Liability policy (it is frowned upon to have an open bar because NEWH are more liable than having people purchase their own beverages.

1. Send out Booth Signup sheet and maintain schedule
2. Order all items, i.e., carpet, electricity, etc. for booth
3. See that booth is shipped to venue
4. Staff NEWH and Silent Auction booth
5. Handle all registration correspondence for NEWH, Inc. tradeshows
6. Provide support to Tradeshow Director 

BOARD TRAINING

1. Facilitate in-person and webinar training sessions.
2. Provide materials and support for training sessions.
3. Coordinate quarterly discipline calls and mandatory training calls for chapter board members.
4. Maintain NEWH Board of Directors Resources on the NEWH website.
5. Maintain the NEWH Chapter Handbook.

1. Oversee all membership and database activities at NEWH Office.
2. Coordinate monthly membership renewal reminders
3. Provide monthly dues reports to chapter boards
4. Maintain current application forms on website

1. Create meeting notices for Chapter events and distribute via email
2. Maintain Calendar of Events on website
3. Create online RSVPs as needed and provide training to chapter board member responsible for receiving RSVPs

1. Provide support on all fundraising projects.
2. Coordinate online Bid Buy and Give silent auction, including making sure shipments arrive, send letter to winner, and send letter to manufacturer.

1. Mass distribution of magazine through broadcast email
2. Send out requests for member news
3. Email solicitation of advertising

1. Maintain NEWH Website
2. Post meeting notices, etc. for the chapters
3. Handle the online SQL database

1. Post available positions and resumes on the NEWH website
2. Work with chapters and vendors to maintain an up-to-date industry service

CHAPTER COMPLIANCE

1. Provide support to each chapter in maintaining compliance with the various state agencies such as the Secretary of State, Department of Revenue, Attorney General/Consumer Services
2. Regularly review state regulations
3. Send summary of state regulations to chapter board members in January
4. Inform chapters of state law regarding raffles, fundraising requirements.
5. Receive correspondence from the registered agent service and dispatch it in the appropriate manner
6. Liaise between chapters and accountant to provide necessary forms for state agencies
7. When receiving change of address from one of our registered agent make sure it is on file with the state
8. Insure payments and necessary paperwork are sent to states in a timely manner
9. Make sure to renew contract with the registered agent annually
10. Request and maintain list of Chapter minutes received from Chapter Secretary

1. Enter CEU information into the database and prepare appropriate forms
2. Provide reports to AIA, NCIDQ, etc.

1. Provide chapters with and collect from chapter the Scholarship Reporting Form
2. Enter scholarship award information into the database
3. Prompt chapters for scholarship timeline and work closely with chapter scholarship directors to make sure school list are updated
4. Provide chapters with Scholarship Certificates
5. Prompt chapters for scholarship timeline and work closely with chapter scholarship directors to make sure school list are updated
6. Prepare scholarship packets and send for printing
7. Update database with school updates
8. Make sure scholarship application posted on NEWH website and fastweb.com.

1. Work with Scholarship Director developing special packets for the ICON and Sustainable Design Competition
2. Packets to be sent to schools electronically
3. Record applicants on spreadsheet to be provided to Director/Scholarship and VP/Education, along with the packets from each student
4. Handle all travel arrangement for winners

1. Monitor all calls and submit minutes to VP/Sustainability.
2. Support all committees of the Sustainability initiative.
3. Maintain the Sustainable Resource Directory and handle annual invoicing.

Julie Hartmann
Finance Manager
NEWH, Inc.

Kathy Coughlin
Administrative/Membership Coordinator
NEWH, Inc.