Position Descriptions

All Positions

All board members must:

• Attend monthly board meetings
• Communicate consistently with other board members
• Use "Run My Club" software on ASTD-Tucson website to manage events, communications, income, documentation and so forth
• Attend all monthly membership meetings
• Follow our by-laws and represent the organization appropriately in professional situations

President

• 10-12 hours per month, plus meetings.
• Retrieves voice mail from main voice mailbox at least twice weekly, forwarding messages to appropriate board members as necessary.
• Responds to information requests from web site (info@astd-tucson.org) and/or forwards to appropriate board member for response.
• Checks emails and voice mails for board members who are absent.
• Conducts monthly board meetings, including creation of agenda, setting location, inviting members, etc.
• Maintains a full board membership during the year. In case of resignations or lack of participation by a member, recruits and screens replacement members and makes recommendations to the board.
• Represents the organization at events and serves as a liaison between ASTD-GTC, ASTD National and the Tucson community at meetings, events, etc.
• Coordinates activities of all board members to avoid redundancy or promote sharing of larger projects or tasks.
• Coordinates and presents monthly membership meeting in conjunction with VP of Programming.
• At first annual meeting, reviews roles and responsibilities with new board members, modifying as needed.
• Initiates budget process.
• Facilitates execution of action items and all board projects.
• View Task List For This Board Position 

Past President (optional)

• 4-6 hours per month, plus meetings.
• Assumes role (and related responsibilities) of President during absences.
• Assists other board members with responsibilities, as needed.
• When President is unavailable or already committed, serves as a liaison between ASTD-GTC, ASTD National and the Tucson community at meetings, events, etc.
• Oversees all professional development opportunities of board
• Recruits President for following year and other board members, as needed.

VP, Finance

• 6-8 hours per month, plus meetings.
• Receives dues, meeting payments, seminar payments and logs all transactions into Run My Club.
• Sends confirmation to VP of Membership when dues are paid and activates account in Run MY Club.
• Sends invoices as needed.
• Manages access to bank accounts.  Reconciles bank account.
• Picks up mail at least twice weekly because of incoming payments. Forwards information to appropriate board members.
• Provides financial repots to the board.
• Prints payment roster for monthly meetings and collects monies at door.
• Invoices advertisers, etc.
• Pays ASTD-GTC bills (advertising, catering, marketing, ISP, Run My Club, etc.)
• Recruits VP of Finance for following year.
• Designs and/or updates budget.
• Maintains financial reports for board meetings (cash flow, P&L, balance sheet).
• Makes recommendations to the board with respect to financial health of organization.
• View Task List For This Board Position

VP, Programming

• 8-10 hours per month, plus meetings.
• Works with VP of Membership to identify topics and presenters for monthly meetings.
• Identify industry trends and develop appropriate seminars.
• Recruit presenters and maintain a database of presenters in Run My Club.
• Distribute, collect and compile evaluation forms for every presenter/presentation.
• Make recommendations to the board with respect to programming.
• Works with VP of Marketing and VP of Communications to promote and advertise monthly programming in a timely manner.
• Produces at least one fundraiser per calendar year.
• Updates Run My Club ‘Calendar of Events' and schedules reminder emails.
• Coordinate location and catering for monthly meetings, presenting invoice to VP of Finance.
• Recruits VP of Programming for following year.

VP, Membership/Marketing

• 6-8 hours per month, plus meetings.
• In general, maintains a broad base of membership; corporate, non-profit, consulting companies, professionals from related fields, academic organizations, etc. through announcements, events, press releases, etc.
• Coordinates recruitment materials, events, etc.
• With VP of Communications, creates and/or maintains monthly newsletter.
• Researches and presents marketing opportunities and options to the Board, (including advertising, participation in events by the board or by members, etc.), that serve to promote the organization locally and nationally.
• Works with media to publicize chapter events (meetings, seminars, etc.).
• Generates marketing materials as needed and approved by the board.
• Sends information to VP of Finance to invoice for advertising.
• Maintains a list/database of contacts for press releases: Announces monthly meetings, events, news, etc. on a regular basis to appropriate newspapers, etc.
• Uses Run My Club to maintain applications, monitor overdue notices, and other membership related data. Follows up with reluctant renewals.
• Update letters to members in Run My Club as needed.
• Provides membership data to board members.
• Receives financial reports (confirmation of payment) from VP of Finance on membership fees and renewals.
• Recruits new members via phone calls, mailings, email, contacts, participation in community and professional events.
• Reports membership data (from Run My Club) at monthly board meetings.
• Conducts occasional surveys to identify membership needs.
• Recruits VP of Marketing/Membership for following year.

VP, Communications

• 6-8 hours per month, plus meetings.
• Retains records of all information related to communications systems within ASTD (passwords, access to electronic systems, relations with Run My Club and the Internet Service Provider, etc.).
• Maintains and updates voice mail system, including recording messages, and board member email addresses as needed.
• Acquires business cards for board members within 2 weeks of taking office.
• Coordinates web site needs with Board members and updates website through Run My Club at least once a month.
• Records monthly board meeting minutes and submits them to the webmaster to post on web site.
• Distributes via email ‘Action Items' to board members after each meeting.
• Maintains a database of organization documents to be archived on web site (towards the effort of maintaining a paperless organization).
• Submits invoices to VP of Finance for all communications systems.
• Communicates with Run My Club to install updates, make customizations, etc.
• Researches and recommends new features for web site.
• Recommends communication improvements within the board, member to member, members to board and board to members.
• Creates and maintains an electronic newsletter in conjunction with Membership/Marketing VP.
• Trains incoming Board members on how to use voice mail system and Run My Club.
• Recruits and trains VP of Communications for following year.
• View Task List For This Board Position

VP, Community Outreach

• 6-8 hours per month, plus meetings.    
• Schedule meetings with corporations, schools etc, to create interest in ASTD.
• Generate a list of target members and update.
• Determine training needs in the community and work with VP Programs to incorporate into meeting subjects.
• Invite prospects to attend a free meeting.
• Follow-up with guests to detemine interest in membership.
• Attend one mixer per year to prospect for new members.
• View Task List For This Board Position

VP, Education

• 6-8 hours per month, plus meetings.
• Schedule CPLP Prep Training Structure.
• Organize CPLP Training Courses and formats.
• Recruit CPLP's to assist.
• Create other education opportunities based on member needs.
• Recruit volunteers as needed.
• View Task List For This Board Position