Administrative Handbook

II.G. ASSISTANT ADMINISTRATIVE OFFICER

Sections of the constitution and by-laws applicable to this section: III.E.2; IV.A, C.2, D.3, E.4, 5, 6; V.B.2,7; VII.D; X.B, C.) (rev. 3/2011) (rev. 5/2014)

II.G.1. CHARGE

The Assistant Administrative Officer assists the Administrative Officer in performing the duties of the position, and may serve in the role of Administrative Officer in emergencies or for specific duties as requested by the Administrative Officer. The Administrative Officer directs the work of the Assistant Administrative Officer as needed.

II.G.2. VOTING PRIVILEGES

The Assistant Administrative Officer is a non-voting member of the Board of Directors, an ex-officio voting member of the Development, Finance, and Publications Committees, as well as the MLA Marketing Subcommittee. (rev. 9/2011)(rev. 5/2013)

II.G.3. TERM OF OFFICE

The Assistant Administrative Officer serves for one year, succeeds to the position of Administrative Officer for two years, and then returns for a final year as Assistant Administrative Officer. The Assistant Administrative Officer is appointed every two years. An incumbent may not succeed himself or herself.

II.G.4. ANNUAL EVALUATION; REAPPOINTMENT

The Board gives the Assistant Administrative Officer an annual performance evaluation before the fall Board meeting.
A new Assistant Administrative Officer is appointed every two years. The Board reappoints the incumbent annually, through the four-year sequence of the position. After the first, second, and third terms, the Board will assume that the incumbent is interested in seeking reappointment unless notified otherwise by the incumbent at least thirty days prior to the fall Board meeting. If such notification is not received, the vote on reappointment shall be taken following the performance evaluation. The incumbent shall be notified of the reappointment decision in writing.

II.G.5. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

The Assistant Administrative Officer receives gratis MLA regular membership, MLA annual meeting early-regular-member registration, and is reimbursed for expenses incurred in connection with Association business, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the Assistant Administrative Officer’s institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the President. In the absence of receipts for meals, a per diem food allowance at the amount set by the Board will be paid. Mileage will be reimbursed at the current IRS rate.  (rev. 3/2014)

II.G.6. BUDGET REQUEST

The Assistant Administrative Officer submits an annual budget request to the Finance Committee four weeks in advance of the Spring Board meeting to cover the expenses of transportation, lodging, per diem, telephone, photocopying, postage, and other services as needed. (rev. 7/2011) (rev. 5/2014)

II.G.7. COMMITTEE MEMBERSHIP

The Assistant Administrative Officer is an ex-officio voting member of the Development, Finance, and Publications Committees, as well as the MLA Marketing Subcommittee. (rev. 9/2011)(rev. 5/2013)