POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION PRESIDENT The President is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council as the chief executive officer of the Chapter. SCOPE AND AUTHORITY The President is empowered and authorized to ensure the Chapter s performance meets or exceeds the Association s objectives and the professional needs of Chapter members by effectively managing the activities of the other members of the Chapter Executive Council. The President chairs all Chapter Executive Council and Chapter general membership meetings. The President is the main point-of-contact with the Association when dealing with the overall operation of the Chapter. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the President are as follows: Serve as a member of the Chapter Executive Council. Preside over meetings of the Chapter Executive Council and Chapter general membership meetings. Manage the timely performance of all Chapter activities by delegation of appropriate authority to Chapter Officers, Directors, and committee chairpersons. Manage the activities of the Chapter to ensure the Chapter meets or exceeds the objectives set by the Association for chapters. Implement those policies and procedures approved by the Chapter Executive Council to maintain, improve, or enlarge the Chapter's service to its members and to better serve the local contract management community. Ensure implementation of all national policies within the Chapter. Establish committees and subcommittees as deemed necessary or as requested by other members of the Chapter Executive Council. Make appointments to the Nominations and Elections Committee. Chair the Chapter Council of Advisors meetings. Approve the independent auditor recommended by the Chapter Treasurer to audit the chapter's financial books and records. Encourage Chapter CMLDP participants to get involved with Chapter leadership by appointing them to committees or recommending appointment as a Chapter Director. Represent personally and/or assign other Chapter Executive Council members to represent the Chapter at the Association chapter leadership meetings and to other professional organizations. Make recommendations to the Chapter Executive Council for scholarship programs for students or Chapter members to cover expenses such as classes, conferences, and support for attending World Congress or Association chapter leader training events. Ensure preparation of the annual Chapter budget. Lead efforts to develop and update the Chapter s long-range plan. Prepare the Executive Summary section of the Association s chapter annual report. Page 1 of 2 Effective 7/1/2015

2 Review the Association s Board of Directors meeting materials (available on the Association s website) for items that impact the operations of the Chapter and report to the Chapter Executive Council. To the extent possible, identify and nominate Chapter members for National Committees, National Board of Directors, and Board of Advisors. PERFORMANCE SCHEDULE Determine the agenda for Chapter Executive Council meetings and send to the Secretary. At the beginning of the Program Year, review Association policies and objectives (via the Annual Performance Evaluation) and coordinate the Chapter s activities with the other members of the Chapter Executive Council. During the month of July, call an organizational meeting of the Chapter Executive Council to plan upcoming activities and to approve the financial plan for the Program Year. Prior to the annual Chapter financial audit, coordinate the completion of the Association s Chapter Internal Control Checklist for review by the independent auditor. In accordance with the schedule established by the Secretary, submit the Chapter s Executive Summary to the Chapter Secretary for inclusion with the Chapter Annual Report. During the month of May, schedule a transition meeting for the outgoing and incoming Chapter President to arrange an effective transfer of responsibilities for all Chapter positions. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the President is responsible and accountable. Page 2 of 2

3 POSITION DESCRIPTION SECRETARY The Secretary is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for record-keeping of the Chapter s Executive Council official activities and submitting to the Association documentation required by all chapters chartered by the Association. SCOPE AND AUTHORITY The Secretary is empowered to record minutes of Chapter Executive Council meetings and coordinate the submission of documentation required by the Association of all chapters. The Secretary follows the Treasurer in the line of chapter authority. In the absence or incapacity of the Chapter President and Treasurer, the Secretary shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Secretary are as follows: Serve as a member of the Chapter Executive Council. Maintain a list of all Chapter property and who possesses it. Submit to the Association the Chapter s officer and director list for the upcoming Program Year. Take minutes and record votes at all Chapter Executive Council meetings or find an alternate person to take minutes in the Secretary s absence. Send to the Chapter Executive Council the agenda for each Chapter Executive Council meeting and the meeting minutes for the prior Chapter Executive Council meeting. Review bank reconciliations upon notification from the Treasurer. Monitor the Chapter s general account and forward received s to the appropriate Chapter Executive Council member. Manage the preparation and ensure timely submission of the Chapter Internal Control Checklist soliciting input from and establishing due dates for the applicable Chapter Executive Council members. Manage the preparation and ensure timely submission of the Chapter s Annual Performance Evaluation and Chapter Annual Report. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE No later than the Association s established deadline, submit to the Association the Chapter s officer and director list for the succeeding Program Year. Upon receipt of the Association s chapter annual reporting requirements and deadlines, prepare and send to the Chapter Executive Council an assignment list for providing input and due dates for submitting the required information. In accordance with established Association deadlines, submit the Chapter Annual Report, including the Executive Summary, Financial Report, Internal Control Checklist, Annual Performance Evaluation, and Audit Checklist to the Association. Page 1 of 2 Effective 7/1/2015

4 Prior to a regularly scheduled Chapter Executive Council meeting, send to the Chapter Executive Council members the agenda and associated attachments for the meeting and minutes from any previous meetings that require approval by the Chapter Executive Council. Within 14 days of notification from the Chapter Treasurer, complete the review of bank reconciliations. During the month of May, schedule a transition meeting for the outgoing and incoming Secretary to arrange an effective transfer of responsibilities. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the Secretary is responsible and accountable. Page 2 of 2

5 POSITION DESCRIPTION TREASURER The Treasurer is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for chapter financial activities. SCOPE AND AUTHORITY The Treasurer is empowered and authorized to effectively manage the Chapter s cash accounts and maintain accurate records of the Chapter's finances. The Treasurer, at his/her discretion, may request the Chapter President to appoint a Finance Committee to assist the Treasurer in his/her responsibilities. The Chapter Treasurer would serve as the Chairperson of the Finance Committee. The Treasurer follows the President in the line of chapter authority. In the absence or incapacity of the Chapter President, the Treasurer shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Treasurer, individually and as the Chairperson of the Chapter Finance Committee, if established, are as follows: Serve as a member of the Chapter Executive Council. Develop, in conjunction with the Chapter Officers, an income and expense schedule for each income-producing chapter event. Present a proposed budget for the upcoming Program Year to the Chapter Executive Council for approval. Monitor actual financial performance compared to the approved budget and propose adjustments to the budget based on actuals-to-date and a forecast for the remainder of the Program Year. Alert the Chapter Executive Council of any negative variances between actual and budgeted performance. Exercise signatory authority for banking purposes and maintain all cash-bearing accounts. Receive all Chapter income and deposit it to the credit of the chapter in a bank or financial institution approved by the Chapter Executive Council. Prepare a detailed record for all deposits, i.e. copies of deposit slips and associated checks. Approve and pay all invoices and other financial obligations in a timely manner. Maintain custody and handle any Chapter petty cash fund(s) or debit card authorized by the Chapter Executive Council. Collect and disburse money for meals and other charges at all Chapter functions, programs, etc., and for the payment of expenses authorized in connection with such functions. Ensure that collections and payments are reflected in formal reports of receipts and expenditures. Maintain the official Chapter financial records and prepare monthly or other periodic financial reports (see Performance Schedule below). Page 1 of 2

6 Perform a monthly reconciliation of all bank accounts and notify the Secretary when the reconciliation is ready for review. Support the performance of an annual independent audit of chapter financial records by providing all appropriate information. Coordinate the completion of all financial paperwork required by the Association, such as the Chapter Internal Control Checklist. Have all financial books and records available at all times for inspection by the Chapter President, Chapter Executive Council, or a person authorized by the Association. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE Submit to the Executive Council an Annual Budget for the program year prior to the Executive Council s first board meeting of each Program Year. On or before each regular meeting of the Chapter Executive Council, prepare and distribute: o A report of all Chapter financial transactions for the preceding month to the Chapter Executive Council. o A report summarizing actual performance compared to the approved budget. 30 days prior to the conclusion of the Chapter's program year, solicit the services of an independent auditor to audit the chapter's financial books and records. The Chapter President must approve the independent auditor. Chapter membership is not a requirement for the auditor; however, Chapter officers, directors or committee members may not serve as an auditor. By the 15th working day following the close of the chapter's program year prepare and distribute an annual financial report (at minimum, an income statement and balance sheet) of the financial condition of the Chapter as of the close of the program year. In accordance with the schedule established by the Secretary, submit the Chapter Financial Report, Internal Control Checklist, and Audit Checklist to the Chapter Secretary for inclusion with the Chapter Annual Report. As soon as practical but prior to the first Executive Council meeting of the Program Year, accomplish the necessary changeover of banking signatory authorities, delivering to the incoming Treasurer all money, books, records, data, reports, and any other chapter property for which the Treasurer is responsible and accountable. Page 2 of 2

7 POSITION DESCRIPTION VICE PRESIDENT MEMBERSHIP The VP Membership is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for membership activities. SCOPE AND AUTHORITY The VP Membership is empowered to track Chapter membership, recruit prospective members for membership in the Association, ensure the retention of current members, recognize the accomplishments of Chapter members and help the Chapter achieve steady and healthy growth. The VP Membership oversees the Chapter Awards & Honors Director. The VP Membership, at his/her discretion, may request the Chapter President to appoint a Membership Committee to assist the VP Membership in his/her responsibilities. The VP Membership would serve as the Chairperson of the Membership Committee. The VP Membership follows the Secretary in the line of chapter authority. In the absence or incapacity of the Chapter President, Treasurer, and Secretary, the VP Membership shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the VP Membership are as follows: Serve as a member of the Chapter Executive Council. Coordinate with other members of the Chapter Executive Council to plan and promote creative ways to maintain the current Chapter members and attract new Chapter members. Obtain and maintain a current membership roster and provide updates to the Communications Director for the Chapter mailing list. Maintain a monthly list of new Chapter members, Chapter members with anniversaries, and Chapter members with professional certifications. Send a welcome message to new Chapter members, introducing them to the Chapter and describing the offerings of the Chapter. Support the Association s national outreach plans to obtain Chapter members in various organizations and areas of interest. Contact Chapter members whose memberships are in grace or due to remind and encourage them to renew their memberships. Contact Chapter members whose memberships have lapsed to determine the cause of the lapse, encourage renewal, and, if warranted, report the cause to the Association Director of Member and Chapter Development. Periodically survey the membership to determine member needs and the level of satisfaction concerning chapter services, programs and benefits. Provide the survey results to the Chapter Executive Council. Create anniversary certificates for Chapter members having an anniversary using the Association s anniversary certificate template. Contact Chapter members with an upcoming anniversary and invite them to the next seminar for recognition and presentation of the anniversary certificate. Page 1 of 2 Effective July 1, 2015

8 Arrange during each meeting to make presentations of certificates, pins, plaques, and awards of all kinds. Publicly recognize achievements by Chapter members and express thanks and appreciation for services to the Chapter and/or the profession. Track Chapter members participation in activities such as: o Attending World Congress or another Association national level event. o Presenting or co-presenting at one of the Education Tracks at World Congress or another Association national level event. o Participating as an instructor, facilitator, etc., in any program relating to contract management, which was not part of a Chapter-sponsored activity and not a part of their regular employment. This includes presenting to other Association chapters. o Authoring or co-authoring an article of substance and submit to Contract Management magazine or the NCMA Journal or any other similar noteworthy o publication. Authoring or co-authoring an article of substance that was published in any other non-association magazine, or published in newsletters or other agency/company publications with limited circulation. In case of absence or vacancy, perform the duties of the Chapter Awards & Honors Director. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report detailing the total number of Chapter members, net change in Chapter membership, a list of new Chapter members, the number of Chapter members who membership is in grace or has lapsed, and Chapter members with anniversaries or new certifications. Submit to the VP Operations and Communications Director monthly slides prior to the monthly seminar recognizing new Chapter members, anniversaries, new certifications, and awards and honors conferred on Chapter members. On a monthly basis, submit the membership additions/deletions to the Communications Director for updating the Chapter mailing list. On a monthly basis, download reports on chapter membership to track Chapter members whose memberships are due, in grace or lapsing. During the month of May, schedule a transition meeting for the outgoing and incoming VP Membership and the Awards & Honors Director to arrange an effective transfer of responsibilities. Based on the deadlines established by the Secretary, submit membership information such as Chapter members participation in Association activities and other non- Association activities for inclusion in the Chapter Annual Report. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the VP Membership and Awards & Honor Director are responsible and accountable. Page 2 of 2

9 POSITION DESCRIPTION VICE PRESIDENT OPERATIONS The VP Operations is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for Chapter event logistics and Chapter communications. SCOPE AND AUTHORITY The VP Operations is empowered and authorized to effectively manage all the logistics of Chapter events such as registration, securing facilities, catering, and event day setups. The VP Operations also tracks all Chapter assets. The VP Operations oversees the Communications Director. The VP Operations, at his/her discretion, may request the Chapter President to appoint an Operations Committee to assist the VP Operations in his/her responsibilities. The VP Operations would serve as the Chairperson of the Operations Committee. The VP Operations follows the VP Membership in the line of chapter authority. In the absence or incapacity of the Chapter President, Treasurer, Secretary, and VP Membership, the VP Operations shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the VP Operations are as follows: Serve as a member of the Chapter Executive Council. Arrange for the use of facilities used for all Chapter events. Place orders for food and refreshments for all Chapter events. Track possession of Chapter tangible assets such as the laptop, projector, and projection screen. Create attendance certificates and name badges for registrants. Print any presentation slides or handouts for Chapter events. Recruit volunteers to assist with event day registration or other logistical duties. Execute event day logistics to include setting up and tearing down the registration desk and food/refreshment stations and placement of the Chapter banner and other promotional items. Manage the registration desk on event day to include checking in registrants, issuing attendance certificates and name badges, collecting on-site payments. Submit the final check-in report and any on-site payments to the Treasurer. In case of absence or vacancy, perform the duties of the Chapter Communications Director. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of ongoing and completed activities. Page 1 of 2 Effective 7/1/2015

10 No later than 30 days before the first recurring Chapter event, reserve a facility for the entire Program Year. No later than 30 days before other than non-recurring Chapter events, reserve the appropriate facility for the event. 7 days before an event, and if applicable, have presentation slides and handouts printed for distribution on the day of the event. At the end of the Program Year, and on an ad-hoc basis as items are added or removed, prepare a Chapter property report for the Executive Council. During the month of May, schedule a transition meeting for the outgoing and incoming VP Operations and the Communications Director to arrange an effective transfer of responsibilities. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the VP Operations and Communications Director are responsible and accountable. Page 2 of 2

11 POSITION DESCRIPTION VICE PRESIDENT PROFESSIONAL DEVELOPMENT The VP Professional Development is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for providing professional development opportunities to Chapter members. SCOPE AND AUTHORITY The VP Professional Development is empowered with providing tools that enable the entry, development, and advancement of all contract management professionals. This includes certification study groups, webinars, National Education Seminars (NES), CMLDP promotion, career fairs, and mentoring programs. Monthly seminars and other events and activities are the responsibility of the VP Programs although the VP Professional Development may assist. The VP Professional Development oversees the Certifications Director and NES Director. The VP Professional Development, at his/her discretion, may request the Chapter President to appoint an Education Committee to assist the VP Professional Development in his/her responsibilities. The VP Professional Development would serve as the Chairperson of the Education Committee. The VP Professional Development follows the VP Operations in the line of chapter authority. In the absence or incapacity of the Chapter President, Treasurer, Secretary, VP Membership, and VP Operations, the VP Professional Development shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the VP Professional Development are as follows: Serve as a member of the Chapter Executive Council. Develop a robust program of professional development opportunities that are in accordance with the Association s mission and meet the highest standard of each of the objectives included in the Annual Performance Evaluation. Coordinate with the VP Programs on monthly seminars and other events by offering suggestions for potential topics based on the educational needs and desires of the Chapter members. Plan and execute a host site for at least one Association webinar every Program Year. Identify Chapter members for the Contract Management Leadership Development Program (CMLDP) and assist with the application process. Assist CMLDP participants with identifying potential mentors, preferably Chapter members. If no Chapter members are in the CMLDP program, assist other chapters by identifying Chapter members as potential mentors. Organize a mentoring program for Chapter members who are junior contacts professionals. Identify one or more career fairs in the local area for the Chapter to participate with the goal of educating people to recognize contract management as a challenging and rewarding profession, and to prepare for and to seek out positions in the profession. Work with local universities and similar organizations to encourage people to enter the contract management profession and/or join the Association. Page 1 of 2 Effective 7/1/2015

12 Lead efforts to encourage Chapter members to obtain Association certifications. Provide details on upcoming events and programs to the Communications Director in sufficient time to allow for promoting the event and registering people, if required. In case of absence or vacancy, perform the duties of the Certifications Director or NES Director. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE At the beginning of the Program Year, present a schedule of professional development events for the upcoming Program Year. Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of ongoing and current activities, planning for future activities, and results of completed activities. On or before each regular meeting of the Chapter Executive Council: o Prepare a report outlining the status of ongoing professional development events, o status of planning for future events, and results of finished events. Provide an update on the Chapter CMLDP, including identifying candidates for the program and feedback from the Chapter CMLDP candidates once the program begins. Provide Communications Director with program description for each professional development event for inclusion in the Chapter newsletter, website, and social media. During the month of May, schedule a transition meeting for the outgoing and incoming VP Professional Development, Certifications Director, and NES Director to arrange an effective transfer of responsibilities. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the VP Professional Development, Certifications Director, and NES Director are responsible and accountable. Page 2 of 2

13 POSITION DESCRIPTION VICE PRESIDENT PROGRAMS The VP Programs is an officer position elected by the members of the Chapter in accordance with the National Bylaws and Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for developing events and activities for Chapter members. SCOPE AND AUTHORITY The VP Programs is empowered with developing events and activities for Chapter membership. This includes monthly seminars, social events, and joint events with other organizations (such as other Association chapters or local universities). Other events that are educational in nature, such as certification study groups and National Education Seminars (NES), are the responsibility of the VP Professional Development although the VP Programs may assist. The VP Programs oversees the Seminar Director. The VP Programs, at his/her discretion, may request the Chapter President to appoint a Programs Committee to assist the VP Programs in his/her responsibilities. The VP Programs would serve as the Chairperson of the Programs Committee. The VP Programs follows the VP Professional Development in the line of chapter authority. In the absence or incapacity of the Chapter President, Treasurer, Secretary, VP Membership, VP Operations, and VP Professional Development, the VP Programs shall automatically assume the authority, duties, and responsibilities of the Chapter President. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the VP Programs are as follows: Serve as a member of the Chapter Executive Council. Develop, organize, and execute events for purposes such as continuing education, networking, employment opportunities, socializing, and member outreach for the Chapter members. As part of planning, ensure at least one continuing education event is at least four hours in duration (National Education Seminar excluded). Coordinate as required with the VP Operations for arranging facilities, catering, and event-day logistics. Provide details on upcoming events to the Communications Director in sufficient time to allow for promoting the event and registering people, if required. Assist the Seminar Director, as necessary, with ensuring the Chapter monthly seminars are properly planned and executed. When necessary, fill in for the Seminar Director at the seminars by making chapter announcements, introducing the speaker at the beginning of the seminar, and thanking the speaker at the conclusion of the seminar. In case of absence or vacancy, perform the duties of the Seminar Director. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE At the beginning of the Program Year, present a schedule of events for the upcoming Program Year. Page 1 of 2 Effective 7/1/2015

14 Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of ongoing events and activities, status of planning for future events and activities, and results of completed events and activities. During the month of May, schedule a transition meeting for the outgoing and incoming VP Programs and Seminar Director to arrange an effective transfer of responsibilities. By the end of the current Program Year, deliver to the successor in office all books, records, data, reports, and any other Chapter property for which the VP Programs and Seminar Director are responsible and accountable. Page 2 of 2

15 AWARDS & HONORS DIRECTOR POSITION DESCRIPTION The Awards & Honors Director is an appointed position selected by the Chapter officers in accordance with the Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for staying abreast of Association awards and honors and actively involving Chapter members in the award and honors nomination process. SCOPE AND AUTHORITY The Awards & Honors Director is charged with identifying and nominating, either directly or indirectly, Chapter members for Association awards and honors as well as ensuring Chapter members are recognized for their contributions to the Association and the contract management profession. The Awards & Honors Director, at his/her discretion, may request the Chapter President to appoint an Awards & Honors Committee to assist the Awards & Honors Director in his/her responsibilities. The Awards & Honors Director would serve as the Chairperson of the Awards & Honors Committee. The Awards & Honors Director reports to the VP Membership. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Awards & Honors Director are as follows: Serve as a member of the Chapter Executive Council. Understand the purpose of all Association awards and honors for individual members. Stay updated with all the Association awards and honors for individual members and the due date for each nomination submission. Identify Chapter members for possible nomination for Association awards and honors by reviewing Chapter member profiles, talking with others within the Chapter and general contracting community, and composing articles or postings for the Chapter newsletter, website, and social media requesting nominees from the Chapter membership. Interface with the nominees and nominators to ensure timely submissions to the Association. Provide the Communications Director information on and requests for award and nominations for inclusion in monthly slideshows, the chapter newsletter, website, and social media. Establish regular communications with the Association s Awards and Honors Working Group Chairperson to ensure the Chapter receives awards and honors information in a timely manner. Assist the VP Membership with his/her duties as needed. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the various Association awards and honors and the status of identifying potential Chapter members to nominate. Page 1 of 2 Effective July 1, 2015

16 Brief the Chapter Executive Council as needed when the Association makes changes to existing awards and honors or adds/removes an award or honor. Submit monthly to the VP Membership any Association awards or honors conferred on Chapter members for inclusion in the membership slides at the next seminar. Page 2 of 2

17 POSITION DESCRIPTION CERTIFICATIONS DIRECTOR The Certifications Director is an appointed position selected by the officers of the Chapter in accordance with the Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for providing learning programs to Chapter members who want to obtain Association professional certifications. SCOPE AND AUTHORITY The Certifications Director is empowered with planning, developing, and implementing study groups and other similar programs for Chapter members who want to obtain professional certifications such as the CFCM and the CPCM. The Certifications Director, at his/her discretion, may request the Chapter President to appoint a Certifications Committee to assist the Certifications Director in his/her responsibilities. The Certifications Director would serve as the Chairperson of the Certifications Committee. The Certifications Director reports to the VP Professional Development. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Certifications Director are as follows: Serve as a member of the Chapter Executive Council. Determine the type and number of certification programs for the Program Year. Organize and lead certification study groups: o Plan the dates, format, and topics to cover. o Coordinate facilitators for the study group sessions and proctors for the exam. o Coordinate with the VP Operations to find a location to hold the study group. o Confirm with the Association s Certifications Department the deadlines for submitting the proposed exam date and list of candidates sitting for the exam. o Submit details of the study group to the Communications Director for posting on the website and sending announcement s. o Along with the facilitators, prepare materials for the study group in accordance with the Association s Contract Management Body of Knowledge (CMBOK) and applicable certification study guide. o Encourage study group participants to sit for the exam at the conclusion of the study group. o Submit the exam date with the Association s Certifications Department in accordance with the Association s requirements. o Submit the list of candidates for the exam with the Association s Certifications Department in accordance with the Association s requirements. o Request the appropriate payments to the Association for the exams from the Chapter Treasurer. o Track the results, i.e. pass/fail, of those individuals sitting for the exam. Assist the VP Professional Development with his/her duties as needed. Other duties as assigned by the Chapter President. Page 1 of 2 Effective 7/1/2015

18 PERFORMANCE SCHEDULE At the beginning of the Program Year, provide to the VP Professional Development a schedule of certification learning events for the upcoming Program Year. Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of ongoing and current study groups, planning for future study groups, and results of completed study groups (including, if possible, the number of individuals who passed the exam). Based on the deadline set by the Association s Certifications Department, submit the proposed exam date with the Association s Certifications Department for each study group. Based on the deadline set by the Association s Certifications Department, submit the list of candidates for the exam with the Association s Certifications Department in accordance with the Association s requirements for each study group. Page 2 of 2

19 POSITION DESCRIPTION COMMUNICATIONS DIRECTOR The Communications Director is an appointed position selected by the officers of the Chapter in accordance with the Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for Chapter communications and registrations. SCOPE AND AUTHORITY The Communications Director is empowered with maintaining the Chapter s website and social media properties. The Communications Director also manages the Chapter s event registration system, mailing list, and monthly newsletter. The Communications Director, at his/her discretion, may request the Chapter President to appoint a Communications Committee to assist the Communications Director in his/her responsibilities. The Communications Director would serve as the Chairperson of the Communications Committee. The Communications Director reports to the VP Operations. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Communications Director are as follows: Serve as a member of the Chapter Executive Council. Maintain the Chapter s domain registration services and the Chapter accounts. Provide other Chapter Executive Council members instructions for accessing their Chapter accounts. Manage the Chapter website by updating it with Chapter events and other Chapter news in a timely manner. Forward inquiries and other submissions from the Chapter website to the appropriate Chapter personnel. Monitor the Chapter account used for the registration desk. Manage the Chapter s social media properties (Facebook, Twitter, LinkedIn, etc.) using an aggregation service, e.g. HootSuite, and the Chapter s registration service, e.g. Constant Contact. Set up Chapter events and activities requiring registration in the Chapter s online registration service. Take photos at Chapter events for posting on the Chapter s website and social media properties. Set up online surveys for event attendees and notify attendees as soon as possible after the conclusion of the event. Submit photos from Chapter events to the Association for inclusion in Contract Management magazine. Maintain the Chapter s mailing list by updating it using data provided by the VP Membership. Provide registration and payments reports to the appropriate Chapter personnel. Manage the monthly Chapter newsletter by soliciting input from the Chapter Executive Council for articles, creating the Chapter monthly newsletter, and sending it to the people on the Chapter mailing list. Assist the VP Operations with his/her duties as needed. Page 1 of 2 Effective 7/1/2015

20 Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE At the beginning of the Program Year, create a typical monthly communication schedule for s and social media posts. At the beginning of the Program Year, change the passwords for the Chapter accounts and provide Chapter Executive Council members with their username and password along with instructions for accessing the account. Throughout the Program Year on a monthly basis, use the typical monthly communication schedule to plan an actual schedule based on specific Chapter events. Prepare the monthly Chapter newsletter and schedule it for distribution no later than the first Monday of every month. 30 days prior to a Chapter event: o Set up the event using the Chapter s registration service o Schedule event s and social media posts o Create an event page on the Chapter website 7 days prior to a Chapter event, provide a preliminary number of registrants to the VP Operations and Seminar Director. 3 days prior to a Chapter event or upon closing of registration, whichever occurs last, send the final registration and payment reports to the VP Operations, Seminar Director, and Treasurer. On the day of a Chapter event, take photos and post on the Chapter s social media properties. Within 14 days of a Chapter event, photos and information about the event to the Association s Chapter Relations Department for inclusion in Contract Management magazine. Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report detailing Chapter website and social media property statistics. Page 2 of 2

21 POSITION DESCRIPTION NES DIRECTOR The NES Director is an appointed position selected by the officers of the Chapter in accordance with the Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for executing the National Education Seminar (NES) program for the Chapter. SCOPE AND AUTHORITY The NES Director is empowered with planning, organizing, and implementing at least one NES per Program Year for the Chapter. The NES Director, at his/her discretion, may request the Chapter President to appoint an NES Committee to assist the NES Director in his/her responsibilities. The NES Director would serve as the Chairperson of the NES Committee. The NES Director reports to the VP Professional Development. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the NES Director are as follows: Serve as a member of the Chapter Executive Council. Plan, organize, and execute the Chapter s NES program: o Work with the Chapter Executive Council to determine the specific NES program and establish a date to hold the NES. o Upon approval by the Chapter Executive Council, prepare and submit the NES Chapter Commitment Form to the Association s NES coordinator. o Use the Association s speaker roster to identify potential speakers. Secure speaker(s) for the NES by contacting potential speakers to gauge availability and interest to present the NES. o Once the speaker(s) are identified, confirm all details with the speaker(s), including NES location and travel arrangements. o Submit details of the NES, including speaker biography, to the Communications Director for posting on the website and sending announcement s. o Coordinate with the VP Operations to secure facilities, arrange for catering, and assigning volunteers to staff the registration desk. o Submit an order to the Association s NES coordinator for NES book sets. o Upon receipt of the materials, verify the quantity received matches the quantity ordered. Report any discrepancies immediately to the Association s NES coordinator. o Forward the presentation slides (sent by the Association s NES coordinator) to the VP Operations for loading on the Chapter laptop. o On the day of the NES: Bring all book sets for distribution by the volunteers at the registration desk. Greet the speaker(s) and assist them with any presentation set-up. Introduce the speaker to the attendees. Coordinate with the VP Operations for setting up and tearing down of the food/refreshment stations. Page 1 of 2 Effective 7/1/2015

22 o o o If necessary, notify the speaker(s) when it is time to stop for breaks and lunch. At the end of the NES, pass out to and collect from the attendees the Association sign-in sheet and survey. Verify the number of extra book sets and coordinate their return with the Association s NES coordinator. Return the extra books sets, sign-in sheet, and surveys to the Association s NES coordinator. Forward the Association s final invoice for the NES books sets to the Chapter Treasurer along with a reconciliation of the total number of books ordered, issued to attendees, and returned to the Association. Assist the VP Professional Development with his/her duties as needed. Other duties as assigned by the Chapter President. PERFORMANCE SCHEDULE No later than October 31, ensure the Chapter Executive Council approves the NES topic and date and then submit the NES Chapter Commitment Form to the Association s NES coordinator. Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of NES planning and after the NES is concluded, a summary of the NES event, including any issues or problems that arose during the event. Prior to the NES event, report at the regular Chapter Executive Council meetings a status update on the NES preparations. Page 2 of 2

23 POSITION DESCRIPTION SEMINAR DIRECTOR The Seminar Director is an appointed position selected by the officers of the Chapter in accordance with the Chapter Bylaws and is responsible and accountable to the Chapter Executive Council for the recurring seminars held by the Chapter. SCOPE AND AUTHORITY The Seminar Director is empowered with planning and hosting the recurring (monthly except December, July, and August) seminars for the Program Year. The Seminar Director, at his/her discretion, may request the Chapter President to appoint a Seminar Committee to assist the Seminar Director in his/her responsibilities. The Seminar Director would serve as the Chairperson of the Seminar Committee. The Seminar Director reports to the VP Programs. DUTIES AND RESPONSIBILITIES Subject to the Chapter Bylaws, the specific duties and responsibilities of the Seminar Director are as follows: Serve as a member of the Chapter Executive Council. Compile a draft list of seminar topics and potential speakers for the Program Year. Contact potential speakers and obtain commitments to speak at each seminar. Schedule each seminar with a topic and speaker as far in advance as possible and periodically contact each speaker to confirm the date. Act as the Chapter s point-of-contact for each seminar speaker by obtaining a program description and speaker biography, providing the speaker with logistics details for the seminar, obtaining the presentation and any handouts, and greeting/receiving the speaker on the day of seminar. Provide seminar program description and speaker biography to the Communications Director. Collect Chapter announcements, if any, from the other members of the Chapter Executive Council. Prepare the presentation slides for the Chapter announcements. Send all presentation slides and handouts, if any, to the VP Operations. Maintain Chapter tangible assets in possession by the Seminar Director, e.g. laptop software updates, batteries for presentation pointer, bulb replacement for projector. Load all presentation slides (Chapter announcements and speaker materials) required for Chapter events on the Chapter laptop. Set up Chapter laptop (including presentation pointer) with the projector/projection screen or with the facility s projection equipment. Make chapter announcements and introduce the speaker at the beginning of the seminar, and thank the speaker at the conclusion of the seminar. Assist the VP Programs with his/her duties as needed. Other duties as assigned by the Chapter President. Page 1 of 2 Effective 7/1/2015

24 PERFORMANCE SCHEDULE At the first Chapter Executive Council meeting of the Program Year, present a draft list of seminar topics. Before each regular meeting of the Chapter Executive Council prepare and submit to the Chapter Secretary a report outlining the status of planning for future seminars, and results of completed seminars. By the end of July, have at minimum the September and October topic and speakers confirmed and preliminary commitments for topics and speakers for the remaining seminars. 60 days before each seminar, confirm the seminar topic and speaker. 30 days before a seminar obtain the program description and biography from the speaker and send to the Communications Director. 14 days before a seminar confirm the speaker s attendance and provide the speaker with logistics details for the seminar, e.g. location, directions, IT setup. 7 days before a seminar: o Obtain electronic versions the speaker s presentation slides and handouts, if any. o Request any Chapter announcements from the Chapter Executive Council and prepare announcement presentation slides. o Load the Chapter announcement presentation slides and speaker s presentation slides on the Chapter laptop. o Forward the presentation slides and handouts to the VP Operations and Communications Director for printing. Page 2 of 2