Show Me the Money
You are working an offsite event for AHA and you are collecting money. Can you have a volunteer help you?
As long as there are AHA staff present to supervise this is ok.
Exception - Only AHA staff should be running the credit card swipers.
You walk into the staff kitchen and the paper towel roll is empty. What do you do?!
Replace it! :)
Extra paper towel rolls are located under the cabinet for your convenience.
Do we have an AED on site? If so, where is it located?
Yes! We do have an AED and it is located in the HHCM. It is attached to a pole just outside the 911 Theatre(entrance closest to the Goldman Theatre)
I want to use a conference room for a meeting. How do i reserve it?
You can reserve any of our conference rooms by adding them onto your meeting as an attendee. Outlook will auto accept or decline the meeting depending on whether the time slot is available. You can view the calendars in outlook as well.
What is our new mission statement?
To be a relentless force for a world of longer, healthier lives.
You have picked up money from a sponsor and you need someone to lock it up in the safe for you until it can be processed. Who can you ask to do this?
Courtney, Kristine, Ciara or Deb
What time of year is the Annual Staff Clean Up week?
Summer Time!
It is highly encouraged to participate in this annual tradition. This helps to keep our office neat and tidy and free from audit violations.
How many panic buttons do we have on site? Where are they located?
We have 3 panic buttons in our building!
1 - HHCM Front Desk
1 - Office Front Desk
1 - Molly's office
The holidays are coming up and you need to mail out lots of packages to your family in other states. You can send them using the AHA fed ex account and just reimburse AHA. True or False?
False.
The AHA FedEx account is for AHA business only. You will need to take personal packages to a FedEx location unless you already have a FedEx label on the package - in that case they can pick up your package from here.
USPS is also fine to use as long as you put your own postage on it. You cannot use the meter for personal postage and reimburse AHA.
What is our Tax ID #? If you don't know it by heart, where can you find it?
13-5613797
You can search 'Tax ID' on SharePoint. It is also located at the bottom of our letterhead as well as at the front desk.
A donor comes in to the office and wants to make a donation in person. What do you do?
1 - Thank them!
2 - Get Courtney or a Coordinator to help you process the donation.
3 - Grab the highest ranking person in the office at the time to come and thank them in person.
Does the Phoenix Office have a special magical fairy that replaces the paper in the copiers?!
Unfortunately, NO - we do not!
Extra copier paper is located under the mailboxes and next to Porky Pig on the shelf for your convenience!
Is it ok to work late in the office by yourself? I mean, you have seen enough action movies, you are pretty sure you can handle yourself.
No! Please do not work late in the office alone. Use the buddy system.
How do you know whether a contract needs to be reviewed by AHA legal before you can sign it?
All contracts must go to legal!
A good indicator of this is if the contract has Terms and Conditions - it must be reviewed by Teresita before it can be signed.
* Note - All fully executed contracts need to be sent to Courtney so that they can be uploaded into Optimus*
How long will your emails be saved in Outlook?
2 Years. When your emails are 2 Years old and 1 day, they will automatically delete. If you have an email with information that you need to keep for more than 2 years, you will need to save it onto SharePoint or your computer.
A donor calls your extension and would like to make a memorial donation. What do you do?
1-Using the Memorial/Tribute donation form, you take down all the information for the donation.
2- You take that form to Courtney for processing.
Note - Do not transfer the caller!
You walk into the supply room to place an empty box you have under the table so others can use it - but then quickly realize that the table is already overflowing with boxes. What do you do?
There are a few options:
- If you have no time - please just place your box into the recycle bin. There is such a thing as too much of a good thing. ;)
- If you have a moment to spare, please help me to keep the supply room clean and break down a few boxes and organize under the table. This really only takes about 5 mins.
Someone walks into the lobby and they really need to use the restroom. As long as you escort them to the bathroom we are happy to let them use our facility. True or False?
False! We do not have public restrooms. This can be a major safety concern. Please do not let people who are not here for official AHA business use our restrooms.
You are the first to arrive in the office and when you try to turn off the alarm it accidentally goes off. What do you do?
1 - try entering your code again. Sometimes the second entry works. * If the alarm clears after going off, you still need to call Safeguard*
2 - Call Safeguard - The number is on the alarm card with your code. Give them your 4 digit code and your name to clear the alarm.
If you have a finance question, who can answer it?
You can submit a ticket to finance just like you do to IT - just visit the Finance SharePoint Page and click on 'National Finance Customer Request Form'
A donor emails you their credit card number.
What do you do?
1- Reach out to the donor and let them know that it is against our policy to accept credit card information via email for security reasons.
2- Delete the email and then delete it again from your deleted folder.
3 - Notify IT that you received it so that they can ensure everything has been deleted properly from our systems.
You have files that are packed full, and your office is overflowing with paperwork. Some even has donor sensitive information on it. Throwing it all away doesn't seem like a good idea, what if you need to reference it later? what can you do?
It is very important to keep your offices clean and tidy. But you also need to be careful not to throw away sensitive information in the trash can. There are secure shredding bins in the supply room for your convenience as well as the option to scan the paperwork and save it on SharePoint.
Nothing bad ever happens around our office and people always have the best intentions. That guy hanging out in our back parking lot is probably just resting and using the shade before he moves on his merry way. You don't need to tell anyone he is there. True or False?
FALSE! If you see something, SAY something!
It is very possible that the man you see back there is harmless, but it is very possible that he is not. It doesn't hurt to let Courtney know that you saw him so she can check it out and be aware. Safety is priority #1!
You use the last of the staples in the supply room. No need to tell anyone, Courtney has magical powers and can sense when things run out. True or False?
False! Please let Courtney know if you see that we are out of something. You can do this by sending her an email or posting it on the board in the Staff Kitchen. She appreciates this very much!
Which parking spot is Deb's?
#3! ;)