Position Descriptions for Board of Directors

President
President-Elect 
Immediate Past President 
Vice-President 
Treasurer 
Secretary 
Eastern Shore Regional Director 
Southern Maryland Regional Director 

Western Maryland Regional Director 

Duties of the Standing Committee Chair(s)


PRESIDENT

GENERAL RESPONSIBILITIES

He or she shall:

• Coordinate agendas for all Board of Directors meetings.

• Preside over all business meetings of the MdAPA and its Board of Directors meeting.

• Provide a written summary report of the year’s activities two weeks prior to the annual meeting of the
organization with an account of the activities of the Board for the past year.

• Submit in writing any resolution recommendations for the AAPA House of Delegates, to the Board of
Directors at the meeting closest to the AAPA’s Annual Conference.

• Mentor the President-Elect.

• Keep membership informed of programs and of information pertinent to them through various means of
communication.

• Keep abreast of changes within the constituent organization.

• Define and monitor the goals and objectives of the MdAPA.

• Write a “President’s Message” article for each edition of MdAPA’s newsletter.

• Submit, in a timely fashion, all requested AAPA paperwork (update and delegate forms, annual survey).

• Uphold the MdAPA policies and procedures.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Appoint all standing committees and designate their chairs, in consultation with the Board of Directors.

• Serve in an advisory capacity to the Board of Directors’ committees.

• Serve on the ad hoc Financial Advisory Committee (working on the planning of the annual budget).

• In support of strategic directions, assign charges to Board of Directors’ committees.

ATTENDANCE RESPONSIBILITIES

He or she shall:

Represent the MdAPA with outside organizations and the media.

Attend the Leadership Retreat/Strategic Planning Session.

Attend applicable AAPA Regional meetings.

Miss no more than one Board of Directors meeting annually.

Abstract: One of the prime responsibilities of the President is to have knowledge of organizational interests and monitor the progress of goals and objectives for the constituent organization. Another is to keep current with all new information and policies within the organization and coordinate the dissemination of this information to pertinent members. The President and Immediate Past President should serve as the primary spokespersons (points of contact for the media) for the organization so that a consistent message is provided. During meetings, the President should initiate discussion about constituent organizational improvements and encourage other leaders to share ideas that have been successfully implemented. This officer should have the ability to conduct meetings, formulate ideas, consummate plans, and delegate responsibility. He or she should be able to communicate effectively, on all levels, and seize any opportunity to positively represent the organization at meetings or social functions that would benefit the organization. The President is also responsible for upholding the organization’s policies and procedures and for handling problems among organization members. In order to keep the lines of communication open, the President should be available by phone and at meetings to other officers and members, and should return organization-related phone calls and e-mails in a timely manner. The President should also prepare a final report of the year’s activities of the office and include recommendations for the following year.

This position requires approximately 10-20 hours per month. Skills/experience needed to successfully serve in this position are:

** Previous Board of Directors experience (recommended)

** Knowledge of how to run a Board of Directors meeting

** Dedication ** Communication Skills

** Organizational Skills ** Delegation Skills

** Facilitation Skills ** Leadership Skills

** Multi-tasking Skills ** Innovative

** Timeliness in completing projects ** Diplomacy Skills

PRESIDENT-ELECT

GENERAL RESPONSIBILITIES

He or she shall:

• Succeed to the office of President at the expiration of the President’s term, or earlier if the office becomes vacant for any reason. (This needs to be consistent with your organizations’ bylaws.)

• Write at least one article for an edition of the MdAPA newsletter.

• Seek new potential leaders.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Serve as chair of the ad hoc Leadership Development Committee/Task Force (planning the Annual Leadership Retreat/Strategic Planning Session).

• Serve as chair of the ad hoc Financial Advisory Committee (planning the annual budget).

• In the absence of both the President and Vice-President, the President-Elect shall assume the duties of the President.

• Serve as the Board of Directors’ advisor to assigned committees.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Miss no more than one Board of Directors meeting.

• Attend at least one meeting each of the CME, Membership and Legislative committees.

• Attend Leadership Retreat/Strategic Planning Session.

• Attend AAPA’s Capitol Constituent Organization Workshop (CCOW).

• Attend applicable AAPA regional meeting.

This position requires approximately 10-12 hours per month. Skills/experience needed to successfully serve in this position are:

** Previous Board of Directors experience (recommended) ** Diplomacy skills

** Knowledge of how to run a Board of Directors meeting ** Dedication

** Communication skills ** Organizational skills

** Delegation skills ** Facilitation skills

** Leadership skills ** Multi-tasking skills

** Timeliness in completing projects ** Innovative

VICE-PRESIDENT

GENERAL RESPONSIBILITIES

He or she shall:

• Ensure compliance with parliamentary procedures and act as Sergeant at Arms.

• Organize and conduct, with the assistance of the Secretary, all annual elections.

• Write at least one article for each edition of the MdAPA newsletter.

• Coordinate the Board of Directors’ activities/interactions with applicable PA Programs.

• Coordinate the submission of the AAPA Constituent Organization Award of Excellence, when applicable.
• Anticipate and inform the President of any changes affecting the Board of Directors and/or MdAPA and suggest ways of dealing with these changes.

• Identify, recruit, and cultivate new volunteer leadership for MdAPA.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Serve as the Board of Directors’ advisor to assigned committees.

• Serve as chair/advisor of the ad hoc Recognition Committee (formally recognizing/commending contributions made by members and volunteers).

• Serve a chair of the ad hoc Elections Committee or as the Board of Directors’ advisor to this committee.

ATTENDANCE RESPONSIBILITIES

• He or she shall:

• Miss no more than one Board of Directors meeting.

• Attend Leadership Retreat/Strategic Planning Session.

This position will require approximately 2-5 hours per month. Skills/experience needed to successfully serve in this position:

** Previous Board of Directors experience (recommended) ** Innovative

** Knowledge of how to run a Board of Directors meeting ** Dedication

** Communication skills ** Organizational skills

** Delegation skills ** Facilitation skills

** Leadership skills ** Multi-tasking skills

** Timeliness in completing projects ** Diplomacy skills

IMMEDIATE PAST PRESIDENT

GENERAL RESPONSIBILITIES

He or she shall:

• Identify, recruit, and cultivate new volunteer leadership for the MdAPA.

• Submit a written quarterly report two weeks prior to each Board of Directors’ meeting.

• Run for Chief Delegate position to represent the MdAPA at the AAPA House of Delegates.

• Serve as the liaison with medical counterparts and market/promote the MdAPA.

• Help mentor the President and President-Elect.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Serve as chair of the Corporate Sponsor Committee (this should be a standing committee) or as the Board of Directors’ advisor to this committee.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Miss no more than one Board of Directors’ meeting.

• Represent the MdAPA with outside organizations and the media.

• Attend Leadership Retreat/Strategic Planning Session.

Abstract: The Immediate Past President will serve as a voting member of the Board of Directors. He or she will also serve in an advisory capacity on various other committees and perform such duties as may be delegated by the President and/or the Board of Directors. One of the most valuable traits that the Immediate Past President can bring to an organization is a depth of experience that newer members can draw upon for strength, stability, and knowledge. He or she should always seek ways to mentor other Board members, especially the President and President-Elect. This officer should also be committed to the identification, recruitment, and cultivation of new leadership for the organization. Any opportunity to represent the organization at functions should be carried out. The Immediate Past President should also prepare a final report of the year’s activities of the office and include recommendations for the following year.

This position will require approximately 3 – 8 hours per month to this office. Skills/experience needed to successfully serve in this position are:

** Prior service as President of the Board of Directors ** Communication skills

** Presentation skills ** Diplomacy skills

TREASURER

GENERAL RESPONSIBILITIES

He or she shall:

• Maintain accurate records of the financial status of the MAdPA.

• Deposit all money received by the organization in the organization’s account.

• Pay all bills approved by the MdAPA Board of Directors, and record all receipts of those payments.

• Review the financial status of previous years, before assisting in the drafting of the annual budget.

• Have the records reviewed annually and upon departure from the office. The method of review will be determined by the Board of Directors.

• Provide a detailed report of fiscal accounts and contacts to be forwarded to the next Treasurer.

• Work with the corporate sponsorship committee to identify non-dues sources of revenue.

• Submit a monthly, quarterly, and annual written financial report to the Board of Directors. The quarterly report should be submitted two weeks prior to the Board of Directors’ meeting. The annual report should be submitted two weeks prior to the annual meeting.

• Prepare annual budget.

• Coordinate the collection of yearly dues from all members (perhaps through a management firm) and make sure that delinquent membership dues and special assessments are collected.

• Write a column for each edition of MdAPA’s newsletter providing a summary of the organization’s financial status.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Serve on (not chair) the ad hoc Financial Advisory Committee (planning the annual budget).

• Provide financial advice and investment strategies to the ad hoc Financial Advisory Committee.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Miss no more than one Board of Directors’ meeting.

• Attend Leadership Retreat/Strategic Planning Session.

Abstract: The main responsibility of the Treasurer is directing the organization’s fiscal policy and money. A budget proposal should be provided to the Board of Directors to serve as a guide for making decisions for the organization. Monitoring the disbursement of funds related to specific budgeted uses throughout the year is a useful and necessary tool for maintaining a balanced budget. A financial report should be presented to the Board of Directors for the preceding quarter of each Board meeting. In addition, an annual fiscal report should be presented to both the Board and membership at annual meetings. The Treasurer should recognize the need for non dues sources of income and propose specific projects to the Board of Directors as a means to generate and obtain new sources of income. This officer must be a detail-oriented person and possess exceptional organizational skills. He or she may have other additional duties, as assigned, by the President and/or the Board of Directors. The Treasurer should also prepare a final report of the year’s activities of the office and include recommendations for the following year.

This position will require approximately 5 – 10 hours per month. More hours may be required during times of membership renewal. Skills/experience needed to successfully serve in this position are:

** Prior Board or committee experience recommended ** Organizational skills

** Comfort with accounting and book-keeping procedures, including checkbook balancing

** Detail-oriented ** Bonus skills/Experience

** Budget development skills

SECRETARY

GENERAL RESPONSIBILITIES

• He or she shall:

• Keep minutes of the MdAPA meetings.

• Responsible for all MdAPA communications including:

• *notification of MdAPA’s delegates for the House of Delegates to the AAPA

• *notification of MdAPA’s attendees to the CCOW conference

• *general letters to the state board (Maryland Physicians Board) or the state medical society (MedChi)

• Notify all MdAPA members of all meetings.

• Assist the Vice-President with elections.

• Mail each Board member a copy of the minutes from each previous meeting within two weeks of each Board of Directors’ meeting.

• Attest the signature of the officers of the Academy.

• Affix the corporate seal on all documents that require one.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Miss no more than one Board of Directors’ meeting.

• Attend Leadership Retreat/Strategic Planning Session.

Abstract: The main responsibility of the Secretary is to make sure all organizational records are accurately kept and regularly maintained. Superb record-keeping, an eye for detailed information, and organizational skills are necessary traits for the holder of this office. Other additional duties may be assigned by the President and/or the Board of Directors. The Secretary should also prepare a final report of the year’s activities of the office and include recommendations for the following year.

This position will require approximately 2 – 5 hours per month. Skills/experience needed to successfully serve are:

** Prior Board of Directors or committee chair experience recommended. ** Diplomacy

** Minute-recording skills ** Timeliness in completing projects

** Communication Skills ** Administrative skills

Bonus Skills/Experience

** Knowledgeable and comfortable with Computers (word processing)

** Knowledgeable of corporate minute-writing as per Sturgis.

DUTIES OF THE STANDING COMMITTEE CHAIR(S)

This is a general description for all committee chairs.

The most important responsibility of the Chair is to act on the charges assigned to the committee by the President/Board of Directors. Each committee chair is responsible for developing, recommending, and implementing organizational plans and a budget for their respective committee. Another part of the Chair’s responsibility is determining the committee’s meeting schedule for the year. The chair of each committee should always be well-informed of all committee activities. This will aid in the preparation of a final report of the year’s activities, which will include final budget estimates and recommendations for the following year. Committee Chairs should coordinate with the Board of Directors and other committee Chairs, as needed.

DIRECTOR/CHAIR OF THE CONTINUING MEDICAL EDUCATION COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Coordinate all CME conferences for the MdAPA.

• Work closely with the corporate sponsor committee on the logistics of the exhibit hall, exhibitor appreciation events, and with companies that wish to sponsor speakers or other events (e.g. meal functions, breaks) at the MdAPA’s CME conference.

• In consultation with the Board of Directors, determine the location of future conferences.

• Sign contracts related to the conference, with the Board of Directors’ approval.

• Make policy recommendations to the Board of Directors, when appropriate.
• Develop/coordinate speakers’ list.

• Develop, or approve the development of, conference brochure/flyer.

• Manage conference registration, possibly with the committee, or oversee a contractor.

• Submit CME approval to AAPA prior to the conference.

• Work with the succeeding CME Chair/Director to help prepare for the following year’s conference.

• Submit promotional articles/ads before as well as reports and summaries following conferences for the MdAPA newsletter.

• Serve on the Corporate Sponsor Committee.
COMMITTEE RESPONSIBLITIES

He or she shall:

• Implement Board of Directors’ charges to the committee.

• After reviewing the charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Provide leadership to the committee.

• Report back to the committee the decisions of the BOD that may affect the committee’s work or activities.

• Appoint committee members.

• Provide oversight of committee functions.

• Solicit new volunteers to serve on the committee.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Attend and facilitate all committee meetings.

• Miss no more than one Board of Directors meeting.

• Attend Leadership Retreat/Strategic Planning Session.

This position requires approximately 5 to 10 hours per month, with an increase in the weeks prior to/during/following conferences. Skills/experience needed to successfully serve in this position are:

** Prior committee member experience. ** Communication skills

** Leadership skills ** Administrative skills

** Delegation skills ** Interest in CME

DIRECTOR/CHAIR OF THE MEMBERSHIP COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Hold an annual membership drive to increase the MdAPA membership. This can be initiated in March with a series of letters/emails for renewals/new members.

• Recruit and retain new members for the MdAPA.

• Develop plans to increase MdAPA membership.

• Act as ombudsman for members. Respond to membership questions via email/phone within 24 hours.

• Provide leadership to the committee.

• Provide oversight of committee functions.

• Submit quarterly written membership reports at least two weeks prior to each Board of Directors meeting.

• Keep an accurate roster of membership in conjunction with the Management Company. This record should include the contact name, company name, address, telephone number, fax number and an e-mail address.

• Coordinate the maintenance of the MdAPA membership database.

• Make policy recommendations to the Board of Directors, when appropriate.

• Update the membership brochure, with Board approval, or create one if it does not already exist.

• Submit at least two articles (e.g. promoting membership benefits and volunteer opportunities, or a summary of committee activities) for the MdAPA’s newsletter.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Implement Board of Directors’ charges to the committee.

• After reviewing charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Report back to the committee on decisions of the Board of Directors that may affect the committee’s work or activities.

• Appoint committee members.

• Solicit new volunteers to serve on the committee.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Attend and facilitate all committee meetings.

• Miss no more than one Board of Directors’ meeting.

Attend the Leadership Retreat/Strategic Planning Session.

This position requires approximately 6 to 10 hours per month, with an increase during times of dues renewal and membership drives. Skills/experience needed to successfully serve in this position are:

** Prior committee member experience ** Communication skills

** Leadership skills ** Administrative skills

** Delegation skills ** Interest in membership

DIRECTOR/CHAIR OF THE PUBLIC AFFAIRS/NEWSLETTER COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Develop programs to advance the PA profession within the state.

• Act as liaison between the Board of Directors and the media.

• Send out public service announcements and/or press releases wherever appropriate.

• Submit notebook for the AAPA Public Education Award when appropriate.

• Submit written quarterly reports at least two weeks prior to each Board of Directors’ meeting.

• Coordinate and supervise PA Day activities happening within the state.

• Make policy recommendations to the Board of Directors, wherever appropriate.

• Write a minimum of two articles on Public Education topics or a summary of the Public Education Committee activities, for the MdAPA’s newsletter.

• Take charge of the MdAPA conference display board and ensure its setup at designated conference.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Implement Board of Directors’ charges to the committee.

• After reviewing charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Provide leadership to the committee.

• Report back to the committee on decisions of the Board of Directors that may affect the committee’s work or activities.

• Solicit new volunteers to serve on the committee.

• Appoint the committee members.

• Provide oversight of committee functions.

ATTENDANCE RESPONSIBILITIES

He or she shall:

Miss no more than one Board of Directors meeting.

Attend and facilitate all committee meetings.

Attend Leadership Retreat/Strategic Planning Session.

This position will require approximately 5 to 10 hours per month. Skills/experience needed to successfully serve are:

** Prior committee member experience. ** Delegation skills

** Interest in educating the public about the profession. ** Communication skills

** Leadership skills ** Administrative skills

**Contact your committee Chairs (chosen by the President) and set up a Public Affairs meeting. This meeting should discuss goals and objectives of Public Affairs for the year. Specifically target ways to increase visibility of the Academy and physician assistants.

**Advise Chairs that an annual report will be required in the fall and to take appropriate notes for such during the year. Some type of update (verbal, e-mail, written) should be expected quarterly with the idea of utilizing these at the end of the year to produce your section of the annual report. This will be important as a record to help future leadership.

**Acquaint committee Chairs with their job descriptions (see MdAPA job descriptions in this manual) and ascertain that they have an understanding of your expectations.

**You should be available or delegate someone to do the following for any conferences or events that the Board directs:
>Set up and take down the MdAPA display board.
>Provide information regarding physician assistants for lay people.

**Prepare a verbal report of public affairs prior to each Board meeting and be prepared to present it.

**Prepare a written report incorporating the reports from your sub-committee Chairs at the end of the fiscal year and provide that report to the President no later than one week prior to the fall conference.

**With information provided by the Treasurer, prepare an annual budget for the upcoming fiscal year which is based on expenses from the prior year and predicts changes in those expenses based on known cost increases and membership goals and objectives for the upcoming fiscal year.

NEWSLETTER

GENERAL RESPONSIBILITIES

He or she shall:

• Coordinate the production of the MdAPA’s newsletter.

• Keep a time-line of the newsletter publication schedule.

• Collect assigned articles from appropriate Board of Directors’ members.

• Recruit articles and photos from members and committee Chairs.

• Write articles.

• Take photos of MdAPA activities for publication in the newsletter.

• Edit newsletter articles.

• Oversee the layout of the newsletter.

• Provide leadership to the committee.

• Submit quarterly written reports at least two weeks prior to each Board of Directors’ meeting.

• Make policy recommendations to the Board of Directors, when appropriate.

• Provide oversight of committee functions.

DIRECTOR/CHAIR OF THE LEGISLATIVE AND REGULATORY AFFAIRS COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Act as a liaison between state and federal legislature and the State Board of Medicine (Maryland Physicians Board) and the constituency.

• Mentor membership concerning legislative issues and craft new PA legislation in concert with the Board of Directors.

• Work with the lobbyist and legal counsel.

• Provide leadership to the committee.

• Submit quarterly reports at least two weeks prior to each Board of Directors’ meeting.

• Write a minimum of two articles for the MdAPA newsletter to regularly update the PA constituency.

• Write letters/e-mails to membership during times of important legislation to inform the constituency and gain support for PA issues.

• Make policy recommendations to the Board of Directors, when appropriate.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Implement Board of Directors’ charges to the committee.

• After reviewing charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Report back to the committee on decisions of the Board of Directors that may affect the committee’s work or activities.

Solicit new volunteers to serve on the committee.

• Appoint the committee members.

• Provide oversight of committee functions.

• Provide leadership to the committee.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Attend and facilitate all committee meetings.

• Miss no more than one Board of Directors meeting.

• Attend Leadership Retreat/Strategic Planning Session.

This position requires approximately 5 to 8 hours per month with an increase in hours while state/federal legislatures are in session, especially if they are voting on specific PA legislation. Skills/experience needed to successfully serve in this position:

** Interest in the legislative process ** Prior committee member experience

** Communication skills ** Delegation skills

** Leadership skills ** Diplomacy skills

** Administrative skills

CHAIR OF THE REIMBURSEMENT COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Become aware of current reimbursement legislation/policies concerning Medicare/Medicaid issues, and other third-party payers.

• Write a minimum of two articles/letters for the MdAPA’s newsletter, on reimbursement issues or a summary of committee activities.

• Serve as a contact for organization members concerning third-party payment issues.

• Submit written quarterly reports at least two weeks prior to each Board of Directors’ meeting.

• Make policy recommendations to the Board of Directors, when appropriate.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Implement Board of Directors’ charges to the committee.

• After reviewing charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Provide oversight of committee functions.

• Provide leadership for the committee.

• Report back to the committee on decisions of the Board of Directors that may affect the committee’s work or activities.

• Solicit new volunteers to serve on the committee.

• Appoint the committee members.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Attend and facilitate all committee meetings.

• Miss no more than one Board of Directors’ meeting.

• Attend Leadership Retreat/Strategic Planning Session.

This position will require approximately 1 to 3 hours per month. Depending on current issues, this position could require 3 to 7 hours per month. Skills/experience needed to successfully serve in this position are:

** Prior committee member experience ** Interest in reimbursement

** Communication skills ** Delegation skills

** Leadership skills ** Administrative skills

CHAIR OF THE DIVERSITY COMMITTEE

GENERAL RESPONSIBILITIES

He or she shall:

• Develop a yearly project to increase minority awareness within the PA community and patient base.
• Serve as a contact and resource to members who have minority issues relating to their workplace.

• Make policy recommendations to the Board of Directors, when appropriate.

• Submit written quarterly reports at least two weeks prior each Board of Directors’ meeting.

• Write at least two articles for the MdAPA’s newsletter providing an overview of the Diversity Committee activities or on Diversity topics.

COMMITTEE RESPONSIBILITIES

He or she shall:

• Implement Board of Directors’ changes to the committee.

• After reviewing charges from the Board of Directors for the year, prepare a yearly committee budget to be approved by the Board of Directors.

• Provide leadership to the committee.

• Report back to the committee on decisions of the Board of Directors that may affect the committee’s work or activities.

• Appoint committee members.

• Solicit new volunteers to serve on the committee.

• Provide oversight of committee functions.

ATTENDANCE RESPONSIBILITIES

He or she shall:

• Miss no more than one Board of Directors’ meeting.

• Attend and facilitate all committee meetings.

• Attend Leadership Retreat/Strategic Planning Session.

This position will require approximately 4 to 6 hours per month. Skills/experience needed to successfully serve in this position are:

** Prior committee member experience ** Communication skills

** Leadership skills ** Interest in minority affair issues

MdAPA
PO Box 1252
Millersville, MD 21108
410-818-6272
[email protected]

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