Position Description
Executive Director, New Mexico Academy of Ophthalmology
A. Summary Statement of the Position:
Under the direction of the New Mexico Academy of Ophthalmology and within the framework of the charter and bylaws, plans, organizes, coordinates and accomplishes the goals and objectives of the New Mexico Academy of Ophthalmology
Position Scope:
An executive level operations/administrative position responsible for overall administrative functions for the society, serves and promotes the interests of the members of the society guided by directives of the New Mexico Academy of Ophthalmology and as such initiates, oversees, coordinates and organizes efforts to realize the mission of society.
B. Position Purpose:
· Promote and market the society.
· Accomplish, on a timely basis, the administrative policies as outlined by the New Mexico Academy of Ophthalmology and Officers
· Compile and maintain an up-to-date compendium of society policies and governance documents (i.e., articles of incorporation, bylaws, procedural rules, etc.)
· Ensure the production and timely distribution of member communications
· Cooperate with and assist all committees.
· Maintain the financial integrity of the society
· Develop and update member services.
C. Nature of the Candidate:
· Be a motivator, guide and coach for volunteers and staff.
· Be committed to serving and supporting society members and volunteers.
· Be an effective listener.
· 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
· Financial management and budget skills
· Create and administer society projects and programs
· Analytical problem-solving skills
· Writing and editing
· Public speaking skills
· Computer skills
· Represent self and the society in a professional, public manner
· Identify and understand the needs of others
E. Key Resources:
· Executive Committee and Officers
· Current and past society presidents
· Committee chairpersons
· Certified public accountant, attorney, lobbyist, and other consultants
· State, regional and national medical and ophthalmology organizations
· Annual operating budget
· Computer systems and software
· State and national societies focusing on medicine and ophthalmology (e.g. state medical society, American Academy of Ophthalmology (AAO))
· Professional societies focusing on association management (e.g., American Society of Association Executives, or American Association of Medical Society Executives)
· Society staff
F. Performance Standards:
· Recognize the volunteer nature of the society.
· Accomplish goals set by the New Mexico Academy of Ophthalmology and Officers
· Encourage volunteerism within the society
· Ensure appropriate and meaningful recognition of volunteer accomplishments.
· Promote membership in the society by all ophthalmologists and ophthalmologists-in-training in the state
G. Organizational Relationships:
· Report to the Executive Committee and Officers
· Supervise support staff
· Serve all members
· Coordinate closely with:
o Chairpersons and Vice chairpersons of society standing and ad hoc committees
o Society General Council
o Society Lobbyist
o Society PAC chairperson
o Society Legislative chairperson
o Society Membership chairperson
o Society Public Relations chairperson
o Regional state society presidents and/or executive directors
o AAO Secretariat for State Affairs
H. Responsibilities:
· Sustain General Responsibilities:
o Oversee the effective operation of the society
o Exhibit prudent financial management and sound fiscal responsibility
o Ensure appropriate insurance coverage for the society and assets of the society
§ E.g., Directors & Officers Liability (D&O) insurance; event cancellation insurance, employee dishonesty (bonding) insurance; property insurance; etc.
o Ensure appropriate and adequate record retention
o Ensure that the society meets all of its obligations
o Maintain and safeguard the assets, records, and documents of the society
· Undertake Specific Responsibilities, including but not limited to:
o Administrative Management
§ Operate within the annual budget
§ Recruit and hire staff as needed
§ Review staff performance annually
§ Communicate to staff the goals and objectives of the society
§ Identify to staff the key society volunteers (i.e., officers, chairpersons)
§ Accept responsibility for the staff’s conduct with members and the Board
§ Contract with third-party vendors as needed, and within the scope of the society budget, to accomplish society objectives
o Fiscal Management
§ Comply with financial policies of the society
§ Implement and strictly enforce internal control systems to ensure that financial policies are adhered to
§ Produce and send membership dues notices and other income-producing statements on a timely basis and ensure collection of same.
§ Maintain records of dues payments, meeting registration fees, and other sources of income.
§ Implement decisions of the [Treasurer/Finance Committee]
§ Perform routine bookkeeping for the society.
§ Prepare a monthly summary of all financial activity for the [Treasurer].
§ Work with attorney and/or [state election authorities] to ensure society is compliant with latest state PAC reporting laws and regulations.
§ Provide financial statements to the [Executive Committee/Board of Directors] prior to meetings
§ Work with an accountant at the end of the fiscal year to prepare an annual financial report and tax return or full audit as deemed necessary by the Executive Board and/or accountant.
§ Prepare and present an annual budget to Officers for approval at least one month prior to the end of the fiscal year.
§ Notify Officers when the society’s budget obligations are not met.
§ New Mexico Academy of Ophthalmology
§ Organize and schedule [Executive Committee/Board of Directors] meetings as directed by the President of the society.
§ Notify members of date, time, and place of meetings.
§ Provide an agenda and other supporting documents to [Executive Committee/Board of Directors] members and other attendees ten (10) days prior to the meeting
§ Attend all meetings of the New Mexico Academy of Ophthalmology
§ Record minutes of the New Mexico Academy of Ophthalmology meetings and formalize and retain such at the society headquarters.
§ Keep Executive Committee and Officers fully informed of conditions and operations of the society
§ Participate in developing society policies
§ Suggest needed policies to Officers to ensure sound organizational structure
§ Compile and maintain an up-to-date compendium of society policies, and distribute to all Executive Board members.
§ Execute, in an expeditious manner, decisions and directives established by the Executive committee except when specifically assigned to others.
o Committees
§ Educate chairpersons on the purpose and direction of the committee
§ Provide chairpersons with information and tools necessary to operate the committees
o Member Communication
§ Respond to member inquiries in a timely fashion and serve as a general resource for members.
§ Work with Newsletter Chairperson and other resources identified by the Chairperson to develop the society newsletter on a [frequency?] basis.
§ Secure advertisements and other material as deemed necessary by the Newsletter Chairperson.
§ Ensure each issue of the newsletter is published and distributed in an appropriate time frame
§ Maintain web based member directory
§ Publish Membership and Program brochures
§ Publish, on a timely basis, such other publications as needed
§ Maintain grammatical and typographical accuracy in all publications
§ Ensure design is professional and consistent with current design techniques
§ Negotiate with printers, etc., to obtain the highest quality for the best price
§ Oversee the society Web site and ensure that content is regularly refreshed with information for members [and patients].
§ Distribute relevant communications (via mail, fax and/or email) to the Executive Board, general membership and as appropriate, to the media.
o Annual Meeting and Educational Programs
§ Cooperate with the Program Committee in developing, organizing and producing educational programs responsive to the needs of members and their staffs. These may include, but are not limited to:
Annual Meeting
Billing & coding seminars
Asset management sessions
Office management sessions
Ophthalmic technician training programs.
§ Inspect prospective meeting sites and make appropriate recommendations to [Program Committee and/or Executive Committee]
§ Negotiate contracts with hotel/meeting site managers for use of meeting facilities and/or a hotel room block
§ Make arrangements for meals, social activities, etc. as are appropriate for the event
§ Hire and supervise activities of service contractors necessary to accomplish the educational activity
§ Ensure production and availability of materials and supplies needed for meetings
§ Promote exhibits and coordinate exhibitor placement and exhibit operations
§ Supervise pre-registration and onsite registration of attendees, conduct post-meeting evaluations and develop post-meeting reports
§ Make travel, housing, and other arrangements for guest speakers as directed by the Executive Committee
§ Contract with accredited provider of continuing medical education to ensure that meeting attendees will receive AMA PRA Category 1 CreditsTM commensurate with current ACCME requirements for the educational activities, and such accredited providers of other continuing education as are necessary to serve meeting attendees.
§ Maintain, as required, continuing education files and reports
o Advocacy
§ Work with the Board of Directors and the Legislative Committee Chairperson, and Lobbyist, and be an integral part of all society legislative and regulatory efforts including the preparation of draft language for society legislation.
§ Work closely with AAO Secretariat for State Affairs and AAO State Governmental Affairs staff, keeping them informed of legislative and regulatory matters affecting/of concern to society members and identifying resources that AAO might provide to assist the society in meeting its advocacy objectives
§ Work with society Legislative Committee to publish a legislative handbook annually and distribute to society legislative key contacts.
§ Prepare for legislative hearings by recruiting members to testify and/or researching information to support testimony.
§ Work closely with the PAC committee to organize political fund raising efforts, including soliciting PAC donations from members, and planning fundraising events for candidates.
§ Keep society membership informed of political issues and progress of society’s advocacy efforts via e-mail, web site, fax, and/or mail, as appropriate
o Public Relations/External Relations
§ Promote good relations between the society’s headquarters, members, Executive Committee and all committees
§ Write press releases as needed
§ Provide information to special interest groups as requested
§ Be active and visible in state and national ophthalmology and medical societies
· Prepare the Annual Report of the AAO meetings for use by the Councilors.
· Prepare the AAO Mid-Year Forum Report for use by the Councilors.
· Assist Councilors in developing and submitting Semi-Annual Reports and, as needed, Council Advisory Recommendations
· Participate in meetings sponsored by AAO Secretariat for State Affairs.
· Cooperate with AAO State Governmental Affairs staff and AAO Ophthalmic Society Relations staff, responding in a timely fashion to requests for information and input
· Attend meetings of the Executive Directors held in conjunction with AAO Annual meeting and Mid-Year Forum.
· Serve as society representative to state organizations
§ Project a positive and professional image as a representative of the society
§ Attend state and national meetings of appropriate organizations as a representative of the society
I. Compensation:
· Compensation: commensurate with experience
· Time expectations: Part-Time
· Vacation: negotiable
· Other benefits: negotiable
J. Performance Review:
· Semi-Annual review by President.
· Annual review by Officers.
· Compensation increases as approved by the Executive Committee
K. Background Required:
· Education: 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
L. Other:
· Travel required to:
o Society educational programs/annual meetings
o Society Meetings
· Travel encouraged to:
o State Society Executive Directors’ Meetings held in conjunction with the AAO Mid-Year Forum and AAO Annual Meeting
o Other professional development sessions
