2017 Chapter Operations Director Job Description / Board Contributions to Chapter Operations (Side by Side Breakdown) rev

Transcription

1 2017 Chapter Operations Director Job Description / Board Contributions to Chapter Operations (Side by Side Breakdown) rev Chapter Operations Board Meetings / Board 1. Maintain board member and meeting information. Post as appropriate on website or Google Drive. 2. Take meeting minutes, including action items. Provide written minutes and action items to board for review within 5 business days after meeting. Update minutes and action items after board s review and finalize by the following board meeting. Committee Meetings / Committees 1. Post committee member roster and committee meeting information on website. 2. Post committee succession plans and other shared documents as requested by committees on website. General Membership Meetings 1. Utilize online tools to design and send meeting invitations and reminders to members. Correct bounces and technical issues. Include attachments as needed. 2. Receive registrations for members, guests, speakers, and sponsors via website. Provide meeting information and answer questions from members and guests, and/or forward information requests to professional development committee director. Address changes to attendance after registration deadline according to guidelines set by board. 3. Receive sponsor information, speaker information, and HR recertification credit information from appropriate committee directors/subcommittee chairs to promote meeting details. 4. Contact meeting venue by agreed-upon deadline (Thursday afternoon prior to Tuesday meeting) to provide guaranteed number of attendees. 5. Prepare and the check-in sheet to designated GSHRM member for registration process. Board contributions to chapter operations (in addition to board job descriptions) Board Meetings 1. Complete and post board reports to Google Drive Board Folder by 6 p.m. Monday preceding board meetings. 2. Review meeting minutes, financial reports, board reports, and other pertinent attachments prior to board meetings. 3. Attend scheduled board meetings. 4. If needed, provide feedback to draft copies of minutes prior to final distribution. Committee Meetings / Committees 1. Take and distribute committee meeting minutes. 2. Update board report with committee member names, noting new members. 3. Provide shared document updates to chapter operations director. 4. Provide chapter operations director with committee meeting information for posting on website. 5. Prepare and provide committee/subcommittee succession plans to presidentelect. General Membership Meetings 1. Receive and respond to requests for information regarding meetings as appropriate (primarily performed by professional development committee director, program sub-committee chair, president, and president-elect). 2. President, president-elect, professional development committee will oversee current and upcoming year meeting plans including venues, costs, program topics, speakers, sponsors, etc. 3. Professional development director and sponsorship sub-committee chair ensure appropriate sponsors are recruited, tracked, and invoiced. Treasurer and/or treasurer-elect ensure sponsor payment is invoiced and deposited. 4. Professional development director and sponsorship sub-committee chair ensure sponsor information (name, logo, website) is forwarded to chapter operations director for promotional purposes. 5. Professional development director and program sub-committee chair ensure speaker information and HR recertification credit information is forwarded to chapter operations director for promotional purposes. 1

2 6. Prepare and guest name badge merge file to designated GSHRM member for printing and distribution at registration; or, print and deliver guest name badges prior to membership meetings. 7. Assist with the meeting check-in process as needed. 8. Reconcile meeting attendance. Send invoices to no-shows. Prepare and the meeting attendance report to president. 9. Prepare HR recertification certificates. to attendees after meeting completion. 10. Prepare and send Feedback Survey to attendees. Forward Feedback Report to board. 11. Prepare and send Guest Attendance Report to membership director. HR Management Conference: See above - same as General Membership Meetings, plus: 1. Attend HR Conference meetings as needed. 2. Develop sponsor section of website. 3. Develop attendee section of website. 4. See Conference Planning Worksheet for additional information. Membership - New Members 1. Receive membership applicant requests via and direct applicants to online application process. Answer applicant questions and/or refer questions to membership committee director. 6. President, president-elect, professional development director, and program chair will oversee meeting venue related functions including scheduling, room and equipment set up, menu, parking, payment, and other related functions. 7. Committee directors/subcommittee chairs will be responsible for registering sponsors, speakers, and special guests via the established RSVP process by the deadline date. 8. Treasurer and/or treasurer-elect will bring drink tickets, receipts, change, and cash/check processing information to meeting registration. 9. Treasurer and/or treasurer-elect will arrange for national SHRM information, GSHRM membership and committee information, and other handouts to be distributed at check-in table during registration process. 10. Treasurer and/or treasurer-elect will provide check-in services at registration table before meetings, and may recruit / guide check-in helpers. 11. Treasurer and/or treasurer-elect will reconcile registration check-in sheets after registration. Check-in sheets will note members' methods of payment. Treasurer and/or treasurer-elect will forward scanned copy of registration check-in sheets to chapter operations director for verification on StarChapter website. 12. Treasurer and/or treasurer-elect will enter cash and check payments into QuickBooks accounting system following meetings. 13. Treasurer and/or treasurer-elect will collaborate with chapter operations director to ensure outstanding member fees are paid. Past due payments are due before member can renew GSHRM membership. 14. Membership director / Orientation sub-chair will distribute committee interest forms received during meetings to appropriate committee directors / chairs. 15. Membership committee will track guest attendance to ensure persons attend no more than 2 meetings annually as a guest. 16. Membership committee will contact guests after membership meetings regarding possible membership. HR Management Conference: See above - General Membership Meetings. Also see Conference Planning Worksheet for additional information. Membership Committee - New Members 1. Answer applicant questions as forwarded by chapter operations director. 2. Review new member applications for completeness. Make recommendations to the board regarding acceptance or denial. Communicate with chapter operations 2

3 2. Check online applications for validity. Forward applications to designated member of membership committee, and / or assist with access to online applications. 3. Approve online applications that meet membership criteria. Reject online applications that do not meet membership criteria. In cases where there is a question as to membership eligibility, refer cases to the membership committee director for a recommendation and decision by the board of directors. 4. Upon notification by membership committee of acceptance or denial of membership, update Membership Directory with new members, send new members appropriate correspondence including dues payment information. Contact SHRM to register new SHRM member numbers. Forward new member information to orientation leader(s). Announce new members on E-news. Prepare list of new members for name badge orders every other month. For denials or membership category changes, send appropriate correspondence to applicants. 5. Ensure new member dues payments are received. 6. Track new members (number received to date each year, directory information). Membership - Current Members 7. Develop and coordinate online renewal process, including form development. Track renewals and answer member questions and/or refer questions to membership committee director. 8. Oversee the Membership Directory database on the website. Encourage and facilitate accurate and up-to-date Membership Directory data. 9. Coordinate with president and membership committee director to ensure completion of SHRM membership audit (SHRM contacts us when this is to be done). 10. Answer membership s and/or refer questions to appropriate board directors. Communications - Website 1. Become well-versed in administration of the website and serve as lead web designer. Develop and manage interactive functions of website including online registration, renewals, new member applications, award nomination forms, shared documents, etc. director regarding new member acceptance or denial. Monitor new member acceptance and on-boarding procedure. Serve as back up to chapter operations director for new member processing. 3. Monitor professional partner (PP) membership policy. 4. Monitor percentage of SHRM / GSHRM dual members to ensure number remains above 50%. 5. Monitor list of new members and communicate with new members as needed. 6. Obtain SHRM s at-large listings for GSHRM s use as needed/requested by board or membership. 7. Treasurer / treasurer-elect to ensure new member dues payments are processed. Membership - Current Members 1. Maintain one s own up-to-date member profile in the Membership Directory. Encourage members to do the same (lead by example). 2. Follow member renewal procedures and encourage members to do the same (lead by example). 3. President and membership committee director to work with chapter operations director to ensure completion of SHRM membership audit (SHRM contacts us when this is to be done). 4. Answer member questions as forwarded by chapter operations director. Communications - Website 1. Utilize the website for meeting registration, renewals, applications, award nominations, shared documents, etc. Encourage members to do the same (lead by example). 3

4 2. Work with website technical advisors to aid in design and capabilities of website functions. 3. Provide training to committee directors, chairs, and/or members as needed to utilize website features for board and committee goals. 4. Ensure website information is up to date. Notify appropriate board members and committee directors when updated information is needed; post updated information provided by board members and committee directors. Provide web usage reports as requested. 5. Post jobs on Job Mart and ensure appropriate payment is processed. Track job postings and communicate with customers to extend / remove job postings at the appropriate time. Communications - E-news Update 1. Receive and publicize pertinent SHRM chapter and SHRM information to ensure members receive timely and accessible notice of relevant news. 2. Design, prepare, distribute, and post E-news Updates to membership. Correct bounces and technical issues. Provide report to marketing and media sub-committee upon request. Communications - Management 1. Manage and respond to and/or forward all inquiries and requests received at GSHRM account. 2. Send notices via to members as requested and approved by president. Communications - PO Mailbox Management Receive mail from GSHRM post office box and distribute as necessary. Communications - Text Message Reminder System Distribute reminder notices via text message as necessary to promote GSHRM activities. 2. Monitor website pages that are relevant to one's committee or area of responsibility. Provide updates to the chapter operations director on a regular basis. Communications - E-news Update Forward information to be included in E-news Updates by 5 p.m. the Wednesday immediately following the board meetings. For the second monthly distribution of E- news, forward information no less than three (3) business days prior to E-news Update distribution date. Communications - Management Respond to inquiries and requests received at GSHRM account as forwarded by chapter operations director. Communications - PO Mailbox Management Receive post office box mail as forwarded by chapter operations director and process as appropriate. Treasurer processes annual bill for post office box. Communications Text Message Reminder System Sign up to receive text message reminders. Notify chapter operations director if you want to publicize something via text in 20 characters or less. Communications Social Media (Facebook, Twitter, LinkedIn Group) Post chapter and committee information to social media, at least one posting per month or as appropriate. Communications - Public Relations 1. Implement the GSHRM marketing policy in relation to publicizing member and non-member events and notices. 2. Seek and secure opportunities for GSHRM publicity. 3. Utilize LinkedIn Group and other social media as approved. Communications - Facebook Post notices on Facebook as necessary to promote GSHRM activities. Communications - Other social media (LinkedIn, Twitter) 4

5 Serve as an administrator on other social media sites, such as LinkedIn and Twitter, as approved by the board. Encourage members to utilize social media to promote GSHRM. Collaboration with Board Of Directors 1. Assist in committee / board SHAPE initiative goal setting. 2. Contribute to strategic planning goal setting and achievement. 3. Review current process/procedures and recommend updates for greater chapter efficiency. 4. Prepare and disseminate new board member ballot for member voting. 5. Meet with president and president-elect as needed. Collaboration with Committees 1. Awards: Work with appropriate committees to ensure award nomination forms are revised, accessible, and publicized to membership. Forward nominations to committees for review and provide other communications coordination as necessary. Work with appropriate committees to publicize winners to membership and community. 2. Scholarships: Work with appropriate committees to ensure scholarship information is revised, accessible, and publicized to membership. Work with president or committee directors / sub-committee chairs to notify recipients. Facilitate follow-up communication. Work with appropriate committees to publicize winners to membership and community. 3. Speakers: Receive and forward ad hoc speaker inquiries to program sub-committee chair for tracking purposes. 4. Sponsorships: Promote sponsor opportunities and information to members as appropriate on website, E-news, invitations, etc. 5. Marketing: Support committee marketing goals as noted in "Communications" section. Other Board of Directors Responsibilities 1. President-elect to complete CLIF form by SHRM deadline date. 2. Assist in committee / board SHAPE initiative goal setting. Monitor and support annual SHAPE progress. Review and revise annual SHAPE plan prior to submittal to SHRM by the deadline. 3. Attend financial and/or budgetary meetings as requested by president. 4. Contribute to strategic planning goal setting and achievement. 5. Review current process/procedures and recommend updates for greater chapter efficiency. 6. Contribute to identifying Pinnacle Award worthy actions/programs. Review and provide feedback on committee-developed proposals. 7. Maintain up-to-date job descriptions of all board positions and committee/subcommittee chair positions. 8. Ensure GSHRM provides a donation of door prize to the SHRM state conference generally held in September. 9. Ensure GSHRM is registered to participate in annual state chamber HR professional meeting in Columbia. 10. Attend SHRM annual meeting, volunteer leader summit, state SHRM annual meeting, or other conferences / meetings as requested and approved by board. Provide feedback to the board after meeting attendance. 5