Office Staff

  1. An Executive Director who shall be responsible to the President and Council.
  2. Develop and implement membership drives.
  3. Prepare, process, and provide accounting of annual membership dues.
  4. Maintain membership records, prepare membership lists, and print and distribute the membership directory to AfBSA members and to parties designated by the President.
  5. Provide accounting and financial services, such as the preparation of the budget, daily bookkeeping, monthly financial statements, cash receipts and disbursements, maintenance of checking and savings accounts, general ledgers, investments, cost accounting of meetings and projects, and financial management. AfBSA shall establish separate bank accounts and have the President and Treasurer as signatories.
  6. Provide management and support services for the annual conference and associated workshops, training, educational programs, AfBSA business meetings, and committee activities.
  7. Prepare planning documents for developing revenue generating programs at the request of the Council.
  8. Maintain files and storage of files.

Serves as chief staff executive, recommends, and participates in the formulation of policies and makes decisions within existing policies as they have been approved by the Council. Plans, organizes, directs, and coordinates the staff, programs and activities of the association to assure that objectives are attained, plans fulfilled, and member needs met. Maintains effective internal and external relationships; Achieves economical productive performance, forward-looking programming, and constructive growth of the association.

Duties, Responsibilities and Authority of the Executive Director

Within the limits of the constitution, bylaws and policies, the Executive Director is responsible for and has commensurate authority to accomplish the duties set forth below:

  1. He/She shall be a member of the Board ex-officio.
  2. Sees that the Council is kept fully informed on the conditions and operations of the association and on all important factors influencing them. Attends all meetings of the Council.
  3. Plans, formulates, and recommends for the approval of the Council policies and programs that will further the objectives of the association.
  4. Executes all decisions of the Council except when other assignments are specifically made by the Council.
  5. Assist in Developing policies, procedures, and programs to implement the general goals and objectives established by the Council.
  6. Establishes a sound organization structure for the AfBSA office.
  7. Directs and coordinates all approved programs, projects, and major activities of the headquarters staff.
  8. Recruits, hires, trains, and motivates Association’s staff personnel. Responsible for all promotions and terminations.
  9. Obtains maximum utilization of staff by clearly defining their duties, establishing performance standards, conducting performance reviews, and maintaining a competitive salary structure.
  10. Provides the necessary liaison and staff support to teams and committees to enable them to properly perform their duties. Sees that committee decisions and recommendations are submitted to the Council for consideration and approval.
  11. Executes contracts and commitments as may be authorized by the Council.
  12. Maintains effective relationships with other organizations, both public and private, and sees that the position of the association and its members is enhanced in accordance with the goals and objectives of the organization.
  13. In cooperation with the Secretary-Treasurer, develops, recommends and upon approval operates within an annual budget. Insures that all funds, physical assets, and other property of the association are appropriately administered and safeguarded.
  14. Plans, organizes, and directs membership promotion and retention programs, evaluates results and recommends policies, procedures and action to achieve membership goals. Collects dues and terminates delinquent members.
  15. Plans and conducts annual membership meeting and conference, utilizing a volunteer advisory committee in the development and execution of conference programming. Exercises control of conference budget and all arrangements in an effort to meet financial objectives.
  16. Maintains official minutes of the Council and other official meetings of the organization, provides security for all files, legal and historic documents, membership, and mailing lists.
  17. Responsible for the planning, promotion, and administration of all official meetings of the organization.
  18. Plans and executes all communications to the general membership which include journals, general mailings, news releases, research reports, publications, etc.
  19. Provides marketing expertise within the framework of the association.
  20. Represents the association in professional and positive manner when requested at meeting, hearings, and testimonials.
  21. Maintains association management skills.
  22. Carries out such other general responsibilities as may be delegated by the Council.

Relationships around the Executive Director

  1. Responsible to the Council for the administration of the AfBSA office and for proper interpretation and fulfillment of all functions, responsibilities, authority, and relationships. Reports directly to the President.
  2. Works closely with the Council members in the execution of their responsibilities.
  3. Maintains relationships with other associations, industry, government, public service organizations, and vendors as are desirable or necessary in the best interests of the council and in conformity with the overall goals and objectives of the organization.
  4. Establishes such relationships as the Council may specify or as deemed advisable in the best interests of the association.

The Manager has the primary responsibility for managing the membership database: new entries, changes, maintenance, queries, reports, records, hard files, and output. IT responsibilities include general troubleshooting, system backup and system training for new employees. Responsible for the society’s record keeping; both computer and paper files.

Essential duties and responsibilities

 Process membership payments for all client associations

  1. Maintain computer records and all client association files
  2. Provides labels as requested by account managers
  3. Send membership cards and new member packets to members.
  4. Inputs all meeting registrations and completes registration packets
  5. Performs all membership month end processing and reporting for all client organizations
  6. Processes statements for all members
  7. Transfers and formats membership directories to PC or webmaster for printing or distribution
  8. Orders supplies including membership cards, envelopes
  9. Supports the rest of the staff in times of need
  10. Maintains appropriate files and records
  11. Process new Candidates
  12. Prepare monthly membership number reports
  13. Process submitted membership contact information changes
  14. Prepare labels on disk for mailing
  15. Input renewals and new subscribers

The Finance Director manages the day-to-day operation of AfBSA accounts. Prepares accurate and timely monthly financial statements. Follows defined policies for assuring financial controls are in place and being implemented.

Essential duties and responsibilities

  1. Record all transactions related to financial activity for AfBSA
  2. Performs all billing for AfBSA
  3. Provides personal assistance for payroll, benefits, and employee records
  4. Provides general assistance in the office when needed for data entry, and mail
  5. Coordinates and oversees on site meeting registration
  6. Performs a variety of clerical duties as requested by the Executive Director
  7. Supports the rest of the staff in times of need
  8. Answers phones in a professional manner and responds to inquiries of members
  9. Communicates and explains finances and transactions to all necessary association volunteers
  10. Maintains appropriate files and records
  11. Prepares financial statements monthly.
  12. Manage cash receipts and assure proper coding, invoicing, and ledgers.
  13. Manage collections and accounts receivable.
  14. Prepare various journal entries
  15. Assist with preparation of annual budgets
  16. Coordinate audit of association, working with outside auditing firm
  17. Maintains and conducts follow-up for all accounts receivable.
  18. Audits, codes, and prepares checks for all cash disbursements and maintains paid bill files.
  19. Maintains and reconciles checking account balances.
  20. Performs all in-house data entry for accounting detail.
  21. Supervises preparation of bi-weekly payroll checks and makes timely tax returns
  22. Prepares invoices and maintains files for all dues, fees, etc. for the association.

The Director of Meetings and Communications performs administrative and business details with the following duties.  Responsible for the annual meeting; contract management of affiliated meeting and other association internal/external meetings.  Responsible for the Continuing Education Programs: annual meeting, and symposium and courses.

Roles and Responsibilities

  1. Oversee the annual meeting and contracted meeting in all areas
  2. Site selection of future annual meeting in conjunction with Board approved rotation schedule
  3. Contractor selection, budgeting, management, and contract negotiations
  4. On-site operations
  5. Historical attendance tracking and reporting; evaluative reports, recommendations, planning
  6. Development of distance learning initiatives
  7. Committee, staff, member, internal/external liaison activities
  8. Responsible for off-site and in-house meetings and conferences
  9. Various internal/external meetings as required by committees, etc.
  10. Checks on locations dependent upon Board decisions as to city. Call hotels/convention bureaus with basic meeting schedule to check dates, availability, rates, and meeting space
  11. Compile information for Board or Committee. Send synopsis to appropriate committee, Board with approval from the Executive Director
  12. Work with the program Committee, President and Executive Director on a conference logo or theme
  13. Make arrangements for audio visual needs of the conference presenters
  14. Make hotel arrangements for presenters if requested by the association
  15. Make arrangements for audio visual taping of the conference if requested
  16. Send out function sheets to the hotel, with room set up, audio visual needs, food and beverage functions for each day and each room. Work closely with hotel that all needs are met
  17. Arrange for any additional committee, special group meetings requested
  18. Coordinate any on-site registration help that may be needed
  19. Put together first draft of the program and distribute to Executive Director, Program Committee and Board Liaison for corrections, suggestions, etc.
  20. Coordinate all arrangements with the hotel according to the Executive Director, Program Committee and Board
  21. Provide on-site management of the meeting with the help of the Executive Director, Exhibits Manager, and additional staff
  22. Attend any meetings requested by the Board or Executive Director
  23. Coordinate speaker selections and educational tracks
  24. Assist in managing staff participation in all conference aspects
  25. Manage all hotel/on-site logistics for conference
  26. Oversee preparation of conference proceedings book and content
  27. Develop and solicit conference advertising & sponsorships
  28. Oversee pre-con logistics (signs, plaques, badges, registration packet materials, etc.)
  29. Design & tabulate conference evaluation forms
  30. Manage post-conference activities
  31. Assist in all other conference areas as necessary
  32. Coordinate meeting logistics for all Board, leadership, and committee meetings.
  33. Incoming calls, voicemail, email responses
  34. Copying, faxing, mail
  35. Monitor conference budget