Job Descriptions
Brief Description: The President shall direct, lead and coordinate elected officers and appointed chairperson activities. The President should serve as the Nominating Chairman to lead the logistics of the election but not influencing the solicitations and/or slate prepared by the elected nominating committee members. The President shall serve, attend and vote at quarterly GHIMA meetings on behalf of the association. Committees may be created for the management and activities of the association as necessary. The President is responsible for the maintenance of the procedures, bylaws, and approval of expenses.
Main Duties:
Presides over quarterly board meetings directing the activities of the board and chairperson.
Ensures that officer and chairperson duties are fulfilled appropriately.
Responsible for maintaining a balanced budget and submitting a proposed annual budget to the board.
Attends GHIMA meetings and votes on behalf of the membership.
Approves the quarterly educational meeting topics and logistics.
Presides over the quarterly educational meetings and quarterly business meetings.
Approves expenses to be paid to members on behalf of association duties.
Approves the quarterly newsletter and submits “President” article.
Becomes familiar with the association’s bylaws.
At the end of the year, makes recommendations for changes in position procedures prior to the last board meeting.
Facilitates a smooth transition of duties to successor prior to the year ending.
Solicits and surveys the membership for committee assistance, ideas, topics, etc. to produce meaningful quarterly educational meetings. Each meeting should have a minimum of 2 CE hours awarded separately on different CE forms
Collaborates with the board to create the year’s programs and logistics.
Organizes at least 2 educational sessions presented by association members.
Secures sponsors for lunch/breaks, financial funding for the quarterly educational meetings, and the quarterly executive board meetings.
Provides detailed program agenda and logistics including speaker and topic, agenda items, directions, parking information, etc. for inclusion in the quarterly newsletter. Information is due one week before the quarterly newsletter due date, which is three weeks before the quarterly meeting.
Provides past speakers and sponsor information for inclusion in the quarterly newsletter as recognition. Information is due one week before the quarterly newsletter due date, which is three weeks before the quarterly meeting.
Coordinates all meeting arrangements to provide efficient meetings: appropriate setup, audiovisuals, registration areas, directions, parking information etc.
Creates and sends thank you letters to speakers and sponsors within two weeks of the events.
Prepares installation ceremony logistics for elected officers with the President-elect.
Prepares and submits “regional program update” to GHIMA indicating meeting plans and maintains all meeting announcements in the notebook for future reference.
Becomes familiar with the associations bylaws.
Attends quarterly board meetings and quarterly education meetings or sends alternate representative to give committee report on upcoming meetings.
Participates in board decision making and performs other duties as delegated by the President.
Facilitates smooth transition of duties to successor prior to the end of the year.
Shadows the President and performs duties for the President in times of absence.
Performs public relations duties when needed and submits the bimonthly Communique regional report on the GHIMA due dates.
Coordinates the installation ceremony of elected officers and chairpersons.
Purchases and presents gift to outgoing President and awards to the Distinguished Member and the Outstanding Service recipients at the installation ceremony.
Maintains past records and supply of GAHIMA letterhead paper. Distributes letterhead to each board member.
Records the minutes of the quarterly business and educational meetings consisting of a summary of meeting, action items assigned, due dates, and decisions made, handouts and literature distributed, and attendance roster.
Distributes board meeting minutes and action items, after President’s approval, to all board members including chairpersons within one week of board meeting.
Asks for business meeting minutes approval at the association meeting event.
Notifies board members of board meetings.
Maintains position procedures and bylaws in electronic form.
Maintains the GAHIMA logo.
Treasurer is the only two-year term position.
Disburses funds as approved by the President following business protocols: All expense reimbursement submission must be on an expense form documenting the need of the expense, dates, and approval information.
Categorizes expenses for efficient trending and reference and submits financial report at the quarterly business meeting in electronic format.
Prepares and presents the annual report at the last business meeting of the year.
Collects membership dues and accurately maintains detailed records of membership payments. Notifies the membership chairman of new members within two weeks of receiving payment.
Assists and orchestrates quarterly education meeting registration ensuring only current members are admitted.
Completes the necessary tax forms and assists with special event registration and payment as needed.
Distributes membership directory/update at each quarterly educational meeting.
Creates and coordinates identification process for new members and students at educational meetings.
Maintains a current membership roster and mailing labels electronically.
Creates and uses a backup database to prevent loss of data.
Responsible for the annual publication of the GAHIMA membership handbook.
Creates e-mail and fax membership distribution lists for correspondence to be sent instead of mailed.
Creates, maintains, and distributes a welcome packet for new members.
Creates and coordinates incentives to recruit new members.
Secures the listing of paid members for the current year from the treasurer and verifies accuracy.
Solicits the membership for officer and chairperson participation.
Responsible for acquiring a minimum of two nominees (currently paid members) for each elected office. Create and collect biography forms from each nominee for inclusion in ballot package.
Solicits and submits nominees for GHIMA representatives as needed in a timely manner.
Obtains nominations for the Distinguished Member Award and the Outstanding Service Award for inclusion in the ballot to elect officers.
Coordinates returned ballots with board approval.
Counts returned ballots in a timely manner and reports results to the President Elect.
Notifies each nominee by telephone immediately of election results and follows up with a letter to each nominee.
Creates and distributes the quarterly newsletter three weeks prior to the quarterly educational meetings using non commercial editing and the membership database.
Announces the publication deadlines at the beginning of the year for article inclusion.
Includes the following as standard items in each newsletter: President’s Message, Educational Meeting agenda and details, technology article, member spotlight, member news, board member telephone and e-mail numbers, calendar of events for the next six months, sponsor / vendor recognition, number of attendees at the last educational meeting, award for perfect attendance notices and the editor’s notice.
Obtains the President’s edits prior to completion of the newsletter.
Collects a $25 fee for advertising in the newsletter.
Provides a minimum of two technology educational sessions at the quarterly educational meetings.
Submits a technology based article in the quarterly newsletter by the publication deadline.
Provides guidance as needed in the association’s technology discussions and decisions.
Suggests and solicits membership for event needs and presents them to the board for approval.
Coordinates all logistics including advertising, arrangements, audio/visual, etc.
Top
Contact Webmaster
All Web Content © Copyright 2009 GHIMA. All rights reserved. | Contact us |
