JOB DESCRIPTION – PRESIDENT

The president of the APICS Bluegrass Chapter is the chapter leader. To carry out the duties of the president, the president will provide leadership and guidance to the chapter board of directors (BOD). The president’s duties are not to do , but rather to lead, follow up, keep the board on track, and meet the goals and objectives in the marketing plan.

Main Duties 

1. Work with president-elect on transition to president to insure a smooth transition takes place.
2. Chair BOD meetings. Provide a detailed agenda at least two weeks before the meeting. Follow up the week before the meeting to make any corrections to the agenda and remind board members of the meeting.
3. Attend the professional development meetings (PDMs).
4. Attend all BOD, PDM, special events and region / district activities.
5. Keep a running list of action items with the secretary. Follow up with all members with open action items before BOD meetings to determine status of open issues.
6. Recruit new BOD members when an absence exists. Report to the BOD on all recruitment activities between BOD meetings and report on potential candidates.
7. Publish monthly “President’s Message” for both the Web site and chapter newsletter.
8. Coordinate succession in leadership with the president-elect. Ensure no vacuum in leadership will exist when transition of office occurs.
9. Maintain an accurate job description for the position.
10. Review the chapter Strategic Plan and all associated Functional Plans with the BOD and with each respective BOD member to facilitate overall objective planning for the year.
11. Ensure all position job descriptions are on file.

Technical Requirements 

1. Ability to work with the BOD
2. Phone, fax/modem, e-mail, Internet
3. Access to computer with Microsoft Word, Excel, PowerPoint, and Access programs
4. President and President-Elect Chapter Leadership Handbook review
5. Willingness to learn how to run a nonprofit business

Required Skill Set

• Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation
• Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups

1. Familiarity with APICS body of knowledge
2. Writing skills (grammar, spelling, proofreading)
3. Public speaking and presentation skills

Time Requirements 

1. BOD meetings: 1 per month, at 2 hours each, 9- 12 per year
2. Transition meeting weekend: 1 per year
3. Region / District meetings: 1 to 3 weekends per year
4. Professional development meetings: 1 per month, 5 to 8 times per year
5. 5 to 10 hours additional per month depending on level of chapter activity
6. Several phone calls a week from the chapter membership

Job description – President Elect

The president elect of APICS Bluegrass Chapter will be the next president of chapter. To carry out the duties of the president elect, the person assists the president in running the chapter.

Main Duties 

1. Prepare for the transition of power of president to the president elect.
2. Coordinate succession in leadership with the president. Ensure no vacuum in leadership exists when transition of office occurs.
3. Understand the inner workings of the presidency and of the chapter.

• Attend professional development meetings (PDMs) and greet the general membership.

1. Act as an ambassador for the chapter. The ambassador assists other board members in their responsibilities ensuring the work load is evenly divided.
2. Attend all BOD, PDM, special events and region / district activities.
3. Chair the BOD meetings in the event the president is absent.
4. Assist in the recruitment of new BOD members.
5. Maintain an accurate job description for the position.
6. Assist in the preparation of the chapter’s C-Bar book.

 Technical Requirements 

1. Ability to work with the BOD
2. Phone, fax/modem, e-mail, Internet
3. Access to computer with Microsoft Word, Excel, PowerPoint, and Access programs
4. President and President-Elect Chapter Leadership Handbook review

• Willingness to learn how to run a nonprofit business

Required Skill Set

1. Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation
2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups
3. Familiarity with APICS body of knowledge
4. Writing skills (grammar, spelling, proofreading)
5. Public speaking and presentation skills

Time Requirements 

1. BOD meetings: 1 per month, at 2 hours each, 9 - 12 per year
2. Transition meeting weekend: 1 per year
3. Region / District meetings: 1 to 3 weekends per year
4. Professional development meetings: 1 per month, 5 to 8 times per year
5. Chapter BOD follow up – membership call log – other tasks assigned by president
6. 10 – 20 hours – put together chapter C-BAR, review with BOD, and submit to Region

Job Description – Treasurer

Main Duties

1. Receive and deposit all monies into the chapter accounts.
2. Manage the chapter’s chart of accounts.
3. Match expenses to budget items.
4. Document yearly budget using program provided by the chapter.
5. Create and maintain corporation reports and filings:

• Annual Chapter Report
• Kentucky Corporate Tax Report/Filing
• 990 Form
• 1099 Form for all instructors

1. Provide the BOD with financial statements at each BOD meeting.
2. Provide monthly performance-to-budget reports to each board member at the BOD meeting.
3. Calculate cash flow projections.
4. Create invoices for classes in session with the instructor supplied data.
5. Maintain a payment method for chapter events.
6. Attend transition yearly meeting.
7. Attend as many region / district meetings as possible (optional but great training).

Technical Requirements 

1. Access to a personal computer for financial software and e-mail
2. MS Word, Excel, Financial Software
3. e-mail
4. Finance/Treasurer Leadership Handbook review (provided by the board)

 Required Skill Sets 

1. PC Skills
2. Communication skills
3. Financial analytical skills
4. Willingness to learn how to run a small nonprofit business

Time Requirements 

1. BOD meetings: 1 per month, at 2 hours each, 9 - 12 per year
2. Transition meeting weekend: 1 per year
3. Region / District meetings: 1 to 3 weekends per year
4. Professional development meetings: 1 per month, 5 to 8 times per year
5. 5 to 10 hours additional per month depending on level of chapter activity

(Special projects additional)
Job Description – Vice president Programs

Main Duties

1. The vice president is responsible for securing the speaker(s) and entertainment for the professional development meetings, Top Management night, and other events planned by the chapter for the general chapter membership.
2. The vice president of programs will make an initial phone call and fill out the speaker contact form. On the form, all pertinent information about the speaker and expectations will be collected for example, do they need a projector, computer, screen, etc.
3. When a speaker is secured, the vice president will send out a confirmation letter to the speaker within one week of a verbal commitment. All details for a contractually binding agreement must be made on the acceptance letter. The letter should, at a minimum, establish any monies expected to exchange, and the policy on expenses.
4. Introduce the speaker at the event and make sure that the speaker information is provided to the newsletter person, the meeting coordinator and the person who maintains the web site early enough to be posted well before the meeting date.
5. If speaker is not getting paid for the event, provide a gift from the chapter and present it at the end of the presentation.

  Budgets  

1. Yearly, the vice president of programs must submit a budget for programs to the BOD. Monthly, the vice president of programs will present performance-to-date figure to the board about the budget. Address and account for any variances.
2. There are many groups and individuals willing to speak at chapter events for little or no fee. The vice president of programs may approve speaker fees of up to $100.00. The budget must be pre-approved before approval is allowed. Any fee above $100.00 must be approved by a majority of the BOD at one of the monthly meetings.

2.1. Before presenting a paid speaker to the BOD, the vice president of arrangements must secure all financial information from the chapter treasurer on the chapter’s ability to pay.

   Arrangements 

1. The vice president of programs will assist the speaker in making arrangements for transportation, both air and ground, hotel reservations, and other details.

  Invitation to help 

• All board members are welcome to recommend speakers and events for the chapter to consider. However, it is up to the vice president of programs to confirm all speakers and make arrangements. In the event the vice president is unable to perform this task, the president has the authority to make the arrangements for the chapter using the appropriate techniques as outlined above.

Technical Requirements

1. Phone, fax/modem (mandatory), e-mail, Internet
2. Access to computer with PowerPoint, Excel, MS Word programs
3. APICS C Manual: Chapter Program and Seminar Management

Required Skill Set

1. Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation
2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups
3. Familiarity with APICS body of knowledge
4. Writing skills (grammar, spelling, proofreading)
5. Public speaking and presentation skills

Time Requirements 

1. 1 – 2 hours per month – follow-up and coordination – next monthly program
2. BOD meetings: 1 per month, at 2 hours each, 9 - 12 per year
3. Transition meeting weekend: 1 per year
4. Region / District meetings: 1 to 3 weekends per year
5. Professional development meetings: 1 per month, 5 to 8 times per year
6. 10 – 20 hours – Develop Program Schedule and work with presenters and other participants in setting up programs based on Program Schedule

1. Job Description – MEETING COORDINATOR

Main Duties

• Buy food for BOD meetings.
• Reserve PDM event restaurants and locations.
• Confirm the president or treasurer will bring a debit card to all events.
• Coordinate audio/visual equipment for speakers.
• Act as custodian for chapter microphone, screen, and projector.
• Accept and monitor incoming telephone and Web site registrations for PDM attendees.
• Reserve hotel lodging and group meals for annual transition meeting.
• Book caterers for plant tours.

1. Provide electronic maps and/or directions for venues to Newsletter vice president.
2. Select menus within budget constraints.
3. Distribute PDM evaluation forms to every attendee.
4. Summarize results of evaluations and report at every BOD meeting.
5. Tracks PDM attendance and provides PDM attendance metrics to BOD
6. Provide input to chapter budget and strategic planning processes.
7. Create, adhere to, and monitor financial budget for arrangements.
8. Create and submit timely submissions for newsletter and Web site publicity.
9. Present and distribute arrangements report at every BOD meeting.

Technical Requirements

1. Phone, fax/modem (mandatory), e-mail, Internet
2. Access to computer with PowerPoint, Excel, MS Word programs
3. Finance/Treasurer Leadership Handbook: APICS C Manual: Chapter Program and Seminar Management; C-Bar Program

Required Skill Set

1. Negotiation, teambuilding, communication, organization, project planning

• Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups

Time Requirements

1. 5 hours per month for communication with BOD, chapter members, and restaurants
2. 2 meetings per month: 1 BOD and 1 PDM
3. Region / District meetings: 1 to 3 weekends per year
4. Transition meeting weekend: 1 per year
5. Work on special projects as directly by president

Job description – Vice president of Membership

Main Duties

• Recruits and develops an effective membership committee to ensure enough resources for membership responsibilities.
• Informs headquarters of any changes affecting membership records (address, phone number, e-mail, company, and so forth).
• Resolves issues concerning membership records or membership processing at a member's request.
• Leads programs to promote growth in the chapter's membership, as well as membership retention.
• Greets guests and new members at all chapter functions.
• Monitors the chapter's progress monthly and provides data for the chapter awards program, newsletters, and Web site.
• Compiles membership statistics for chapter and region use and for C-Bar program.
• Issues membership certificates to the new members with cover letters.
• Issues pins with cover letters for the membership anniversary of 5, 10, 15, and 20 years.
• Documents membership plan, policies and procedures, and strategic plan worksheets.
• Prepares and obtains approval for an operating budget for membership activities.
• Functions as an active member of the chapter BOD to ensure that all chapter programs are compatible with the interest of membership.

Technical Requirements

• Phone, fax/modem, e-mail, Internet
• Access to computer with Microsoft Word, Excel, PowerPoint, and Access programs
• APICS C Manual: Effective Chapter Membership Management
• APICS C Manual: C-Bar Program

Required Skill Set

1. Communication, organization, project planning
2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases
3. Familiarity with APICS body of knowledge
4. Public speaking and presentation skills

Time Requirements

1. 5 hours per week for communication with BOD, chapter members, and companies
2. 2 meetings per month: BOD meeting and PDM
3. Region / District meetings: 1 to 3 weekends per year
4. Transition meeting weekend: 1 per year
5. 10 to 15 hours additional per month in peak months: May and June

Job Description – Vice president Marketing

Main Duties

1. Maintain marketing plan document, policies and procedures, and strategic plan worksheets.
2. Determine market segments and niche services; monitor trend changes.
3. Determine resource requirements and provide input to chapter budget and strategic planning.
4. Create, adhere to, and monitor financial performance against marketing budget.
5. Analyze effectiveness of marketing plan; develop methods for building local awareness.
6. Stay current with free promotional materials available from APICS Headquarters.
7. Facilitate marketing committee meetings.
8. Coordinate sales presentations to potential customers.
9. Research advertising or publicity methods; approve copy and formats.
10. Respond to phone, e-mail, or Web site customer inquiries; track requests to marketing campaigns; create and submit timely submissions for newsletter and Web site publicity.
11. Present/distribute marketing report at every BOD meeting.
12. Present marketing plan at June transition meeting.
13. Communicate closely with vice president of education, membership, and programs to integrate efforts.

Technical Requirements

1. Phone, fax/modem (mandatory), e-mail, Internet
2. Access to computer with PowerPoint, Excel, MS Word
3. APICS C Manual: Chapter Marketing
4. APICS C Manual: Chapter Public Relations
5. APICS C Manual: C-Bar Program

Required Skill Set

1. Negotiation, teambuilding, communication, organization, project planning

• Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases

1. Familiarity with APICS body of knowledge
2. Public speaking and presentation skills

Time Requirements

1. 3 hours per week for communication with BOD, students, customers, and companies
2. 2 meetings per month: 1 BOD and 1 PDM (unless teaching a course)
3. Region / District meetings: 1 to 3 weekends per year
4. Transition meeting weekend: 1 per year
5. 25 hours additional per month in peak months: May and June

Job Description – newsletter coordinator

Main Duties

• Develop and maintain newsletter strategy, policies, and procedures.
• Be familiar with copyright laws and maintain files of written permissions granted for reprints.
• Run all text received through grammar check and spell check proofreading tools.
• Format written articles, book reviews, graphics, and photographs into newsletter pages.
• Determine resource requirements and provide input to chapter budget and strategic planning .
• Create, adhere to, and monitor financial performance against communications budget.
• Maintain e-mail distribution database.
• Research advertising or publicity methods; approve copy and formats.
• Distribute newsletters electronically by first day of every month.
• Present newsletter strategy at June transition meeting.
• Communicate closely with vice presidents of education, membership, and programs to integrate efforts.  

Technical Requirements

• Phone, fax/modem (mandatory), scanner, e-mail, Internet
• Access to computer with PowerPoint, Excel, MS Word programs
• APICS C Manual: Chapter Newsletter
• APICS C Manual: Chapter Public Relations
• APICS C Manual: C-Bar Program

Required Skill Set

1. Negotiation, teambuilding, communication, organization, project planning
2. Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address databases
3. Familiarity with APICS body of knowledge
4. Writing skills (grammar, spelling, proofreading)
5. Public speaking and presentation skills

Time Requirements

1. 20 hours per month (2 weekends) to lay out and format newsletter content
2. 2 meetings per month: 1 BOD and 1 PDM
3. Region / District meetings: 1 to 3 weekends per year
4. Transition meeting weekend: 1 per year
5. 5 hours additional per month in peak months: May and June

JOB DESCRIPTION – VICE PRESIDENT OF EDUCATION

The vice president of education for the APICS Bluegrass Chapter is the chapter leader in relation to the education program. To carry out the duties of this position, the vice president of education will provide leadership and guidance to the chapter board of directors (BOD) in relation to the education program for the chapter. The major duties for this position involve leading the board to develop the education program and education budget for the program year. A major effort should be expended on instructor development and encouraging potential new instructors to attend the train the trainer education program.

Main Duties 

• Schedule all classes offered by the chapter and insure that both location and instructor are firm.
• Finalize final class list and provide to instructor for class.
• Provide billing file to Treasurer so that invoices can be sent.
• Maintain files on all classes – including attendance, billing, and instructor evaluations
• Order material for each class and see that it is delivered and distributed before the class begins.
• Update CSCP class roster on web site and insure that all class members know the web site and their id and password.
• Insure that all instructors are meeting the needs of the class members.
• Insure that evaluations are completed at the end of the all classes.
• Insure the web site has the most recent class schedule posted.
• Follow up on potential class members and provide information as requested.
• Drive the development of education offerings that meet customers’ needs.
• Update and present Education Plan at yearly transition meeting
• Attend the professional development meetings (PDMs).
• Attend all BOD and as many region / district meetings as possible.
• Help recruit new board members and new instructors.
• Maintain an accurate job description for the position.
• Work together with all other board members to facilitate the overall objective plan for the year.

Technical Requirements 

• Ability to work with the BOD
• Phone, fax/modem, e-mail, Internet
• Access to computer with Microsoft Word, Excel, PowerPoint, and Access programs
• Vice President of Education Leadership Handbook review
• Willingness to learn how to run a nonprofit business (education)

Required Skill Set

• Leadership, motivation, delegation, teambuilding, communication, organization, project planning, negotiation
• Typing and computer skills: word processing, spreadsheets, graphs, PowerPoint, Internet downloading, e-mail address groups
• Familiarity with APICS body of knowledge
• Writing skills (grammar, spelling, proofreading)
• Public speaking and presentation skills

Time Requirements 

1. BOD meetings: 1 per month, at 2 hours each, 9- 12 per year

2. Transition meeting weekend: 1 per year

1. Region / District meetings: 1 to 3 weekends per year
2. Professional development meetings: 1 per month, 5 to 8 times per year
3. Presentations to potential customers on chapter education offerings
4. 10 to 20 hours additional per month depending on level of chapter activity
5. Several phone calls and emails per week from the chapter membership, current and prospective customers for education programs offered by chapter

Job Description – SECRETARY

Main Duties

• Take the minutes for the board meetings and send them out to the board for review before the next board meeting.
• With direction from the president, publish the agenda for the board meetings.
• Attend transition yearly meeting.
• Attend 1 to 3 region meetings.
• Work together with all other board members to facilitate the overall objective plan for the year.
• Maintain current version of job descriptions for the officers of the Bluegrass Chapter

Technical Requirements 

• Access to a personal computer for minutes and e-mail
• MS Word, Excel, Financial Software
• e-mail

 Required Skill Sets 

1. PC Skills
2. Communication skills

Time Requirements 

1. BOD meetings: 1 per month, at 2 hours each, 9 - 12 per year
2. Transition meeting weekend: 1 per year
3. Region / District meetings: 1 to 3 weekends per year
4. Professional development meetings: 1 per month, 5 to 8 times per year
5. 5 to 10 hours additional per month depending on level of chapter activity
6. Work on special projects as assigned by president