Position Descriptions/Responsibilities
GCSG Organization Roles
Secretary
Board Members
Education Officer
Financial Officer
Logistics Officer
Marketing Officer
Membership Officer
Website Officer
GCSG Conference Roles
Secretary
CE Coordinator
Conference Chair
Conference Vice-Chair
Entertainment Coordinator
Presentation Coordinator
Vendor Coordinator
GCSG Organizational Chart
Financial Officer
- Ensure appropriate controls and systems are in place for the management, monitoring and effective reporting of all aspects of the organization’s finances (balance sheet, cash and budget)
- Collect budget projections from organizational officers and develop the overall organizational annual budget
- Assist conference chair in developing a conference budget
- Advise and bring to the attention of the Board any areas of fiscal concern
- Coordinate and monitor financial performance against plan and advise the Board of major variances against year-end projections
- Ensure that all payments to suppliers are made on time, appropriately authorized and in accordance with guidance and procedures.
- Maintain all bank statements
- Present financial report to the Board, Executive and Conference Committees quarterly
- Ensure all tax paperwork is filed (Fiscal year runs October to September)
- Contribute to operational and business planning activities
2013 US Financial Officer: Margaret Hsu
2014 EU Financial Officer: open
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Vendor Coordinator
- Function as single point of contact for all vendors
- Responsible for vendor area coordination, tabletop placement and mapping
- Ensure vendor equipment, etc is in the vendor area prior to the vendor set-up time (Liaison officer is not responsible for tracking vendor shipments that don’t make it to the venue.)
- Responsible for vendor payment collections if billing is not handled via the website
- Mitigate any vendor issues, during the conference, in collaboration with the Conference Committee Chair or Board members
- Manage hotel charges for vendor area electric outlets, wireless Internet, etc.
- Develop and maintain a budget
2013 US Vendor Coordinator: George Willis
2014 EU Vendor Coordinator: Lisa Spence
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Logistics Officer
- In coordination with the Board, choose location (city and specific hotel) of conference
- Negotiate rates and contract terms for hotel and any sub-contractors
- Coordinate transportation to and from the airport (as applicable)
- Plan and run the vendor reception
- Manage and oversee logistical activities such as binder assembly, name badges, attendee personal schedules, etc.
- Develop and maintain a budget
- Arrange for all audio/visual equipment required for the general sessions and workshops
- Act as liaison/key contact with equipment provider throughout the conference
- Additional positions to assist the Logistics Officer
- Transportation Coordinator- responsible for organizing/overseeing transportation to and from venue and entertainment/Monday night event
- Presentation Logistics Coordinator- responsible for all audio/visual requirements for the general session and workshops
2013 US Logistics Officer: Frank Lueddeke
2014 EU Logistics Officer: Bernd Schaden
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Secretary
- Attend Board of Directors, Executive Committee, Conference Committee meetings
- Capture & distribute meeting minutes
- Maintain and update By-laws
- Negotiate contracts and track invoices for long-term document storage
- Collect, inventory and store in a database all of the documentation submitted to long-term storage
- Other duties as assigned by the Board
2013 US Secretary: Deidre Casale
2014 EU Secretary: open
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Public Affairs Coordinator
- Develop and maintain budget for media blitz in conjunction w/ Marketing Officer.
- Create written/e-mail announcements promoting organizational membership and Annual Conference attendance
- Coordinate the preparation of press releases
- Work with Conference Committee Chair to identify a Conference (or other special event) photographer
- Coordinate with Director of Marketing to provide optimum media exposure
- Investigate and evaluate media options for advertising and place ads for meeting
- Assess media options and provide press releases in support of increased organizational membership & interest in Annual Conference
- Prepare post-conference press release highlighting key meeting outcomes
2013 US Public Affairs Coordinator: Greg Coulter
2014 EU Public Affairs Coordinator: open
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Membership Officer
- Develop a 1, 3 and 5 year membership growth plan
- Execute the growth plan through
- Membership drives
- Coordinating with and appropriating other groups’ membership lists
- Innovative methods that canvass potential members in the clinical supplies industry
- Consistently enforce the policy on sharing the organization’s membership list with other clinical supplies groups
- Maintain and update membership database
- Collaborate with the Director of Marketing to ensure that the organization’s value proposition always resonates with potential members to achieve membership goals
- Assist with managing registration activities during conferences
- Develop and maintain a budget for membership related activities
2013 US Membership Officer: Chris Nosek
2014 EU Membership Officer: open
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Website Officer
- Responsible for updating and maintaining the website
- Works with a third party to build latest capabilities and technology into the website
- Links website to hotel website and to registration website
2013 Website Officer: Roberto Rivera
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Education Officer
- Explore education programs that follow the mission and vision of the group
- Coordinate information required to obtain ACPE CE credits for conference attendees
- Create & distribute a training certificate to conference attendees
- Develop and maintain an educational program budget
- Develop a survey to collect, analyze, and evaluate the conference venue, speakers, content and logistics to assist in improving the conference each year
- Additional position to assist the Education Officer
- Data Collection Coordinator- responsible for survey development, collection, analysis, and submissions of CEUs to the Universities.
2013 US Education Officer: Ida Vogelzang
2014 EU Education Officer: open
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Board Members
- Act in an advisory capacity to support the organization, the executive committee and the conference committee
2013 Board Members: Steve Jacobs (chair), Christine Fattore, Joe Iacobucci, Joe Pastorello, Mike Dallmann
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Marketing Officer
- Craft communications to advertise educational offerings/regional meetings (via print media, electronic media and partnerships) to support the growth of the organization.
- Partner with the Membership Officer to maximize membership and attendance at organizational meetings.
- Collaborate with the Membership Officer to ensure that the organization’s value proposition always resonates with potential members to achieve membership goals
- Develop and maintain budget for marketing related activities in conjunction w/ Public Affairs Officer.
- Collaborate & coordinate with the webmaster surrounding membership notification and solicitation.
- Continue to seek new media avenues to support the organization and its mission.
- Collaborate with Vendor Liaison to support of fund raising activities through targeted communications (sponsorships, etc.)
- Coordinate with GCSG EU Marketing Officer to share best practices with regard to growing the organization
- Maintain a relationship with a designated advertising agency to brand the organization and maximize its visibility throughout the supply chain community
2013 US Marketing Officer: Eric Deschamps
2014 EU Marketing Officer: Richie Shannon
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Conference Chair
- Makes all key decisions to ensures the conference is successful
- Should be a prior member of either the executive or conference committee
- Interface with conference committee and executive committee members to ensure a successful conference (works with Vice Chair to identify issues and gaps that need to be resolved in order to meet conference timelines & outcomes)
- Lead conference planning teleconferences
- Schedule and lead pre-conference coordination meeting and post conference lessons learned meeting
- Schedule and lead next years conference planning meeting (in May or June of the previous year)
- Reports, on a bi-monthly basis, conference finances in collaboration with Finance Officer and ensures that conference remains within budgetary constraints
- Communicate with and mentor other regional conference chairs to ensure global conference successes
- Involves Vice-Chair in all discussions and planning
- Have regularly scheduled meetings with Vice chair and if necessary adhoc meetings the conference committee
- Act as the primary point of contact during the annual conference to ensure its success
2013 US Conference Chair: Patrick Newingham
2014 EU Conference Chair: Lisa Spence
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Conference Vice-Chair
- Advices and supports the chair’s decisions regarding the success of the conference
- Should be a prior member of either the executive or conference committee
- Is at all times ready to take over as the Conference Chair
- Plans and coordinates next years conference planning meeting
- Reviews and updates the conference timeline and assignments to ensure conference tasks are competed in a timely manner
2013 US Conference Vice Chair: Greg Kushla
2014 EU Conference Vice Chair: open
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Entertainment Coordinator
- Identify entertainment options located close to conference venue
- Provide best two options to Conference Chair and Board to narrow choice and obtain approval
- Negotiate rates and contract terms for entertainment and transportation
- Coordinate transportation to and from the entertainment event
2013 US Conference Entertainment Coordinator: George Willis
2014 EU Conference Entertainment Coordinator: Angus Cameron
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Presentation Coordinator
- Create slide templates that connect with conference themes
- Ensure presenters / facilitators follow the conference template/format
- Ensure that group speakers and facilitators coordinate with each other and establish a lead for each presentation/workshop
- Serve as key contact for all speakers and facilitators
- Ensure presentations and slide decks follow conference guidelines
- Collect post-test questions from each speaker that qualifies for CE credits for their presentation/workshop
2013 US Presentation Coordinator: Michele Pierce
2014 EU Presentation Coordinator: Angus Cameron
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CE Coordinator
- Coordinate information required by the current CE University provider (before & after the conference) to obtain ACPE CE credits for conference attendees
- Investigate alternate programs for obtaining ACPE CE credits for conference attendees on a regular basis
- Create learning objectives for all presentations and workshops to apply for CE credits
- Create a survey as required by CE University incorporating the learning objectives of each meeting (Conference)
2013 US CE Coordinator: Patrick Bolger