MEMBERSHIP CHAIR Position Description (February 2015)

Transcription

1 MEMBERSHIP CHAIR Position Description (February 2015) The Membership Chair: 1. Is responsible for the evaluation, verification and approval of each membership application and renewal, ensuring accuracy of the membership database (in collaboration with the APSNA Web Administrator and Treasurer). 2. Performs ongoing membership audit to verify accuracy of the membership database 100% of the APSNA database and 20% of Triad database. 3. Promotes and encourages recruitment efforts of the organization. 4. Arranges for yearly membership drive. 5. Serves as the APSNA phone contact. 6. Has an understanding of different membership categories and develops new member benefits with Board of Directors (BOD) approval. 7. Serve as a member of the BOD for a two-year term. There is a mandatory mentor year following this term during which outgoing Membership Chair mentors the incoming Membership Chair. Mentoring is a proactive relationship whereby the mentor (outgoing board member) facilitates the incoming board member s understanding and fulfillment of the board position. The mentoring experience begins during the outgoing year, when the incoming board member is elected and formally ends at the end of the incoming board member s first year on the board. The outgoing board member contacts the incoming board member immediately after the elections, and reviews the job description to develop a transition plan that may include some actual responsibilities that are mutually agreed upon. The mentoring experience includes a collaborative decision on how often to meet and the best mode of communication. 8. Attend annual BOD meetings (Pre- and Post-Conference, Business Meeting, Finance Meeting) and participate in the Fall BOD Meeting Conference and any teleconferences to conduct the business of the organization. Present a short report to the membership at the Business Meeting. On outgoing year does not attend Post-Conference BOD Meeting. 9. Update and revise membership brochure, as needed. 10. Seek national, regional, and local conferences and arrange for APSNA table and with trifold display/or membership pamphlet distribution. 11. Member of the Finance Committee. 12. Serves as one of the reviewers for the education, research and Foster award applications. 13. In keeping with the fiduciary responsibilities of the BOD, understands and approves the budget, as well as APSNA investment policies. For those board members that 1

2 have specific budget items assigned to the job description understand their budget requests, variances, and rationales, and be prepared to report on this as needed. 14. Other duties as delegated by the President. COMPETENCIES NECESSARY FOR MEMBERSHIP CHAIR Develop a working knowledge of Your Membership (YM) database (to be oriented by mentor Membership Chair) during first 3 months of term. Ability to communicate via with members, board, and web administrator. Possesses basic skills in generating, editing, and organizing electronic files and documents. ESSENTIAL BOARD PROGRESSION PLAN COMPETENCIES Shows a good appreciation of APSNA s mission and strategic plan, is able to evaluate and provide insight into strategic direction. Contributes to the achievement of APSNA s objectives by effectively applying knowledge, experience and expertise to the issues confronting the organization. Demonstrates adequate knowledge of the profession to understand and question the assumptions upon which the organization s business plans are based, both existing and new. Evidences diligent preparation for meetings (is prepared, knows material and actively participates). Arrives on time, is attentive and present for the duration of all meetings. Available when needed, accessible and approachable. Accepts and volunteers for tasks and related work that furthers the strategic direction of APSNA. Respects the confidentiality of the organization s business information and the deliberations of the BOD. Contributes meaningfully and knowledgeably to BOD discussions, providing valuable input to organizational endeavors. Expresses views frankly and openly in BOD meetings. Listens to, respects and encourages the expression of opinions by other BOD members. Makes a positive contribution to the long-term viability of APSNA as a professional association and to the succession of the BOD. Contributes to the overall effectiveness of the mission and preferred future of the organization. Demonstrates an ability to assist the BOD in meeting the strategic objectives of the organization. Shows an understanding of, and willingness to respond to, members needs. Communicates effectively with BOD, membership, founders, supporters, and other nursing and surgical leaders via written, verbal and electronic means 2

3 TIMELINE and OPERATIONAL PROCEDURES for General Duties Ongoing Conducts ongoing 100% membership audit (new members and renewals), and 20% Triad membership audit using record of payment from Treasurer and monthly statements from AORN (Triad). Maintain communication with other BOD members through the APSNA BOD Networking Forum. Via News You Can Use (NYCU), writes an article/item after attending any partnering or development meeting Maintain contact with membership throughout year for updates NYCU and other media. Coordinate annual membership drive; membership drive is a designated period of time in which regular APSNA membership is discounted by 20%. Coordination of the membership drive involves: o Developing communications for the membership through the NYCU distribution (submit to IS chair/web Administrator) o Communication of the upcoming membership drive in the JPSN Membership Connections. o Coordinate website updates with Web Administrator. o Membership drive calendar dates requires approval from the BOD. Review Weaving thru the Web PowerPoint and make revisions in collaboration with the IS Chair. Provides to Web Administrator to be sent with all new membership applications. Coordinate the membership renewal process with the APSNA Web Administrator: o Three renewal letters sent automatically by the website approximately 1 month prior to renewal date, 1 day prior to renew date, and 1 day following the renewal date. o This entails updating membership renewal letters on the YM Backend in the incoming year and as needed, and o Ensure that the renewal and letters are automatically going out as defaulted in the system. Submit Connections column to Journal of Pediatric Surgical Nursing (JPSN) quarterly using the Editorial Manager through JPSN website: Submit names of members that are interested in writing for Publication to Publications Chair; names taken from ongoing evaluation of new and renewing members profiles. Maintain close communication with Publication Chair to keep membership above 700 members according to contractual agreement between APSNA/JPSN and Lippincott Publishing/Wolters-Kluwer. Submits list of members to Publications Chair 4 times yearly Deadlines: TBA. Manual entry of paper based membership application database using Your Membership (YM) SM in collaboration with the APSNA Web Administrator/Treasurer. o Enter them into online database. o Notify Treasurer that manual entry has occurred. o Send check to Treasurer. o Once receives confirmation from the Treasurer that the check has cleared, approves members and activates Welcome Letter. 3

4 o An address has to be obtained before you are able to register the person in the system as a member. new member packet. This includes: Welcome letter that includes the Weaving Your Way through the Web PowerPoint (this explains how to use the Member Networking Forum, the importance of and our paperless system). o AORN Triad membership applications are imported by Web Administrator, and activated manually to receive their Welcome Letter. Mail APSNA pins to all new members who request them and are unable to attend the annual conference. As part of the BOD succession plan, identifies possible future Membership Chair(s) and begins to collaborate with that person. May Review all APSNA bylaws. Review all APSNA policies, especially those specific to my job description. Review Board of Director Resources documents on website. Communicate with Web Administrator to revise and update any YM template letters (renewal letters, welcome letters, reminder letters) to ensure accurate information and current Membership Chair information is listed Incoming year. Contact IS Chair/Web Administrator to update the organizational contact telephone number for the organization on all website locations (main web page, membership brochure, etc.) Incoming year. Manager on the JPSN website: by June 1. For assistance with the Editorial Manager, contact the Publication Chair. Develop goals for upcoming year and submit to President and Secretary through BOD Networking Forum by July 1. June Submit current, up to date, membership file to the current account manager (via the Publications Chair) for the JPSN by publisher deadline. Prepare and submit quarterly report to Board Networking Forum by July 1. Includes Receive list of expired memberships from Web Administrator, and prepare text/script for bulk- to be sent by Web Administrator to these members. July Collaborate with President Elect to review member database, analyze membership preferences and behavioral predilection, and member survey data, as applicable. September Submit current, up to date, membership file to the current account manager (via the Publications Chair) for the JPSN by publisher deadline. Review previous year's budgets and expenditures. Submit budget requests to Treasurer at Fall BOD Meeting Conference for any expenses greater than $25 for mailing, printing, shipping, or any other expenses (recruitment items including pins, brochures, logo items; 4

5 banner/trifold, recruitment initiatives, supplies/shipping/ miscellaneous) anticipated for the coming January - December Fiscal Year. Review committee reports and BOD discussion forums prior to the Fall BOD Meeting Conference. Prepare and submit quarterly report to Board Networking Forum by October 1. Includes Manager on the JPSN website: by September 1. For assistance with the Editorial Manager, contact the Publication Chair. Outgoing year, contact Membership Chair candidates and answer questions regarding board responsibilities and/or commitment. October Review committee reports and BOD Networking Forum discussions prior to the Fall BOD Meeting Conference. Prepare report for, attend, and participate in the Fall BOD Meeting Conference (may be in September). Secure an exhibitor booth, in collaboration with the President, for the NAPNAP conference, if there are plans to attend. November If outgoing board member, contact the incoming winner of the elections, review job description and commence mentoring process (See #7 Page 1). Receive list of expired memberships from Web Administrator, and prepare text/script for bulk- to be sent by Web Administrator to these members. December Submit current, up to date, membership file to the current account manager (via the Publications Chair) for the JPSN by publisher deadline. ALL receipts for reimbursement for current year should be submitted no later than December 15. Prepare and submit quarterly report to Board Networking Forum by January 1. Includes Manager on the JPSN website: by December 1. For assistance with the Editorial Manager, contact the Publication Chair. January Secure an exhibitor booth for the APSA conference, if there are plans to attend. Receive applications for Education, Research and Foster Grants from Leadership Chair to designated reviewers per policy. Can be January or February, per Leadership Chair discretion. Application deadline is December 31. Review position description and submit necessary changes to President-Elect and Secretary by February 1. 5

6 February Submit current, up to date, membership file to the current account manager for the JPSN by publisher deadline. March Prepare and submit quarterly report to Board Networking Forum by April 1. Includes Manager on the JPSN website: by March 1. For assistance with the Editorial Manager, contact the Publication Chair. April Provide new member list to Program Chair to provide to Sherwood registration personnel prior to conference Review committee reports and BOD Networking Forum discussions prior to the Annual Scientific Conference. May Staff APSNA table during first 2 days of APSA conference (days to be determined), if this planned for during the Fall BOD Meeting. 6

7 Appendix Lifetime Members Gail Garvin Diane Jakobowski Liz Foster 7