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AARST Executive Secretary
Duties & Responsibilities
General Description:
The Executive Director is the Chief Operating Officer of the Association. As such he or she is responsible for managing all day-to-day operations. The Executive Director has the primary responsibility for implementing the policy and procedures as set by the Board of Directors of AARST. The Executive Director reports to the Board of Directors. He or she gets day to day guidance and direction from the President of the Association and the Management Oversight Committee.
Overall Management and Administration:
* Owns the "task list"
* Hires and fires all subcontractors
* General operations, correspondence distribution and deadlines
* Computer systems and database management
* Contract negotiations
* Ensure accurate and complete records
* Provide status reports to Board of Directors on regular basis
Board Meeting Management:
* Coordination, accommodations, notification, and timely distribution of a prepared packet of pertinent information and agenda.
* Orientation for new Board members.
* Attends meetings, publishes minutes and ensures follow-up on all action items
Symposium Management:
* Responsible for all administrative operations including deadlines and critical path management, both prior to and during the Symposium.
* Responsible for the procurement, deployment and production of all pre-conference and conference published materials.
Member and Public Services
* Assure responses to AARST dedicated phone.
* Responsible for the timely production and distribution of all publications including Newsletters.
* Educational information, chapter relations, and aid member recruitment.
General
* Duties and Responsibilities herein, and any other such duties and responsibilities as the Board may lawfully elect or instruct the Executive Director in the role of the organization’s Chief Operating Officer to accomplish.
Assurance of Accountability
Methods may include:
* At a minimum, weekly contact with the President or Board
* Itemized invoice detailing hours, office, travel and related business expenses of AARST to be made available or submitted monthly.
* Joint review of performance, mutual acceptability of the professional relationship and rate of compensation shall occur at least yearly and sooner as determined by either party. Agreements may be terminated by either party with a sixty (60) day written notice.
Reimbursements
The Executive Director shall work as an independent sub-contractor and shall be responsible for his or her own local, state and federal taxes.
Expenses for office supplies, telephones and miscellaneous utilities related to operating an executive office for AARST shall be completely reimbursed by AARST on a monthly basis. Travel by car shall be compensated by AARST at the currently acceptable IRS rate per mile. When on official business of AARST, travel, lodging and meals shall be fully reimbursed by AARST. All such expenses to be reimbursed at actual cost. Approval of all such expenses shall subject standard operating procedures as approved and defined by the AARST Board.
Payment of invoices submitted by the Executive Director shall be timely (or typically within 15 days). Failure of AARST to pay invoices within 45 days of invoice date shall result in default of agreement and such default shall be remedied by either immediate payment or, if payment is not made, the Executive Director shall have the right to 1) immediately cease providing services to AARST and 2) seek compensation and remedy through the courts and jurisdiction applicable.
General Statement for all paid professional services:
It must be clear that AARST operations are directed by volunteer members. Professional services contracted for AARST are especially important in regards to facilitating the efforts of these volunteers. Volunteers are often consumed with their own professional lives and therefore require additional assistance to keep efforts on track and on schedule.
It must be clear that AARST operations are also directed by a democratic board of volunteers. Certain decisions require the consensus of volunteers while others may have been delegated to a committee or board member. Clarity regarding the democratic structure is important for maintaining effective service.
A professional relationship is a high priority. Clarity regarding payment for services and resulting expectations of services rendered is a high priority in maintaining a professional relationship. Furthermore, consistent communication assures against misunderstandings.
STANDARD OPERATING PROCEDURE
Notice: This document is intended to be a living document and shall be reviewed and amended as deemed appropriate with the approval of the Board. This Standard Operating Procedure document is approved by the AARST Board as of 3/24/03. Secretary or authorized officer signature: GH
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