ATEM REGIONAL EXECUTIVE OFFICER
The Regional Executive Officer is a member of the ATEM Secretariat and is the first point of contact for queries and information about their region.
The duties of the Regional Executive Officer may vary across regions. This position statement is therefore indicative, and not all tasks listed may be undertaken by the Executive Officer. Some tasks may be undertaken by members of the Regional Committee.
A standard regional email address is used across the Association to maintain a professional image for the Association – the format of that email address is <region>@atem.org.auor . This address should be used for all ATEM business.
1Professional Development program
1.1Planning
Liaise with the Regional Executive Committee to assist with administration during planning for the following year’s program. Undertake a range of administrative tasks including:
Prepare and update the list of programs until finalised.
Provide information to the Committee about Association wide programs being offered to determine whether the Committee wants to host one of those programs in the region.
Prepare costings for each program
Co-ordinate the booking of rooms and catering for Professional Development programs liaising with committee members and external sources. Ensure rooms booked are best value and provide ease of access for participants. Confirm bookings time, date and cost in writing.
As a general rule, the discounted catering costs of menus delivered by Aerial Catering for events at UTS are a standard for the Region. Any significant increase in costs for events elsewhere should be discussed with and approved by the Regional Chair.
Ensure all program details are entered on ATEM website as soon as possible and by specified deadlines.
Update the Content Management System with details of all presenters, including name, program, address, phone and email address.
Ensure course surveys are distributed following PD activities and regularly report the overall satisfaction ratings for each activity to the Regional Committee.
Prepare and send letters of confirmation to presenters, including agreed program, time, date, venue and agreed cost. Include the presenter requirements sheet in this communication. Ensure presenter requirements are met where possible, liaising as necessary with PD Committee.
Develop a PD Co-ordinator’s Checklist as required. This is a detailed list of tasks that need to be undertaken by the person coordinating each program should the REO not be available.
1.2Program Support
Monitor registrations for each program. If registration numbers do not meet agreed minimum, liaise with the PD Committee and Regional Chair to determine if program will run. Advise registered participants if program will not run, and organise refunds.
Produce nametags for each program and ensure appropriate material is available (eg pens, writing pads).
Prepare Certificates of Completion where required and distribute to participantsusing the CMS production process for certificates.
1.3Action After Each PD Program
Email link for evaluation survey to all participants.
One week after email, check number of responses and do follow up email if necessary (aim for at least 30% response rate).
Run report for Regional Committee.
Prepare a financial statement (using the ATEM template) on income, expenses, profit and loss for each program.
1.4Annually
Prepare the annual Professional Development and Activities report for consideration and final approval by the Regional Committee. This is sent to the ATEM Executive Director for preparation of the ATEM PD Annual Report.
2General Administration
2.1 Updateand maintain presenter information on the CMS, including all contact details, programs run, costs etc.
2.2 Develop and maintain a database of venues, contact details, and catering contact details.
2.3 Maintain electronic files of catering menus and costs. Update each year to ensure costs and menus are current.
2.4 Maintain a stock of stationery for certificates, forms, name badges etc
2.5 Maintain a stock of promotional materials and send to relevant stakeholders for events as determined.
3MEMBERSHIP
3.1Work with ATEM Secretariat to maintain and improve membership welcome kit. Distribute to new members in the Region within one week of receiving advice of new members.
3.2Assist with any membership marketing initiatives.
3.3Provide reports on membership for distribution to Institutional Co-ordinators as required by the Deputy Chair.
4REGIONAL COMMITTEE SUPPORT
4.1Provide secretarial support for Regional Committee meetings.
4.2Maintain the Regional Committee page on the ATEM web site and ensure it is up to date. Provide additional documents and items as determined by the Regional Committee to the ATEM Assistant Secretary who coordinates updates to the ATEM website.
4.3Draft as required, and coordinate Regional submissions to Weekend Update and ATEM Matters.
5FINANCIAL
5.1 Liaise with the Finance Officer to ensure invoices are prepared for payment (via the CMS) and ensure timely payment of same.
5.2 Undertake credit card reconciliations as required.
5.3 Investigate financial anomalies and make recommendations to the Treasurer.
5.4 Prepare financial reports for the Treasurer and Regional Committee as required.
6CUSTOMER SERVICE
Respond to telephone and email queries within 24 hours of receiving them (where feasible) and follow up on action as necessary. Ensure customers are kept informed of process.