Members of the NCAHQ Board are elected in accordance with the following schedule. Terms and elections are staggered so that only some of the positions are vacated each year. Office Terms President Elect*: President: Immediate Past-President: 1 year term 1 year term 1 year term (*This position will roll into Presidency for a 1 year term and Immediate Past-President for a 1 year term for a total of 3 years; must have served a minimum of 2 years on the board previously) Recording Secretary: Membership Secretary: Treasurer: 1 year term 2 year term 2 year term Conference Planning Team Leader: 1 year term Conference Planner Elect*: 1 year term (*This position will roll into Conference Planning Team Leader for a 1 year term for a total of 2 years) Website Manager: Website Manager Elect*: 1 year term 1 year term (*This position will roll into Website Manager for a 1 year term for a total of 2 years) Nominations/By-Laws Chair: 2 year term Awards & Recognition Coordinator: 2 year term Education Committee Chair: Member At Large: 2 year term 2 year term 1
JOB DESCRIPTION - PRESIDENT To support the vision, mission, goals and objectives of NCAHQ To be knowledgeable of the NCAHQ By-Laws This person shall be responsible for the activities of NCAHQ and be the chairperson of NCAHQ meetings: Business meetings and Board of Directors (BOD) meetings. 2. Ability to commit amount of time necessary to perform duties (3-10 hours/week) 3. Previous NCAHQ BOD experience 4. Ability to provide leadership with regards to strategic planning and organizational performance 5. NAHQ Member (recommended by the board) 1. Serve as Chair of BOD; preside at all Board meetings 2. Communicate all pertinent information to the NCAHQ BOD 3. Utilize checks/balances model of oversight of the Treasurer 4. Represent NCAHQ (or appoints a designee) at other local/state healthcare meetings/conferences 5. Participate in creation of member/website updates as needed 6. Participate in planning of conferences as needed 7. Send out Welcome communication to new members 8. Notify Board of Director candidates concerning election results and send out Welcome communication to newly elected board members 9. Mentor President-Elect 10. Delegate other duties to the Board of Directors for the operation of NCAHQ as needed 11. Abide by the NCAHQ Fiduciary Responsibilities and Financial Guidelines P&P 2
JOB DESCRIPTION -PRESIDENT-ELECT To support the vision, mission, goals and objectives of NCAHQ To be knowledgeable of the NCAHQ By-Laws 2. Ability to commit amount of time necessary to perform duties (3-8 hours/week) 3. Previous NCAHQ BOD experience of at least 2 years 1. In the absence or disability of the President, perform the duties and exercise the powers of that office 2. Chair the Marketing/PR Committee, which is responsible for the quarterly e-newsletter, social media updates and other marketing activities as needed 3. Learn the role of the President by active participation in all events sponsored by NCAHQ 4. Assist with conference planning as needed 5. Parliamentarian (as defined by Robert s Rules of Order) 6. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 3
JOB DESCRIPTION - IMMEDIATE PAST-PRESIDENT To support the vision, mission, goals and objectives of NCAHQ To be knowledgeable of the NCAHQ By-Laws This person shall provide support for the activities of NCAHQ and provide support to the NCAHQ President. 2. Ability to commit amount of time necessary to perform duties (1-3 hours/week) 3. Past President of NCAHQ 1. Participate in creation of member updates as needed 2. Participate in planning of conferences as needed 3. Act as a mentor to the current President 4. Remain active in the organization by attending Board Meetings and Educational Meetings 5. Assist Nominating/By-Laws Chair with preparing the next year s slate of officers 6. Assist Nominating/By-Laws Chair with annual review of NCAHQ By-Laws 7. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 4
JOB DESCRIPTION RECORDING SECRETARY To support the vision, mission, goals and objectives of NCAHQ To be knowledgeable of the NCAHQ By-Laws This person shall be responsible for the official records of activities of all NCAHQ meetings: Business meetings and BOD meetings. 2. Ability to commit amount of time necessary to perform duties (1-3 hours/week) 3. Ability to accurately recount verbal discussions in writing and translate into action plan(s) 1. Take minutes at meetings, both board and business 2. Maintain a record of all minutes for the organization for a minimum of 7 years 3. E-mail minutes to board for review within 5 days of meeting 4. Keep record of who gets the free conference for next year and work with Conference Planning Team concerning free registration logistics 5. Assist with correspondence related to NCAHQ business as needed 6. Participate in creation of member updates as needed 7. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 5
JOB DESCRIPTION WEBSITE MANAGER To provide a website that supports the vision, mission, goals, and objectives of the North Carolina Association of Healthcare Quality, within the boundaries of the organization by-laws This person will serve as the primary contact for all website-related communications and shall be the primary contact with the website vendor. This person will be responsible for making changes to the website, posting events, maintaining events calendar and job postings. This person will also be responsible for sending electronic notifications to NCAHQ members in regards to upcoming events, job postings, and any notifications deemed necessary by the Board of Directors. 2. Ability to commit amount of time necessary to perform duties (1-5 hours/week) 3. Knowledgeable user of the internet and email 4. Creative thinking abilities 1. Negotiate the website contract as necessary, in coordination with guidance from the Board of Directors (BOD) and in accordance with budget allowance 2. Ensure bills are forwarded to Treasurer for prompt payment 3. Maintain relationship with website vendor 4. Update domain contact information annually 5. Monitor the NCAHQ website to ensure user-friendly capabilities and functioning of links 6. Monitor the NCAHQ email account and triage/respond to messages as appropriate 7. Accomplish design changes and updates, including forms creation, new pages, changes to on-line payment vendors, etc. in coordination with BOD guidance. 6
8. Manage members-only and BOD-only pages a. Maintain files, organize and reorganize to meet changing needs b. Communicate access issues to web master c. Learn how to manage membership files on the web for access, membership, assist Membership Secretary with reports if needed. 9. Partner with website vendor and Treasurer to coordinate the online payment system a. Ensure the Treasurer is included in on-line payment communication systems to ensure appropriate allocation of payments. b. Ensure Membership Secretary is included in on-line payment communication systems to ensure appropriate communication with new members, conference registrants, etc. c. Conduct surveys of general membership using an internet survey tool 10. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 7
JOB DESCRIPTION - WEBSITE MANAGER ELECT To provide a website that supports the vision, mission, goals, and objectives of the North Carolina Association of Healthcare Quality, within the boundaries of the organization by-laws This person shall be responsible for learning the role of the Website Manager. This will include but not be limited to assisting Website manager in oversight of the NCAHQ website in its design, friendly capabilities and functioning links to make this an excellent vehicle for member resources and information. 2. Ability to commit amount of time necessary to perform duties (1-5/week) 3. Creative thinking abilities 1. Learn and assist with the oversight, design, and functionality of the NCAHQ website, including the following: a. Monitor the NCAHQ website to ensure user-friendly capabilities and functioning of links b. Design web updates and electronic mailings as needed with input from other members of BOD or committee members c. Monitor the NCAHQ email account and triage/respond to messages as appropriate d. Partner with website vendor and Treasurer to coordinate the online payment system e. Manage members-only and BOD-only pages 2. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 8
JOB DESCRIPTION CONFERENCE PLANNING TEAM LEADER This person shall be responsible for overseeing the planning of and ensuring the success of NCAHQ s annual conference(s). 2. Ability to commit amount of time necessary to perform duties (5-15 hours/week); time commitment ebbs and flows throughout the year, with greater involvement as planning starts for the annual conference and at conference time 3. Ability to coordinate/delegate several required conference planning activities 1. Specific leadership responsibilities, which may be delegated to the team, include: a. Work with Conference Planner Elect and Team in planning educational opportunities b. Communicate and coordinate conference activities with the Board including: i. Planning, implementation and evaluation of educational offerings ii. Budget needs/status iii. Assessment of educational needs of NCAHQ membership c. Partner with Education Committee Chair to ensure authorization for CPHQ CEUs through NAHQ 2. Oversee activities of the following: Hospitality planning, Vendor planning, designing website brochure with schedule and registration form 3. Communicate and coordinate with speakers: Confirmation and Reimbursements Agreement forms 4. Communicate and coordinate with speakers: dates their presentations are needed for posting on the web 5. Communicate and coordinate with Website Manager in making presentations available to Conference attendees, as well as the conference schedule and registration forms 6. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 9
JOB DESCRIPTION CONFERENCE PLANNER ELECT This person shall be responsible for learning the planning, coordination and the means of ensuring the success of NCAHQ s annual conference(s). 2. Ability to commit amount of time necessary to perform duties (5-15 hours/week); time commitment ebbs and flows throughout the year, with greater involvement as planning starts for the annual conference and at conference time 3. Ability to coordinate/delegate several required conference planning activities 1. Learn and assist with the planning of NCAHQ educational opportunities. Specific leadership responsibilities, which may be delegated to the team, include: a. Participating in team meetings at least three (3) times a year. b. Communicate and coordinate conference activities with the Board including: i. Planning, implementation and evaluation of educational offerings ii. Budget needs/status iii. Assessment of educational needs of NCAHQ membership c. Partner with Education Committee Chair to ensure authorization for CPHQ CEUs through NAHQ 2. Learn how the following activities occur and participate in the coordination and development these activities: hospitality planning, vendor planning, brochure development, and conference attendee materials development 3. In the absence or disability of the Conference Planning Team Leader perform the duties and exercise the powers of that office 4. Learn the role of the Conference Planning Team Leader by active participation in all events sponsored by NCAHQ 5. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 10
JOB DESCRIPTION NOMINATIONS/BY-LAWS CHAIR This person shall be responsible for the maintenance of NCAHQ Rules and Regulations, By-Laws and oversee the NCAHQ nomination/election process. 2. Ability to commit amount of time necessary to perform duties. (5-8 hours/week) 3. Ability to create or edit forms as directed by BOD. 1. Nominations: Coordinate activities related to nomination and election of officers including announcement of openings, creating ballots, soliciting nominees and preparing slate of officers 2. Nominations: Assist with installation of officers by the President or Board of Directors for the operation of NCAHQ 3. By-Laws: Chair the Nominations/By-Laws Committee, which will review NCAHQ By-Laws annually and submit recommended changes to the board of Directors 4. By-Laws: Present any Board decreed By-Law changes to the membership for vote 5. By-Laws: Work with Web Site Manager to keep the bylaws on the web site current 6. Policies and Procedures: Keep the policies and procedures current and update as the Board voting directs 7. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 11
JOB DESCRIPTION - MEMBERSHIP SECRETARY This person shall be responsible for maintaining an accurate NCAHQ membership list. 2. Ability to commit amount of time necessary to perform duties (1-5 hours / week) 3. Knowledgeable user of the internet and email 1. Maintains a current membership list and provides updates at monthly BOD meetings or as indicated by changes in membership 2. Responds to website requests change of address, requests for information etc. in a timely manner 3. Actively recruits new members, coordinates sharing information and membership application by directing prospective members to the website and also reach out to expired members in order to retain 4. Keeps membership information on the website up to date 5. Generate NCAHQ demographic reports to determine membership composition 6. Coordinates emails to membership through Website Manager as directed by BOD 7. Advises President about new members so President can send out welcome communication. Recognizes new members at Educational Meetings 8. Collaborate with conference planning team for conference registration materials. Creates registration list, nametags and coordinates appropriate ribbons 9. Check membership status of all Board of Director nominees prior to the election 10. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 12
JOB DESCRIPTION TREASURER This person shall be responsible for lawfully maintaining accurate NCAHQ banking accounts. 2. Ability to commit amount of time necessary to perform duties (1-5 hours / week) 3. Proficient user of Excel and/or budgeting/accounting product 4. Knowledgeable of professional budgeting practices 1. Receive, deposit, or disburse funds under the direction of the Board of Directors 2. Deposit all monies received within 10 business days of receipt 3. Keep full and accurate accounts of the finances, expenses and receipts 4. Report receipts, expenses, and assets to the Board of Directors and the General Membership at each business meeting 5. Prepare an annual report of assets and liabilities at the end of the fiscal year 6. Maintain annual Treasurer Reports on file for 10 (ten) years 7. Meet annually in the first quarter of the calendar year with Certified Public Accountant to review Treasurer's records 8. File Internal Revenue Form 990 if gross receipts exceed $25,000 annually by April 15 th 9. Develop an annual income estimate and budget proposal; Present the proposal to the Board of Directors for recommendation 10. Receive and deposit membership dues and conference fees and update in database 11. Balance bank accounts on a regular basis. Provide updates at monthly board meetings/calls 12. Maintain current signature cards at the banking institution of choice 13. Abide by the NCAHQ Fiduciary Responsibilities and Financial Guidelines P&P 14. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 13
JOB DESCRIPTION AWARDS AND RECOGNITION COORDINATOR To promote recognition of Quality Professionals who are making exceptional contributions to our field. This person shall run nominations for NCAHQ Awards. Select Outstanding Quality Professional based on nominations. Create and order recognition certificates and prizes as determined by NCAHQ Board for presentation at Annual Conference. Investigate and develop criteria for potential new awards to recommend to Board. 2. Ability to commit amount of time necessary to perform duties (1-3 hours/week) 3. Creative thinking abilities 4. Ability to coordinate varied information into meaningful presentation 1. Coordinate activities involved in nominations for NCAHQ Awards. 2. Keep accurate records of necessary components of the award process a. Engage others as necessary to fulfill application requirements b. Compile and create the application requirements 3. Obtain Healthcare Quality Week proclamation from the NC Governor s office 4. Review the Strategic Plan and recommend change to continually drive the organizations s future planning and progression as an exemplary Health Care Quality Organization 5. Keep NCAHQ members informed about quality professional awards and grants 6. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 14
JOB DESCRIPTION EDUCATION CHAIR To serve as an active NCAHQ Board Member To be aware of education needs of the membership and provide various opportunities for member education. This person shall be responsible for leading the education committee in planning and facilitating educational opportunities for NCAHQ members and other quality professionals. 2. Ability to commit amount of time necessary to perform duties (1-5 hrs/week) 3. Creative thinking abilities 4. Facilitation skills 1. Chair regular meetings of the Education Committee 2. Assess and meet the educational needs of our members by offering educational opportunities 3. Plan, coordinate, market and facilitate regular (at least 1/qtr) webinars for members and others who wish to participate 4. Apply for CPHQ credits in accordance with NAHQ requirements for NCAHQ educational opportunities 5. Promote Certified Professional in Healthcare Quality (CPHQ) recognition and maintenance of certification 6. Act as consultant to the Conference Planning Committee 7. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ Approved by Board of Directors: June 17, 2016 15
JOB DESCRIPTION MEMBER AT LARGE To serve as an active NCAHQ Board Member This person shall be responsible for keeping the general membership informed about board activities via written and oral communications. 2. Ability to commit amount of time necessary to perform duties (1-5 hrs/week) 3. Creative thinking abilities 4. Demonstrates excellent interpersonal and communication skills Duties Include: 1. Collaborates with other board members in the general governance of the affairs of NCAHQ. 2. Participates in the development of the annual budget as well as the ongoing monitoring of resource consumption to ensure financial viability and long-term stability. 3. Participates in the development and ongoing review of the strategic plan as it relates to the overall success of NCAHQ. 4. Shares information with the Board of Directors related to issues or trends in the field of healthcare quality and patient safety. 5. Serves as a mentor to members and is available to any member by phone or email, to answer questions, provide consultation, and respond to concerns. Refers questions to appropriate Board members for follow-up. 6. Other duties as delegated by the President or Board of Directors for the operation of NCAHQ 16