Originally Issued: May 2001 Previous Revision: December 13, 2005, May 11, 2009, May 21, 2013, October 2015 Current Revision: January 2016

Transcription

1 REGISTRAR Job Description Position: REGISTRAR Originally Issued: May 2001 Previous Revision: December 13, 2005, May 11, 2009, May 21, 2013, October 2015 Current Revision: January 2016 JOB SUMMARY Under the direction of the Executive Committee, the Registrar is responsible for much of the daily administration and operations of the organization and supports the membership admission activities and bookkeeping functions of the OALA through the performance of various duties identified in this job description. The Registrar is responsible for maintaining accurate and current membership records, financial records and coordination of the Association s examination processes. There is also a strategic role for this position; strategic considerations, registration processes and data management, tracking related trends, membership transition towards Full Membership and program evaluation and assessment. The Registrar is a senior staff position for the Ontario Association of Landscape Architects (OALA); a self-governing professional organization with the mission to promote, improve and advance the profession of landscape architecture and maintain standards of professional practice and conduct consistent with the need to serve and protect the public interest. REPORTING STRUCTURE The Registrar position reports directly to members of the Executive Committee of Council. The Registrar position works cooperatively with other senior staff (i.e. Executive Director) and supervises the Program Coordinator for Communications & Marketing, and other contract staff as may be required, to deliver all programs and directions of the OALA Council, in accordance with the OALA Organizational Chart. GENERAL DUTIES AND RESPONSIBILITIES 1. Management and Administration Responsible for general office administration policies and procedures, and adherence to them Performs general office administration duties, when other staff are unable, to ensure a professional service to the membership and the public Performs secretarial duties as required, including, but not limited to, typing, filing, copying, answering telephones and s, replying to requests for information, and related tasks, in the performance of the Registrar s duties 1 of 5

2 Manages staff payroll Recruits contract and casual staff as required, within approved budgets Manages staff benefits package Manages office and Directors & Officers insurance coverage 2. Membership Registrar: Manages the computerized membership database roster for all membership categories (past and present), and membership statistics Maintains up-to-date membership directories Prepares statistical records and trend analysis reports on membership Prepares Registrar s Report on membership for AGM and annual report Creates and maintains outreach information to universities; attends and presents at school career events Responds to new membership enquiries Coordinates membership records with CSLA Prepares membership listing for CSLA Annual Directory Maintains membership directory for the CSLA, Ontario component Maintains historical archives Manages OALA member stamps, prepares OALA certificates Stores returned stamps and certificates Attends Council and Executive Committee meetings, as required Prepares Letters of Good Standing Completes CLARB Council records Works with CLARB to confirm and supply members information Works with other senior staff to publish member obituaries 3. Discipline/Complaint Administration Receives information from the other senior staff and Committee Chair regarding the Professional Practice and Ethics Committee, and is responsible for carrying out complaints by assisting the Disciplinary Committee, in accordance with the by-laws 4. Examining Board & Oral Senior Examination Secretarial: Coordinates and witnesses the Oral Senior Examination Screens for eligibility and coordinates the Examining Board and Oral Senior Exam meetings Attends Examining Board meetings Prepares Examining Board files Takes and distributes minutes Prepares and presents Examining Board reports for OALA Council Handles Examining Board correspondence, reports, requests to Council Assists Examining Board Chair, as needed Prepares draft Examining Board Chair s Report for AGM and Annual Report Assists with the scheduling of tutorial sessions and attends, as required Coordinates and witnesses the Oral Senior Examinations and maintains panel of Examiners 5. Landscape Architecture Registration Examinations (LARE): 2 of 5

3 Advises Exam Candidates of exam deadlines Handles exam tutorial registration and fees processing Maintains records of exam results for exam candidates Works with Associate Representatives to organize LARE workshops 6. Professional Development Program (PDP): Responsible for the administration of the landscape architectural PDP program Processes and distributes reviewer response letters Manages and updates reviewer lists 7. Continuing Education Programs Responsible for the delivery and administration of Continuing Education program and Mandatory Continuing Education program Maintains database of member Continuing Education Credits, including audit procedures and follow-up Arranges and participates in Mandatory Continuing Education (MCEC), and Continuing Education (CEC) committee meetings 8. Bookkeeping: Prepares and mails out dues invoices annually, in accordance with the Association By-laws Prepares payables and cheques for signature Prepares and handles bank deposits Prepares monthly bank reconciliation Prepares annual reconciliation of investment accounts Prepares year-end CSLA dues report Maintains accounts receivable Invoices advertisers, sponsors, trade show exhibitors, and other non-dues revenue generating sources Prepares monthly financial statements Prepares annual budget Ensures OALA operates with sound financial practices Maintains petty cash account Prepares invoices for service charges on late dues payments Compiles files for annual Audit Administers payroll through Ceridian, or other appointed agency 9. Financial Management: Confers as needed with OALA accountant Drafts annual budget for OALA Treasurer and Budget Committee Handles all banking arrangements Maintains financial records and investment portfolio reports Identifies concerns to Council, via the Treasurer, with respect to revenues and expenditures including cash flow Obtains Executive Committee and Council approval for office capital expenditures 3 of 5

4 Ensures adherence to Reserve Account Policy Primary signing authority as appointed by Council Co-director of all banking 10. Other Duties: Responsible for office lease arrangement Respond to public inquiries Other duties as assigned by the Executive Committee QUALIFICATIONS Education: Experience: Skill Set: Diploma or Certificate in bookkeeping, accounting or office management from a recognized education institute. Five (5) years of experience as a bookkeeper and performing similar duties and responsibilities as listed in this job description Knowledge and understanding of the Association s current policies and regulations and the requirements for all OALA membership categories is necessary for the position. Must be a creative and innovative problem solver with good judgement and have excellent analytical and organizational skills. Must be able to handle multiple priorities and seek resolution requiring attention to detail and established procedure. Must have advanced computer skills and working knowledge of word processing (MS Word), spreadsheets (Excel), data base management (Maximizer), Adobe Acrobat, (Outlook), and Internet (Explorer), or equal. Must be able to communicate effectively, orally, graphically, and in written form. Must have ability to prepare and manage budgets, and measure adherence. Assets: Knowledge of the profession of landscape architecture. Experience with working with volunteers and councils. Knowledge of InDesign and other desktop publishing programs. SALARY This is a salaried position paid on a bi-monthly basis. 4 of 5

5 WORKING CONDITIONS The position is based on a workweek of 35 hours. Flex-time is employed to meet the evening work requirements. Attend OALA Council Meetings to address membership and financial issues. Work is generally done in the OALA office. Council meetings may be held in the OALA office or a nearby hotel or similar meeting space. Travel to a variety of locations is required. 5 of 5