CHAPTER JOB
DESCRIPTIONS
ASCMASCM BC Chapter
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Contents
President (Elected)... 2 Executive VP (Elected) ... 3 Secretary (Elected) ... 4 VP-Finance (Elected) ... 5 Chair of Finance ... 5 VP-Programs (Elected) ... 6 Chair of Programs ... 6 VP-Membership (Elected) ... 7 Chair of Membership ... 7 VP-Marketing (Elected) ... 8 Chair of Marketing ... 8 VP Education (Elected)... 9 Chair of Education... 92 | P a g e
President (Elected)
Candidate applying should have been on the board for at least 2 years within the past 5 years Main Duties
1. Chair Board meetings. Provide agenda at least one week before the meeting.
2. Attend all BOARD meetings, PDM, special events, and region activities when possible. 3. Recruit new BOARD members when an absence exists. Report to the BOARD on all
recruitment activities between BOARD meetings and report on potential candidates. 4. Publish quarterly “Letter from the President” for both the Web site and chapter
newsletter.
5. Review the goals of each department with each BOARD member to facilitate overall objective planning for the year.
6. Responsible for BC Society Annual report, AGM, CBAR reporting & Business license 7. Act as one of the authorized signatories and approval controls for financial transactions
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Region meetings/Conference: 4 weekends per year
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Executive VP (Elected)
Candidate applying should have been on the board for at least 1 year within the past 5 years Main Duties
1. Understand the inner workings of the presidency and of the chapter.
2. Act as an ambassador for the chapter. The ambassador assists other board members in their responsibilities ensuring the work load is evenly divided.
3. Attend BOARD, PDM, special events, and region activities when possible. 4. Chair the BOARD meetings in the event the president is absent.
5. Maintain an accurate job description for the position.
6. Manage corporate level memberships and accounts - WorksafeBC, Insurance etc. 7. Maintain a secure and organized IT infrastructure
8. Act as one of the authorized signatories and approval controls for financial transactions
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 12 per year 2. Transition meeting weekend: 1 per year
3. Region meetings: 4 weekends per year ??
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Secretary (Elected)
Main Duties
1. Shall keep an accurate record of the business proceedings of Chapter and Board of Directors' meeting and be responsible for the distribution of these minutes in a timely fashion.
2. Shall be responsible for the preservation of the Chapter Records containing minutes of meetings,contractual documents and other key chapter related records.
3. Shall determine whether a Board quorum is present at any Board of Directors' meeting. 4. Keep a running list of action items from the Board of Directors’ meeting
5. Responsible for sending out AGM and SGM notice with agenda and previous meeting minutes
6. Provide support to coordinate and schedule Board of Director meetings
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
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VP-Finance (Elected)
Some exposure to financials/accounting is preferred for this position. (education or experience) Main Duties
1. Lead Budgeting for upcoming year
2. Create and maintain corporation reports and filings
3. Provide the BOARD with financial statements at each BOARD meeting. 4. Create invoices for classes
5. Act as one of the authorized signatories and approval controls for financial transactions 6. Prime contact with external accounting firm
7. Check A/P listing twice per month
8. Monitor and manage all bank accounts to ensure enough funds are available for payments
9. Coordinate GST filing
10. Lead year-end financial review (internal or external)
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Professional development meetings/Tours: 1 per month, 5 to 8 times per year 4. 5 to 10 hours additional per month depending on level of chapter activity
Chair of Finance
Some exposure to financials/accounting is preferred for this position. (education or experience) Main Duties
1. Support the VP finance with the budgeting process 2. Develop budget comparison reports and identify any risks 3. Cover for VP Finance in their absence
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VP-Programs (Elected)
Main Duties
1. The VP and staff are responsible for securing the speaker(s) for the PDMs, organizing the tours and the year-end social/awards ceremony and lead Summit planning & execution
2. Reserve PDM event restaurants and locations. 3. Arrange for door prizes and speaker gifts
4. Coordinate audio/visual equipment for speakers.(if needed) 5. Book catering/snacks for plant tours.
6. Prepare and print PDM agendas for every place setting.
7. Distribute PDM evaluation forms to every attendee. (physical or via Starchapter) 8. Summarize results of evaluations and report at every BOARD meeting.
9. Create, adhere to, and monitor financial budget for programs
10. 10. Assist in chapter promotional efforts as it relates to events/programs
All board members are welcome to recommend speakers and events for the chapter to consider. However, it is up to the vice president of programs to confirm all speakers and make arrangements.
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Professional development meetings/Tours/Summit: 1 per month, 5 to 8 times per year 4. 5 to 10 hours additional per month depending on level of chapter activity
Chair of Programs
Main Duties
1. Support the VP Programs in carrying out the activities for the chapter 2. Cover for the VP Programs in their absence
3. Be in contact with the Student chapter to help organize programs 4. Be the focal point for Student PDM event
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VP-Membership (Elected)
Main Duties
1. Recruits and develops an effective membership committee to ensure enough resources for membership responsibilities.
2. Resolves issues concerning membership records or membership processing at a member's request.
3. Leads programs to promote growth in the chapter's membership, as well as membership retention.
4. Monitors the chapter's progress monthly and provides data for the chapter awards program, newsletters, and Web site.
5. Issues pins & certificates for the membership anniversary of 5, 10, 15, and 20 years. 6. Ensure that all chapter programs are compatible with the interest of membership
through VOC, Surveys etc.
7. Create, adhere to, and monitor financial budget for membership activities including student chapter
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Professional development meetings/Tours: 1 per month, 5 to 8 times per year 4. 5 to 10 hours additional per month depending on level of chapter activity
Chair of Membership
Main Duties
1. Support the VP Membership in carrying out the activities for the chapter 2. Cover for the VP Membership in their absence
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VP-Marketing (Elected)
Main Duties
1. Determine market segments and niche services; monitor trend changes. 2. Manage social media – Linkedin, Facebook and Twitter accounts
3. Determine resource requirements and provide input to chapter budget and strategic planning processes.
4. Create, adhere to, and monitor financial performance against marketing budget.
5. Analyze effectiveness of marketing plan; develop methods for building local awareness. 6. Stay current with marketing materials available from ASCM HQ
7. Manage committee development (Recruiting/Mentoring/Measure of Performance (MOP)). 8. Present/distribute marketing report at every BOARD meeting.
9. Develop and maintain newsletter strategy, policies, and procedures.
10. Be familiar with copyright laws and maintain files of written permissions granted for reprints.
11. Run all text received through grammar check and spell check proofreading tools. 12. Format written articles, book reviews, graphics, and photographs into newsletter
pages.
13. Distribute newsletters electronically
14. Communicate closely with vice presidents of education, membership, and programs to integrate efforts.
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Professional development meetings/Tours: 1 per month, 5 to 8 times per year 4. 5 to 10 hours additional per month depending on level of chapter activity
Chair of Marketing
Main Duties
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VP Education (Elected)
Candidate should be an active instructor with ASCM Main Duties
1. Keep all instructor information up to date ( IDP status, material etc.)
2. Coordinate with BCIT, Camosun etc. regarding the setup of classes, instructors, etc. 3. Shall determine and recommend appropriate donations to institutions to promote
education
4. Shall prepare an operating budget for all Education functions.
5. Preparing the course brochure or other marketing material and ensuring that it is mailed on time (in coordination with VP-Marketing and Communications)
6. Ensuring that bills are reviewed for accuracy and that both bills and instructor fees are paid on a timely basis by creating a payment cycle.
7. Recruiting and managing instructors and other volunteers including Finding substitute instructors as required
8. Help develop new and upcoming instructors to keep pool healthy 9. Negotiate contracts with schools when required
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
3. Professional development meetings/Tours: 1 per month, 5 to 8 times per year 4. 5 to 10 hours additional per month depending on level of chapter activity
Chair of Education
Candidate should be an active instructor with ASCM Main Duties
1. Manage instructor development cycle and ensure compliance 2. Plan for TTT & LDI sessions to help instructors maintain IDP
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VP – Strategic Relations (Elected)
Main Duties
1. Maintain constant communication lines with other organizations in the region – PMI, SCC, ASQ etc.
2. Be up to date on offerings of the other organizations 3. Identify opportunities to collaborate and partner on events
4. Share best practices on running volunteer organizations with the board
5. Determine resource requirements and provide input to chapter budget and strategic planning processes
6. Create, adhere to, and monitor financial performance against agreed budget
Time Requirements
1. BOARD meetings: 1 per month, at 2 hours each, 9 per year 2. Transition meeting weekend: 1 per year
