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Board Position Descriptions

INTRODUCTION

The purpose of this Manual is to provide guidance to PTCMW Officers and the Chairs of standing committees. While every effort has been made to ensure the accuracy of this information, the PTCMW bylaws take precedence in the case of any conflicts. The master copy of this document is maintained by the Secretary of PTCMW. Therefore, any corrections, modifications, or updates should be forwarded to the Secretary for inclusion in this document. The Secretary will be responsible for obtaining Board approval for anything other than minor edits.

PRESIDENT

Overview

The President of PTCMW chairs the board and provides strategic leadership and oversite of day-to-day operations. The President sets direction, coordinates Board efforts, and serves as the organization’s primary representative to external partners. The role is responsible for guiding the organization in alignment with overarching goals:

  • Increase member value through connectivity/networking, educational opportunities, resource sharing, and adapting to post-pandemic engagement preferences.

  • Enhance organizational viability via improved sponsorships, membership growth, and social media engagement.

Core Responsibilities

Leadership & Oversight

  • Chair all Board meetings, preside over votes (quorum of 4 required), and coordinate scheduling (at least four meetings annually).
  • Develop and circulate Board meeting agendas; monitor Board and committee progress.
  • Follow up with Board members, committee chairs, and volunteers to ensure they have direction and resources to execute responsibilities.
  • Provide leadership on key initiatives, identify gaps or special projects, and appoint ad hoc committees or volunteers as needed.

Strategic & Annual Planning

  • Lead the creation of the annual budget in collaboration with the Treasurer and other board members as needed.
  • Review prior year’s financial reports to guide future planning.
  • Oversee access to financial tools (e.g., credit cards, Wells Fargo, PO Box) and ensure the organization maintains nonprofit status and compliance.
  • Coordinate with the VP of Programs and Treasurer to plan the annual programmatic calendar.
  • Support President-elect with Bemis and Service award activities.
  • Facilitate development and execution of long-term strategies including sponsorship engagement and knowledge management practices.

Programming & Events

  • Collaborate with the VP of Programs on planning and execution of monthly, virtual, and in-person events.
    • Support event logistics and setup, including virtual facilitation as needed.
    • Promote reimagined event structures (e.g., quarterly in-person networking, monthly virtual educational formats).
  • Coordinate with Board and volunteers to deliver major initiatives:
    • Annual Spring Symposium – Potential topics, Speakers, format, planning timeline.
    • Mentorship Program – Support reimagining and rebooting of the program with incoming coordinators.
    • Graduate Student Consulting Challenge (GSCC) – Oversee timelines, sponsorships, and leadership continuity.
    • Annual Fall Event – Guide format, location, and planning timeline (begin no later than early summer).
  • Support speaker planning and brainstorm sessions with invited guests and relevant topics (e.g., technical skills, certification, workforce trends).
  • Recognize speaker contributions and provide gifts as appropriate.

Communication & Member Engagement

  • Act as the primary point of contact for members and external entities.
  • Encourage member involvement and actively support volunteer engagement.
  • Coordinate with VP and Social Media volunteers to promote events and blog posts.
  • Write and publish at least two blog posts annually.
  • Deliver a Presidential presentation either at the last event of the year (December) or the first of the following year (January).

Operational Management

  • Maintain oversight of the organization’s email inbox, including:
    • Monitoring and forwarding as appropriate
    • Responding to membership and registration inquiries (with Secretary and VP)
  • Ensure effective use and structure of the enterprise Google Drive, including documentation, board materials, and access controls.
  • Support process improvement to ensure Board and volunteers have required access and resources.

Website & Outreach

  • Work with the Webmaster and Blog Editor on content, visual updates, and blog/newsletter strategies.
  • Encourage the use of toolkits and cross-promotion through SIOP local group calendars or other outreach efforts.

Governance & Succession

  • Work with the Past-President to conduct elections and transition leadership.
  • Ensure proper turnover of access to key accounts (Google, Zoom, Treasuries, etc.).
  • Provide end-of-year appreciation for Board and committee members (gifts or group activity, budgeted).

Key Collaborations

  • VP of Programs: Event planning, registration, sponsorships.
  • President-Elect: Bemis and Service awards.
  • Treasurer: Budget, financial operations, documentation.
  • Secretary: Event support, email inbox, member inquiries.
  • Volunteer Coordinators: GSCC, Mentorship.
  • Webmaster & Blog Editor: Website content and updates.
  • Social Media Volunteers: Promotions and announcements.
  • Entire Board: Spring Symposium, Fall Event, documentation practices, goal alignment.

    PRESIDENT-ELECT

    Overview

    The President-Elect serves as a member of the Board and is responsible for assisting the President and other Board members, where appropriate, and for preparing for the next year's function as President. In addition, the President-Elect will assume the President's position should this position become vacant during the current term.

    Monthly Tasks

    • There are no specific mandatory monthly tasks.

    Board Meeting Tasks

    • Attend scheduled Board meetings and report on any special projects.
    • Offer to assist others where appropriate.

    Annual Tasks

    • Assist the incoming President in selecting new committee members for the next year; offer suggestions to the Past President for nominations for next year's officers.
    • Stephen E. Bemis Award - Each year, PTCMW may choose to nominate an individual for the Bemis Award. The President-Elect is responsible for managing the nomination process and is PTCMW's representative on the award selection committee.
    • In early January, notify the Bemis Award Committee Chair that you are PTCMW's representative. Your notification should include your name, address, and phone number.
    • In consultation with the Board and any other members of the organization, identify a worthy individual for nomination.
      • A notice should be put in the newsletter and possibly on the website announcing the search for a candidate.
      • The Board will select a nominee or may choose not to nominate anyone.
    • Obtain assistance in preparing the nomination.
    • Send the nomination documentation to the IPAC committee contact person by the stated deadline (typically around the end of March).
    • Vote for a first and second choice based on the documentation provided by the IPAC contact person. (The President-Elect cannot vote if s/he was instrumental in preparing PTCMW's actual written nomination.)
    • Inform the Board of the Bemis Award winner. The Award is usually announced at the summer IPAC conference. The selection committee members are not directly notified. You may need to contact the IPAC selection committee chair after the conference to identify the award recipient.

    PAST PRESIDENT

    Overview

    The immediate Past-President serves as the Acting President in the absence of the President and President-Elect, chairs the Elections Committee, provides general assistance to the President, and serves as a member of the Board.

    The Elections Committee administers all PTCMW elections, including annual elections of Board members, bylaws, recall, and referendum. Because the annual election of Board members is a consistent and major responsibility of the Past-President, the tasks involved with that responsibility are outlined below. Refer to the PTCMW Bylaws for rules governing conduct of bylaws, recall, and referendum votes.

    Board Member Election Tasks

    • Develop a project timeline to ensure that ballots are sent (via email distribution) to the members no later than September 1, as required in the PTCMW bylaws.
    • About 8 to 10 weeks before ballots are to be sent, solicit nominations for each office (President-Elect, Vice President, Secretary, Treasurer, Recorder) through one or more of the following methods:
      • Publish announcement in the newsletter requesting nominations
      • Request nominations from Board members
      • Solicit nominations directly from other PTCMW members
    • Verify that prospective nominees meet the following eligibility requirements:
      • Current regular member of PTCMW for at least one year at the time of nomination,
      • Have good standing within the profession,
      • Willing to work actively for the objectives of PTCMW.
    • Obtain biographical summaries from each of the nominees.
    • Prepare distribution package including official online ballot, email invitation, cut-off date for voting, and biographical summaries.
    • Obtain email addresses from PTCMW secretary.
    • Prepare mailing list to only those members eligible to vote (regular members, not student or complimentary members).
    • Email ballots by September 1st.
    • Tally final votes. (The candidate who receives the most votes will be elected to each office.)
    • Coordinate announcement of new officers with President and newsletter editor.
    • Retain official vote database (or access to an online database) for at least 6 months after the election. 

    VICE PRESIDENT FOR PROGRAMS

    Overview

    The Vice President for Programs is responsible for organizing monthly events and annual programs on topics relevant to PTCMW and serves as a member of the Board. The Vice President for Programs will serve as the Acting President in the absence of the President, President-Elect, and immediate Past-President.

    Monthly Tasks

    • Create and manage monthly events. 
    • Set up Zoom meetings and ensure technical requirements are met for virtual/hybrid events. 
    • Coordinate event logistics for virtual, in-person, or hybrid format.
    • Provide speaker information to PTCMW board/committee members.
    • Post event details on PTCMW website and manage event registration.
    • Notify speaker of time, date, location, and event format. 
    • Work with upcoming speaker to prepare description of upcoming presentations for the PTCMW website and newsletter.
    • Coordinate with the social media team to promote monthly events.
    • Send email communications to registrants with event access information.
    • Manage Zoom meeting setup and recording.
    • Introduce speakers.
    • Upload recorded presentations to YouTube and coordinate with Webmaster to post recordings and slides to the PTCMW website. 

    Annual Tasks

    • Identify and schedule speakers for monthly events.
    • Plan a diverse mix of events throughout the year including educational presentations, networking socials/happy hours, and interactive workshops. 
    • Organize and coordinate major annual events including: Summer Workshop, Spring Symposium, and Fall Event. 
    • Obtain/purchase PTCMW memento to gift at the Fall Event.
    • Ensure scheduled event dates do not conflict with related conferences (e.g., SIOP, IPAC)
    • Manage membership renewals for bundled Fall Event registrations.

    SECRETARY

    Overview

    The Secretary maintains the organization's official records and documents, produces an annual membership directory, coordinates mass mailings, and serves as a member of the Board.

    Weekly Tasks

    • Monitor Secretary email account for membership form submissions.
    • If there are membership submissions, update information in the membership directory and specify what information should be included in the directory.
    • Send new members or renewed members a welcome email from the President.
    • Address any changes to membership information in the online directory.

    Monthly Tasks

    • E-mail the membership database to the Newsletter Editor for printing of newsletter mailing address labels and/or electronic delivery of newsletters.
    • E-mail a list of new members to the Newsletter Editor to include in the newsletter.

    Board Meeting Tasks

    • Report on the current membership broken out by Student and Regular members.

    Annual Tasks

    • The Membership Committee will assist with this effort.
    • Change all addresses (e.g., membership forms, web page membership form, brochure) to ensure that they reflect the current Secretary's address.
    • Prepare and mail out the annual renewal letters and forms in December.
    • Although the budget plan for the following year will not yet be underway, ask that the Board make a decision about membership dues in early November so that you can begin preparing the renewal forms.
    • Have the President-Elect prepare the cover letter that will be mailed with the renewal form. (The letter remains very similar from year to year, so an efficient way to complete this task is to prepare a draft letter based on the previous years' letter and ask the President-Elect to modify it.)
    • Both the Membership Committee and the Secretary-Elect can be expected to assist with this project.
    • Make sure that you have the new Secretary's address on the renewal information.

    Quarterly Tasks

    • Notify contributors of regular features to the Quarterly Newsletter of their assignments at least 30 days in advance of the submission deadline. The following is a listing of the regular features in the newsletter, with the responsible Board Member of Committee Chair in parentheses:
      • President's Message column (President)
      • Legal News column (Legal)
      • Announcement(s) about upcoming Luncheon or Breakfast Workshop (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • Summaries of past Luncheons or Breakfast Workshops (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • Professional calendar (Calendar)
      • Members news (Newsletter Editor)
      • Job announcements or other special calls and professional announcements (Newsletter Editor)
    • Serve as the point-of-contact for submissions to the newsletter. Recruit persons to submit featured articles or columns to the newsletter. Coordinate with author(s) on article submissions.
    • Prepare the Quarterly Newsletter for publication. Format submissions for newsletter. Proofread and edit articles in accordance with the Quarterly Newsletter Publication Policy (last reviewed and approved by the Board in late October 2006).
    • Submit the Quarterly Newsletter to the PTCMW President for review before e-mailing the newsletter.
    • Publish a copy of the newsletter’s Publication Policy in at least one issue of the newsletter. Typically, the policy has been published in the March edition.
    • E-mail an electronic copy of the newsletter to the Webmaster (as a PDF file) for posting to the website on a staggered quarterly basis (i.e., the March Quarterly is posted to the website in June, the June Quarterly in September, etc.). 

    Annual Tasks

    • Update and maintain Quarterly Newsletter archives, hard copy and electronic. Save at least three hard copies of printed newsletter. Note: May share these responsibilities with other members of the communications committee.   
    • Update and maintain archives for the website (President’s notes, presentation summaries, etc.)
    • Update and maintain Quarterly Newsletter database. Index newsletter articles, including date published, author, and title (if relevant).
    • E-mail copies of published articles and database index, as requested (for a designated fee).
    • Provide a list of articles in the Quarterly Newsletter to Secretary for inclusion in the annual Membership Directory.

    TREASURER

    Overview

    The Treasurer is responsible for managing the finances of the organization, assists in the development of the annual budget, and serves as a member of the Board.

    Monthly Tasks

    • Track expenses.
      • Update Google Sheet with any expenses.
      • Receive and keep any receipts in Google Drive folder.
    • Pay bills
      • Expense reimbursement for speakers or board members.
      • Luncheon/workshop venue bill, if not paid on-site.
      • Monthly website PPP.
      • Fee to webmaster for website maintenance.
      • Pay monthly Any Time Mailbox fee.
      • Reconcile monthly bank statements.

    Board Meeting Tasks

    • Provide updates summarizing current assets and all activity since the last meeting.

    Annual Tasks

    • Work with the incoming President to develop the annual budget.
    • Provide Newsletter Editor with Annual Budget for publication. (See previous newsletters for recent examples of annual budget layout.)
    • End of year: Close out current year budget by ensuring that all needed bills are received and paid.
    • Provide Newsletter Editor with Year-End Budget Report (typically published with Next Year's Annual Budget; see previous newsletters for recent examples of year-end budget reports).
    • Provide historical materials to the next Treasurer including previous ledgers (pass along the previous 4-5 years) and the bank statements, bills, etc. from the past two years. 

    RECORDER

    Overview

    The Recorder maintains the organization's official meeting notes and serves as a member of the Board. 

    Board Meeting Tasks

    • Compile all information related to Board meeting activities.
    • Take detailed notes during all Board meetings.
    • Gather copies of all written materials provided at Board meetings.
    • Distribute a draft of the meeting notes to Board Members for review and comment. 
    • Incorporate feedback from Board Members into draft of meeting notes.
    • Provide a copy hardcopy of meeting notes (at subsequent meeting) for final review and acceptance by the Board.
    • Make final changes to meeting notes, if necessary.
    • Complete final meeting notes packet (notes and written materials).
    • File final meeting notes packet.

    Annual Tasks

    • Make sure meeting notes are complete at end of each year.
    • Deliver all files to the incoming Recorder.

    Other Tasks

    • Assist other Board members as necessary.

    NEWSLETTER EDITOR

    Monthly Tasks

    • Notify regular contributors to the Monthly Updates of their assignments at least 21 days in advance of the submission deadline. The following is a listing of the regular features in the Monthly Update, with the responsible Board Member of Committee Chair in parentheses:
      • o    President's Note column (President)
      • o    Legal Front column (Legal)
      • o    Announcement(s) about upcoming Luncheons or Breakfast Workshops (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • o    Summaries of past Luncheons or Breakfast Workshops (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • o    Professional calendar (Calendar)
      • o    Members news (Newsletter Editor)
      • o    Job announcements or other special calls and professional announcements (Newsletter Editor)
    • Prepare and e-mail the Monthly Update to the membership. The Monthly Update e-mail typically includes:
      • A preview of the President’s Note.
      • Announcement(s) about upcoming Luncheons and Breakfast Workshops.
      • Special announcement(s) about other important PTCMW news or events (e.g., PTCMW Board Election results, call for nominations for the annual Stephen Bemis Award).
      • A partial listing of HR/personnel assessment headlines in the news.
      • A preview of the Legal Front.
      • A listing of special professional calls and announcements.
      • Links to Member News and the Professional Calendar.
    • Serve as the point-of-contact for job announcement submissions. Answer questions about posting job announcements to the website. Format job announcements and submit them to the Webmaster for posting to the website. Typically, it takes one-three business days for job openings to be posted to the website. Coordinate with the Webmaster on the updating or deletion of posted job openings, as needed.
    • E-mail announcements to the membership on upcoming Luncheons and Breakfast Workshops and other important PTCMW news or events, as requested by the Board. Typically, two-three announcements are e-mailed about upcoming Luncheons and Workshops in the weeks leading up to the event.
    • E-mail special announcements to the membership about important professional news or developments impacting HR/personnel assessment.

    Quarterly Tasks

    • Notify contributors of regular features to the Quarterly Newsletter of their assignments at least 30 days in advance of the submission deadline. The following is a listing of the regular features in the newsletter, with the responsible Board Member of Committee Chair in parentheses:
      • President's Message column (President)
      • Legal News column (Legal)
      • Announcement(s) about upcoming Luncheon or Breakfast Workshop (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • Summaries of past Luncheons or Breakfast Workshops (Vice President for Luncheons; Training Chair for Breakfast Workshops)
      • Professional calendar (Calendar)
      • Members news (Newsletter Editor)
      • Job announcements or other special calls and professional announcements (Newsletter Editor)
    • Serve as the point-of-contact for submissions to the newsletter. Recruit persons to submit featured articles or columns to the newsletter. Coordinate with author(s) on article submissions.
    • Prepare the Quarterly Newsletter for publication. Format submissions for newsletter. Proofread and edit articles in accordance with the Quarterly Newsletter Publication Policy (last reviewed and approved by the Board in late October 2006).
    • Submit the Quarterly Newsletter to the PTCMW President for review before e-mailing the newsletter.
    • Publish a copy of the newsletter’s Publication Policy in at least one issue of the newsletter. Typically, the policy has been published in the March edition.
    • E-mail an electronic copy of the newsletter to the Webmaster (as a PDF file) for posting to the website on a staggered quarterly basis (i.e., the March Quarterly is posted to the website in June, the June Quarterly in September, etc.).

    Annual Tasks

    • Update and maintain Quarterly Newsletter archives, hard copy and electronic. Save at least three hard copies of printed newsletter. Note: May share these responsibilities with other members of the communications committee.   
    • Update and maintain archives for the website (President’s notes, presentation summaries, etc.)
    • Update and maintain Quarterly Newsletter database. Index newsletter articles, including date published, author, and title (if relevant).
    • E-mail copies of published articles and database index, as requested (for a designated fee).
    • Provide a list of articles in the Quarterly Newsletter to Secretary for inclusion in the annual Membership Directory.·
    • Provide historical materials to the next Treasurer including previous ledgers (pass along the previous 4-5 years) and the bank statements, bills, etc. from the past year.  

    WEBMASTER

    Ongoing Tasks

    • Meet with committee members to communicate tasks and to coordinate committee efforts.
    • Respond to Board requests for information.
    • Coordinate with Newsletter Editor and other PTCMW committee members to obtain website content.
    • Respond to website requests for information.
    • Update and/or enhance web pages, including calendar of events, announcements, legal updates, membership form, and related links.

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