Original Query- From Shirley Silverman, SAGE Society, U of Arizona
I am the LLI representative from SAGE, under the umbrella of the University of Arizona, at Tucson, AZ. We are in the preliminary stages of hiring a paid administrator for our group, 300 members, and are trying to formulate a job description and job title. Do you have any samples of descriptions and titles used by other LLI's? We think we need a half-time person but don't know if half-time is feasible or if it will be necessary to offer more hours in order to find a good administrator. Have you any idea of the salary other LLI's are paying for administrators?

From Lenora Plothow, Director, Center for Lifelong Learning, Utah Valley State College
I am representing the West/Southwest area on the EIN Committee of Network Representatives. I also am responsible for the Institute for Learning in Retirement at our college, Utah Valley State College. Our Institute is called Elder Quest. We have about 150 members. I do not have a job description for an administrator who works specifically with Elder Quest, however the overall administration falls to me, but since I supervise several other programs, we have a part-time staff person who works very closely with Elder Quest. He takes registrations for classes and activities, prepares copies/printed materials, makes desposits, and handles all kinds of detail work. He and I both usually attend their monthly board meetings, semi-annual banquets, and spring seminar. I am sure there are others out there who have job descriptions, and hopefully someone will come forth with something that will be more helpful to you. We are still managing ok with our situation, however you are twice our size and probably will need at least a half-time position to take care of your organization.

From Nancy Grembi, Lifelong Learning Institute, James Madison University, VA
I would like to reply to the job description request, originally from Shirley Silver. I am the director for the James Madison University Lifelong Learning Institute in Harrisonburg, VA, (in the beautiful Shenandoah Valley), and my position fits very closely to what you describe. Our institute is rather unique, I'm told, in that the university supports in every way the mission of the institute. We are a program supported and run out of the Dept. of Social Work, with its Aging and Family Studies Program. The university takes no funds from us, rather supports us financially, and with ample space (office, 2 classrooms, a computer lab), pays half of my salary, (I'm 20-25 hours a week), part of the secretary's (30 hours a week with 10 hours going to another program dedicated to older adults). Our membership size is similar to yours. We have an advisory board with committees for member direction, however, our members are generally not involved with the instruction or faciliation of classes. It seems they prefer it that way.

I would be glad to fax/mail you a copy of my job description/expections, which I developed. It was pretty vague when I arrived in 1998. It includes elements for coordination of all constituencies of the LLI, accountability of funds, development and coordination of programs and services, marketing, and facilitating intergenerational activities. We can talk salary too if you like. I've tried to be brief, yet give you an idea of what I do to see if it's relative to your situation. Let me know if you'd like more information.

From Bob Neil, McCALL (Montreat College Center for Lifelong Learning), NC
We have been in existence since 1993 and currently have 157 members (membership list is started over at the beginning of each year in the fall). I am a retired professor of music at Montreat College, and am employed "part-time" by the college to work as Liaison for our LLI (McCALL), along with a few other duties. All of our LLI officers and committee members are volunteers. Since I have an office on campus, it is my responsibility to keep all McCALL activities organized. The attached list of duties was drawn up to show what my duties entail, although it was never written up as an official job description. If I can be of further assistance, or if you cannot access this attachment, please let me know.

From Pat Rantanen, Lyceum, Binghamton University, NY
I would like to reply to the job description request. I am the Coordinator of the Lyceum at Binghamton University. We are an organization very similar to yours and my position is also quite similar. My position is paid part-time and we also have a part-time (12 hours per week) Graduate Assitant during the school year. The GA receives a scholarship from the School of Education and Human Development and we provide a stipend. The University provides office space, supplies and general guidance and help for an agency fee. We rent classroom space from a nearby church and sometimes hold events on campus. Other than that, we are a volunteer driven organization. Volunteers plan and and carry out the various parts of the programs. Our group has been in existance for 12 years and had one Coordinator during that period. When she decided to retire, a committee was formed and a new job description was prepared. I would be very happy to fax or mail the job description and any other pertinent information. Let me know if I can be of any other assistance.

From the Forum Discussions of April, 2003
From Dick Mooers, SOAR, Suny Pottsdam, NY
We have had a paid administrative assistant for a year. Two persons split the job, one each semester. The total funds, which we call a stipend, was $3000 this year. In next year's budget we have added a thousand, and are considering an escalator clause that ups the pay a thousand for every fifty more members. We are at about 180 now. Not doing too badly for being three
weeks away from two years old!

SOAR Administrative Assistant Duties
1. Work under the general direction of the Executive Committee, as per the Bylaws.
2. Assist the Membership Committee with program registration.
3. Organize and maintain the SOAR office.
4. Enter registration and class enrollment information into the SOAR computer and maintain a database and files in the SOAR office.
5. Alone, or with volunteer office assistants:
• receive and make telephone calls and conduct correspondence, working with Board members as   appropriate;
• respond to routine inquiries about SOAR; prepare for mailings.
6. Make arrangements for food service, printing and mail.
7. Make arrangements with Campus Security regarding parking permits and special events.
8. Be SOAR’s contact person for space and equipment with the Maxcy Hall Facilities Manager.
9. Attend SOAR Board meetings and committee meetings as requested by the respective chairs.
10. Assist all committees as requested by the committee chair, as time allows.
11. Communicate as needed with the SOAR Board Chair or Acting Chair and the SUNY Liaison.

Approved by the Board of Directors August 28, 2002.

Rationale:
SOAR is a complex organization that requires much time; we know that it cannot be run by one person, or even a few people. We believe that professional assistance is necessary. Although the Administrative Assistant position is central to the efficient functioning of the organization, it is only part-time. Due to SOAR’s limited budget for professional assistance, the position cannot replace the involvement of the Board, its committees, or the general membership. The position exists to help SOAR to do its work by relieving the members of certain duties, but not to do it all.