- Responsible for overall association management
- Lends help and support as needed to all other board members
- Schedules, organizes and leads board meetings
- Gathers input from members prior to meeting then sets agenda
- Creates “action items” at the end of each meeting
- Ensuring that bylaws are being considered and observed in all aspects of organization’s functioning
- Follows up on important tasks with appropriate board members (for example, education chair completes applications and renewals for APA CEU provider status, so Chair checks in with Education chair to ensure completion)
- Serve as representative for organization at meetings (present at Big Sky, NCAA MH Task force, etc)
- Send out information/announcements to members
- Address any problems/disagreements/issues that arise within the organization
- Ensure that activities of organization and subcommittees fall in line with the organizational mission
- Engage the board in strategic planning
- Assists in overall association management
- Lends help and support as needed to all other board members
- Organizes and leads board meetings in the absence of the Chair
- First option to assume Chair should unexpected vacancy occur
- serves as the liaison to the board for all ad hoc committees
- serves as a committee member for committees deemed appropriate by the board (ad hoc and permanent)
- “Runs” the election of new board
- Maintain Bylaws
- Create and subsequently maintains a Policies/Procedures Manual
- Maintain bank account
- Coordinate with Technology Chair and Treasurer regarding website membership payments
- Enter new applicants as “customer” in the Square app
- Monitor email for questions about membership and receive applications
- When applications are received notify the individual that once they are reviewed and credentials verified they will receive an invoice
- Verify credentials by website for the state they are licensed in or call the board of the member’s state
- Notify Communications Chair of new members so they are sent a new member welcome letter
- Notify Technology Chair of new members so they are added to the website and so they receive the login email
- Maintain excel spreadsheet for membership
- Maintain membership application files
- Send Treasurer a summary of all membership payments annually
- Oversee CCSPA’s financial and budgetary operations.
- Reviews financial statements, approves expenditures, and works closely with other board members on initiatives that financially impact CCSPA
- Knowledgeable about how has access to CCSPA’s funds, outstanding bills or debts owed, financial reports, and important financial ratios.
- Advise the board on key financial events, trends, concerns, and assessment of CCSPA’s financial health.
- Ensures that all financial matters are dealt with in a timely manner.
- Makes recommendations about expenditures and membership dues.
- Regularly monitor and compare actual revenues and expenses incurred.
- Ensures completion of financial reporting forms in a timely manner.
- Quarterly Treasurer’s Report
- File Form 990-N
- File form 1099-MISC to report payments totaling more than $600 per calendar year to those providing a service who are not employees.
- As CCSPA continues to grow, may develop policies for check signing authority, expense reimbursement, and credit card usage.
- May be responsible for preparing or facilitating preparation of an annual budget that supports CCSPA’s goals. Asks board members to estimate budget proposals for their areas.
- Facilitates the board’s strategic thinking about short and long term financial vitality of the organization in relation to its advancement of the organization’s mission.
- Monitor monthly income related to website store purchases and communicates with technology chair regarding purchases made through website
Although financial management is the primary focus of the Treasurer, the entire board shares the responsibility of financial oversight and accountability.
communications coordinator and Organizational Liaison
- Maintains official records of association meetings and advisory board decisions
- Receives, answers, and/or directs inquiries about CCSPA via email
- Manages the CCSPA Listserv
- Collaboratively creates written correspondence for members (Renewal letter, welcome letter, etc)
- Reviews of minutes at start of meetings, specifically action items and decisions made
- Review of members on listserv with each renewal cycle, removing those who don’t renew
- Coordination with the Membership Chair for ensuring accuracy of membership directory and contact information for members Make contact with sister organizations to increase visibility and membership
- Communicate with organizations that have vested interest in CCSPA mission (NCAA Sport Science Institute)
- Serve as a point person for communication between outside organizations
- Oversee CCSPA’s website and social media accounts
- Updates and edits the website as information changes
- Uploads resources for members only section
- Maintains the online store
- Provides login information to new members
- Makes recommendations for technology advancements
- Oversees the monetary aspects of the website and coordinates with Treasurer to address organizational needs
- Identifies and contacts potential webinar presenters (currently 1 webinar per quarter)
- Assists presenters with planning of topic if needed, technology questions for recordings
- Currently exploring webinar software (will maintain/use software account once established)
- Announces upcoming/available webinars
- Coordinates with Technology Chair regarding software/recordings to place on website
- Completes APA CE paperwork
- Coordinates with Treasurer about APA CE payments
- Coordinates and plans CE events (especially Big Sky now; this is also in conjunctions with several other board members)
- Lead the Education Committee in coordination with the Vice Chair
- Collaboration with the entire board and/or members for continuing to identify potential presenters and topics that would be covered in webinars
- Creating specific education webinars geared towards certification and re-certification competency areas
- Create consensus statements/position papers – organization, development, and pursuing publishing.
- Development of ideas for abstracts, posters, presentations at other conferences (like what SIGs do at AASP).
- Conduct field-relevant research
- Represents the interests of students to the executive board
- Maintains the job board on the association website, keeping all postings current
- Assists the education chair in collecting and consolidating the evaluations for webinars, conferences and any other educational opportunity