Project Director

Job Description

Summary of role:

The Project Director plays a critical role in the success of the Team Battelle volunteer program. The Project Director is the liaison between the nonprofit organization and Battelle staff. Pulling together a volunteer project includes five major steps:

• Researching or assessing interest among Battelle staff and retirees
• Obtaining approval of the project from the Team Battelle Advisory Committee
• Planning and organizing the project
• Recruiting volunteers and staffing the project
• Evaluating the effectiveness of the project in meeting both the needs of the nonprofit organization and the volunteers.

The role of the Project Director may vary according to the status of a project. If, for example, you are taking over a project from another project director, the planning and organizing work may have already been accomplished. Your activities may center around recruiting additional volunteers and making sure the project is staffed appropriately.

If you are initiating a new Team Battelle Project, you will need to begin by making sure there is a good match between the needs of the nonprofit organization you are representing, and Battelle staff and retirees. There is no point in planning a project if there is insufficient interest from potential volunteers. The research stage of preparing for a new project can be accomplished by advertising in Inside PNNL and/or holding a brown bag informational session. Other means of advertising include the Team Battelle web site. The Team Battelle coordinator can assist you in developing a marketing/advertising plan for your project.

Job Qualifications:

Commitment to Service. Successful Project Directors typically have a commitment to the nonprofit organizations they represent. This interest drives their success by making it easier to discuss the goals or mission of the organization and providing them with knowledge of agencies' needs.

Leadership Skills. The ability to motivate people is essential to the "team" process whether it is at work or in the volunteer arena. Individuals usually volunteer for a project because they believe in the mission of the nonprofit organization, but they may also choose a particular project because they respect and admire the Project Director.

Organizational Ability. The easier you make it for someone to volunteer, the more likely it is that he/she will agree to serve. The definition of a successfully organized project varies from project to project. For most projects, communication is the most important component. Regular and consistent communication between the Project Director and the volunteers is critical. Project Directors can prepare volunteers for their volunteer role by providing directions to the agency, parking information, detailed descriptions of the volunteer tasks to be performed and clearly defined beginning and ending times for the volunteer shift. If the Project Director does not perform training for the volunteer assignment, arrangements with the agency should be made so that the volunteer is trained by an appropriate agency representative.

Job Duties:

Recruitment. As a Project Director, one of your primary roles is that of recruiter. Some projects may require only a few volunteers and you will be able to meet that need through word-of-month recruitment. Projects needing large numbers of volunteers may require more aggressive recruiting techniques. You are entitled to use Battelle's internal media to recruit volunteers for your project. The Inside PNNL newsletter is an excellent recruitment tool and you may submit items to that publication yourself. Remember to plan ahead, check all deadlines for submission of announcements, and label your notice "Team Battelle." Space is limited, so keep your recruitment announcements brief. Send your announcements to "inside.pnnl@pnl.gov."

Recognition. Someone once said that "recognition is the volunteer's paycheck." While many volunteer projects are rewarding in themselves, there are others which accomplish an important task but are more routine in nature. It is particularly important to thank your volunteers and let them know that their contribution to your agency's cause is very important. You can pick up Team Battelle T-shirts from the coordinator's office to distribute to the volunteers on your project.

Publicity. Recruitment and publicity go hand-in-hand since it is necessary to publicize your project in order to recruit new volunteers. Publicity also can work as a recognition tool. Spotlighting the volunteers who work for your project through a story in Battelle World or Inside PNNL, a photo on the Check It Out web site, or a display on a bulletin board focuses attention on the project while drawing attention to the efforts of individual volunteers.

Recordkeeping. Please maintain records of your volunteers. A form is available from the Team Battelle coordinator on which to list the names, telephone numbers, MSIN and number of hours worked. At the completion of your project (or at the end of each month, if you manage an ongoing project), please forward this data to the Team Battelle coordinator.

Budget. There is a $300 budget available to project directors for expenses incurred in administrating a Team Battelle project. Many project directors do not use the budgeted dollars because there are very few costs associated with their projects, while others find it necessary to apply for an increased budget due to higher costs. Please do not spend any more than you need. This is particularly important since some Team Battelle projects may have 10 volunteers and others may have 100. Project Directors can receive reimbursement for expenses. Please coordinate all expenses and reimbursement with the Team Battelle coordinator prior to incurring the expense.

Benefits of Team Battelle. In addition to supporting staff members in their community service interests, Team Battelle also provides a benefiting organization access to Battelle's Corporate Contributions programs. A portion of Battelle's Corporate Contributions budget has been set aside to complement Team Battelle volunteer projects. If additional support for the project is needed, the benefiting organization is encouraged to submit a proposal to Battelle's Corporate Contributions Committee, telling of the Team Battelle project and explaining the need for the additional funds. For more information, visit Corporate Contributions.

Here is the Team Battelle list of Thou Shalt Nots.

• Thou shalt not over tax the email system. Office computers may be used for Team Battelle projects within reason. Please do not issue frequent email messages during your project—many staff members find this irritating. Projects are asked to use the Team Battelle webpage, Inside PNNL, Team Works newsletter, LabWeb, WaterCooler electronic bulletin board, and fliers to advertise activities. Remember word of mouth works very well too! If needed, limit email messages to one—preferably the week of the activity as a reminder. A message may be sent to an entire building PROVIDED the address list is placed in the "Bcc" field rather than the "To" field. This will prevent any recipient from hitting the "Reply to All" button and creating an "email storm" or sharing a negative viewpoint with everyone else in the building. Do not string more than 2 buildings together in an address list. Rely on contacts in other buildings to help you issue messages. If a staff member requests not to be sent any more Team Battelle messages regarding your project...PLEASE respect the request and delete him/her from future mailing lists.
• Thou shalt not organize a 50/50 raffle to raise funds. Raffles for gift baskets, parking spaces, etc., are all right—provided they are pre-approved by the Team Battelle Coordinator and necessary records maintained. Selling of raffle tickets must be limited to within the Lab—don't start canvassing the community with raffle tickets. Raffles where the prize is $$$ (i.e., a 50/50 raffle) look too much like gambling and should not be organized as part of a Team Battelle activity.
• Thou shalt not solicit donations from the community on behalf of Battelle. There is a fine line here that we need to observe. If your project team decides to solicit items from community merchants for a bake sale, silent auction, fund raising luncheon, prizes, etc., please do not make the request "on behalf of Battelle." That means do not send out letters requesting donations on Battelle or PNNL letterhead. You may make some Team Battelle letterhead and indicate that you represent a group of Battelle staff members volunteering their time to support this XXX worthy cause. Once you receive a donation or discount in support of your project, send me the name of the store and manager. I can include a thank you in the Team Works newsletter, and send the manager a copy of the newsletter so they receive some public recognition for their support.
• Thou shalt not contact the media directly. If your project coordinates an event you think would be of interest to local media, please contact the Team Battelle coordinator for assistance.

Guidelines for Reimbursement

• ALL purchases should be pre-approved by the Team Battelle Program Coordinator, Debbie Krisher (375-6761)
• When possible, use a Battelle American Express card to make purchases. (Do NOT use a P-card.) Contact the Team Battelle Coordinator with the total cost and to obtain a work package number. Forward copies of the receipts to the Team Battelle office at (K1-55).
• You may do a cash advance using your American Express card. Then file an expense report through Concur for reimbursement. Again, contact the Team Battelle Coordinator with the total cost and to obtain a work package number. Forward copies of the receipts to the Team Battelle office at (K1-55). If you do not have a Battelle American Express card and a cash advance is required, you may request the advance through Concur.
• If the Battelle American Express card is not an option and you incur out-of-pocket expenses, you may process the reimbursement through Concur. Remember to use the C&E section if the items purchased were food. Forward copies of the receipts to the Team Battelle office at (K1-55).