Indiana MGMA
Position Description – April 2015
Executive Director, Indiana Medical Group Management Association (IMGMA)
A. Summary Statement of the Position:
Under the direction of the board of directors, and within the framework of the charter and its bylaws, this individual plans, organizes, coordinates and accomplishes the goals and objectives of the IMGMA.
Position Scope:
This individual is responsible for overall administrative functions for the association, including accounting, conference planning, marketing, and member communication. This individual serves and promotes the interests of the members and supporting vendors of the association. Director is guided by directives of the Board of Directors and as such initiates, oversees, coordinates and organizes efforts to realize and grow the mission of the association.
B. Position Duties and responsibilities
· Collaborate with association treasurer. Director will provide financial information to association bookkeeper in a timely fashion and support the treasurer in preparing financial reports as directed. Director will work with the treasurer to make recommendations to the board in developing annual budget and reports to the board on the year’s fiscal budget with regards to revenues and expenses. Director shall work with board chosen CPA firm to complete annual tax returns and review of books as determined by the board.
· Collaborate with chair of the professional development committee. Director shall collaborate with the chair and members of the professional development committee for association’s annual conference and board retreats per the guidelines set by the annual budget. Director shall negotiate and sign speaker contracts, hotel facilities, conference facilities, entertainment venues and food/beverage vendors. Director shall attend professional development committee meetings as determined necessary by the committee chair or the board.
· Collaborate with the chair of the legislative committee. Director shall collaborate with the legislative committee chair in planning the annual legislative forum. Director shall forward committee information to association members when determined necessary chair of legislative committee. Director shall attend committee meetings as determined necessary by the committee chair or board.
· Collaborate with the chair of the membership committee. Director shall collaborate with the membership committee chair with the intent of appealing to non-members with the goal of growing membership. Director shall attend committee meetings as determined necessary by the committee chair or board.
· Compile and maintain an up-to-date compendium of association policies and governance documents (i.e., articles of incorporation, bylaws, procedural rules, etc.). Director shall read and review association bylaws and advise board when its bylaws may conflict with its direction. Director shall answer questions from association members when they have questions regarding its policies.
· Ensure the production and timely distribution of member communications. Director shall be responsible for coordinating the completion of an electronic quarterly newsletter. Director shall be responsible for maintaining and updating association website (IMGMA.net). Director shall keep lists of its members, vendors and past members in database format.
· Collaborate with the board and executive committee. Director shall attend in person all association board meetings and retreats. Director shall meet monthly, via teleconference, with the board of directors and provide updates on the organization and seek guidance when warranted. Director shall include a monthly written summary with the agenda to the board of directors prior to their monthly meeting.
· Day to day management of the association. Director shall be responsible for the invoicing and collection of dues, sponsorship and other collection of fees for all association related events. Director shall promptly return phone calls and emails from members and vendors within two business days. Although it is not a requirement to live in the state of Indiana, Director shall keep a business mailing address, fax number and telephone number within the state of Indiana.
· Serve as liaison with the national MGMA. Director shall attend national MGMA meetings as determined necessary by the Board of Directors. Director shall collaborate with the national MGMA staff to facilitate that policies and procedures are being successfully carried out. Director shall facilitate communication between the national MGMA and its membership.
C. Nature of the Candidate:
· The successful individual must be a self-starter and must be able to work independently with little or no supervision.
· Be committed to serving and supporting association members and volunteers.
· Be an effective listener and pass on concerns to appropriate committee chairs, executive committee and board of directors.
· Exhibit integrity and honesty at all times.
· Be self motivated.
· Be cooperative, responsive, diplomatic, friendly and persuasive.
· Be a team player.
D. Skills:
· Organizational skills
o Set goals and objectives
o Set and meet deadlines
o Prioritize work tasks and accomplish them expeditiously
o Perform multiple tasks and coordinate many activities
o Seek input from association president or executive committee when committee chairs seek support that is outside the scope of director’s duties.
· Financial management and budget skills
· Create and administer association projects and programs
· Analytical problem-solving skills
· Writing and editing
· Computer skills
· Represent self and the association in a professional, public manner
· Identify and understand the needs of others
E. Key Resources:
· Executive Committee, committee chairs, board of directors
· Current and past association presidents
· Certified public accountant and other consultants
· Annual operating budget
· Computer systems and software
F. Performance Standards:
· Recognize the volunteer nature of the society.
· Accomplish goals set by the executive committee and board of directors
· Encourage volunteerism within the association
· Ensure appropriate and meaningful recognition of volunteer accomplishments.
· Promote membership in the association
G. Compensation:
· Employment status: Employee or independent contractor
· Part-time employment status
· Vacation: negotiable
· Other benefits: negotiable
H. Performance Review:
· Annual review by board of directors
· Compensation increases as approved by board of directors
I. Background Required:
· Associate’s or Bachelor’s degree or equivalent work experience
· Experience:
o Experience working with medical associations preferred
o Experience in association management preferred
o Experience in meeting planning preferred
J. Other:
· Travel required to:
o MGMA meetings as determined by its board
o All association conferences
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