Position Descriptions

Position Descriptions/Responsibilities

Financial Officer

  1. Maintain bank records
  2. Pay bills
  3. Present financial report to the board/entire group on a regular basis
  4. Ensure all tax paperwork is filed (end of the fiscal year will be Sept)
  5. Develop overall budget

Vendor Liaison Officer

  1. Function as single point of contact for all vendors
  2. Ensure vendor equipment, etc is in the vendor room/hall prior to the vendor set-up time (Liaison officer is not responsible for tracking down vendor shipments that don’t make it to the venue.)
  3. Plan and run the vendor reception
  4. Ensure all hotel paperwork for electric, internet, etc is completed for vendor room
  5. Establish and enforce layout of vendor room/hall
  6. Develop and maintain a budget

Logistics Officer

  1. Choose venue & specific hotel (including negotiating rates)
  2. Coordinate transportation to and from the airport (as applicable) and to and from the entertainment/Monday night event
  3. Arrange for all audio/visual equipment required for the general sessions and workshops
  4. Manage & oversee any other logistical activities associated with the annual meeting. This includes binder assembly, name badges, attendee personal schedules etc…
  5. Develop and maintain a budget
  6. Additional positions to assist the Logistics Officer
    • Director of Transportation- responsible for organizing/overseeing transportation to and from venue and entertainment/Monday night event
    • Director of Presentation Logistics- responsible for all audio/visual requirements for the general session and workshops

Administrative Officer

  1. Capture meeting minutes
  2. Maintain and update By-laws
  3. Submit all necessary documentation to long-term storage facility
  4. Prepare & distribute standard (template) correspondence for conference presenters/facilitators
  5. Develop and maintain a budget
  6. Assist Board of Directors
  7. Attend Board of Directors meeting

Public Affairs Officer (PAO)

  1. Design and update the GCSG website as required
  2. Coordinate the preparation of press releases
  3. Develop and maintain a marketing/website budget
  4. Investigate and evaluate media options for advertising and place ads for meeting
  5. Ensure meeting notices/communications are distributed
  6. Work with/coordinate with a photographer during the conference or other special events.
  7. Additional positions to assist the PAO
    • Director of Marketing- responsible for advertising, media etc…
    • Director of Website Development- responsible for maintaining the website

Membership Officer

  1. Maintain membership database
  2. Coordinate membership drives to maintain membership targets
  3. Interface with other groups to obtain membership list
  4. Manage registration activities during the conference
  5. Develop and maintain a budget

Education Officer

  1. Coordinate information required by University of Wisconsin (before & after the conference) to obtain ACPE CE credits for conference attendees
  2. Investigate alternate programs for obtaining ACPE CE credits for conference attendees
  3. Explore education programs that follow the mission and vision of the group
  4. Ensure presenters / facilitators follow the conference template/format
  5. Create & distribute a training certificate to conference attendees
  6. Develop and maintain a budget
  7. Additional position to assist the Education Officer
    • Director of Data Collection- responsible for survey development, collection, analysis, and submissions of CEUs to the Universities. Need to develop a standard process for survey creation. Will need to incorporate the learning objections of each meeting (Conference) into surveys.