ASQ Executive Committee Job Descriptions
Position Description: Section Chair
Serve as Chief Executive Officer of the section. Oversee all aspects of section management and lead all member leaders. Function as primary contact for regional director and headquarters.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Preside over all Section Leadership Committee (SLC) and member meetings.
- Appoint all standing and additional committee chairs.
- Ensure that the section meets the minimum requirements as requested annually by the Section Affairs Council.
- Work with SLC to set goals/metrics to support the section management process (SMP).
- Ensure that the SLC report on activities performed, status of performance against goals/metric set, etc.
- Participate in quarterly regional conference calls, or appoint other appropriate section member leaders.
- Along with SLC, develop section business plan and budget, including SLC and general membership meetings schedules. It is recommended that sections review the SMP manual for guidance when developing budgets, plans, and section goals.
- Call and attend all SLC meetings. The SLC is required to meet at least once per calendar quarter (in-person or teleconference, web conference, etc.) At the meeting, it is recommended that the following items, at a minimum, be covered:
- Approval of the minutes of last meeting. Minutes are taken by the Secretary.
- Monthly and quarterly financial report from Treasurer.
- Status of any sponsored subsections or student branches.
- Section business plan and status of section projects and activities, including committee reports.
- All officers are responsible for submitting and updating the section officer and committee lists with HQ via the online submission form.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement.
Qualifications
- Must be a Regular, Senior or Fellow Member in good standing affiliated with the Section.
- Preferably will have served as chair-elect or vice chair in the year immediately preceding the term as chair.
- Must have basic knowledge of Society bylaws, policies and procedures, and Section operations.
- Preferably will have some prior experience in budgeting and business planning.
- Must be willing to provide contact information for Society and Section business purposes.
- Must be willing to provide e-mail address to headquarters for communication.
- Must possess leadership, management and organizational skills.
Time Commitment
Approximately 6 to 8 hours per month (outside of Section and executive committee meetings).
Resources
The following resources, and others, can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Section Operating Agreement
- Section Operating Guidelines (SOGs)
- Section Management Process (SMP)
- Section Minimum Requirements (found in SMP manual)
- Section Financial Management information
The following resources can be found on www.asq.org. Sign in as a member.
- Society Bylaws
- Society Organization Manual
- Society Policies and Procedures
- ASQ Volunteer Area (SharePoint site index, membership lists, internet liaison access, online officer entry, find a volunteer)
Position Description: Vice Chair
The vice chair is second in command after the Chair.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- In the absence of the chair, shall perform all duties of the chair and be vested with all the powers of the chair.
- Shall succeed to the position of chair if that position is vacated.
- Along with the chair, this position ensures that SMP Section Basics requirements have been met and that proper planning, implementation, and assessing occurs.
- Along with the chair, the vice chair should work with the section executive committee to set goals/metrics that to support the section management process.
- Along with the chair, the vice chair should ensure that the section executive committee report on activities performed, status of performance against goals/metrics, etc.
- Shall develop short-range goals and the processes necessary to implement the plans, as well as assisting the chair in general administrative duties.
- Perform specific duties as assigned by the chair and/or the section executive committee.
- Attend all section executive committee meetings and general membership meetings.
- All officers are responsible for submitting and updating the section officer and committee lists with HQ via the online submission form.
- Uphold ASQ and section bylaws and policies & procedures.
Qualifications
- Must be an ASQ member in good standing.
- Have basic knowledge of Society’s and section’s operations, bylaws, and policies and procedures.
- Preferably will have some prior experience in budgeting and business planning.
- Be willing to provide contact information for section business purposes.
- Be willing to provide email address as Society communication with volunteers is primarily electronic.
- Be willing to succeed to position of chair if that position is vacated.
- Preferably will have leadership, managerial, and organizational skills.
Time Commitment
Approximately 6 to 8 hours per month (outside of Section and executive committee meetings).
Related Documents
Position Description: Treasurer
Oversee Section funds; maintain accurate Section financial records; and report on financial condition of the Section at times directed by the bylaws and policies and procedures.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management processes as they relate to Section financial responsibilities.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for Section financial responsibilities.
- Maintain the Section finances; make and record deposits and retain custody of all funds belonging to the Section; authorize dispensing of Section funds for eligible expenses.
- Develop the Section budget with the SLC; monitor the Section budget and maintain accurate records of all receipts, bills, and disbursements.
- Maintain current financial records for any subSections and/or student branches sponsored by the Section.
- Attend all SLC meetings and general membership meetings.
- Provide SLC with monthly and quarterly treasury reports.
- Submit quarterly financial reports to the Society.
- U.S. SECTIONS ONLY. Submit the previous calendar year's information for the 1099 tax form to Headquarters Accounting Department by January.
- Prepare Section annual report, coordinate audit of the report and submit to the Society by August 15. Note: due to the timing, the annual report submitted each year is for the previous treasurer's term. For this reason, it is essential to develop a succession plan and keep excellent records that can be passed on to the incoming treasurer. If possible, the previous treasurer may offer assistance to the current treasurer in the annual preparation of the financial report.
- All officers are responsible for submitting and updating the Section officer and committee lists with Society headquarters via an online submission form.
- Uphold Society Bylaws, Policies and Procedures, and the Section Operating Agreement.
Qualifications
- Must be a Regular, Senior or Fellow Member in good standing.
- Preferably will have been a participant in Section committee activities.
- Should have an understanding of budgeting and a basic understanding of accounting principles.
- Knowledge of financial/spreadsheet software helpful.
- Must be willing to provide an e-mail address to headquarters for communication.
Time Commitment
Approximately 4 to 6 hours per month (outside of Section and executive committee meetings)
Resources
The following resources, and others, can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Financial Management information
- Section Management Process (SMP)
- Section Minimum Requirements (found in SMP manual)
The following resources can be found on www.asq.org. Sign in as a member.
- Society Bylaws
- Society Organization Manual
- Society Policies and Procedures
- F6: Financial Reporting by Society Units
- S4: (Section)Treasurer & Auditing Committee Guidelines
- ASQ Volunteer Area (SharePoint site index, membership lists, internet liaison access, online officer entry, find a volunteer)
Position Description: Secretary
Document section business and maintain records of the section and serve as the official correspondent of the section.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management process, as related to the documentation of section records and correspondence.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for the documentation of section records and correspondence.
- Ensure that meeting notices are provided to members in a timely manner.
- Attend all SLC and regular member meetings.
- Record all SLC meetings. Maintain careful and authentic records of the proceedings of all business meetings of the Section. These are the legal records of the Section. (Minutes can be stored on Section's SharePoint site and permanently archived at the ASQ Archives.
- At each meeting, read the minutes of the previous meeting for approval. (An alternative is to provide the minutes of each meeting with the notice of the upcoming meeting and accept approvals or corrections at the meeting.)
- Provide minutes of any meeting to members upon request.
- Have available, at any meeting, copies of past minutes, the Section Operating Agreement (SOA) and parliamentary reference (Robert's Rules of Order).
- Prepare agenda showing exact order of business to be conducted, including business carried over from any previous meeting.
- Update Section policies and procedures from amendments captured in minutes; ensure that proper procedure is followed in any amendment process. Ensure alignment of Section policies with Society bylaws, policies and procedures, and the SOA. Maintain current copy of SOA as provided by ASQ headquarters.
- Serve as primary correspondent for the Section: Sign any documents representing official acts, orders or proceedings along with the Society President; direct printing and mailing of notices, ballots and other information provided to members.
- All officers are responsible for submitting and updating the Section officer and committee lists with headquarters via the online submission form.
- Uphold Society Bylaws, Policies and Procedures, and SOA.
Qualifications
- Must be a Regular, Senior or Fellow Member in good standing affiliated with the section.
- Preferably will have been a participant in Section committee activities.
- Preferably will have strong writing and word-processing skills.
- Must be willing to provide an e-mail address to headquarters for communication.
Time Commitment
Approximately 3 to 4 hours per month (outside of section and executive committee meetings).
The following resources, and others, can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Section Operating Agreement
- Section Operating Guidelines (SOGs)
- Section Management Process (SMP)
- Section Minimum Requirements (found in SMP manual)
- Secretary guides for agendas, motions, minutes, and record retention
The following resources can be found on www.asq.org. Sign in as a member.
- Society Bylaws
- Society Organization Manual
- Society Policies and Procedures
- ASQ Volunteer Area (SharePoint site index, membership lists, internet liaison access, online officer entry, find a volunteer)
Position Description: Nominating Chair
Identifies and nominates, with the nominating committee, qualified individuals for the minimally required elected positions as listed in the Division management agreement or the Section operating agreement. Individual Section or Division policies will determine if other positions are necessary, i.e. vice chair(s).
It's also recommended that the nominating committee chair assist with nominations for regional director or national director representing Divisions
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Upon appointment by the Chair, and concurrence by the Division or Section Leadership Committee, review the nomination and election requirements found in the Section Operating Agreement or Division Management Agreement.
- Review or establish policy for any part of the nomination and election process not described by Society requirements.
- Work with the nominating committee on the following:
- Identify at least one potential candidate for each elected position as required by the Society and any applicable Division or Section policies.
- Contact potential candidates and confirm willingness to serve, if elected.
- Ensure that a call for nominations from the general Division or Section membership is made at least 30 days prior to the presentation of nominees. Nominations above and beyond those presented by the Nominating Committee require a petition signed by 10 members to be placed on the ballot.
Qualifications
- Must be an ASQ member affiliated with this Division or Section.
- It is recommended that the immediate past Chair of the Division or Section hold this position or be a member of the committee.
Time Commitment
Approximately six hours per year.
Resources
The following resources can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Section Operating Agreement
- Section position descriptions
Position Description: Audit Chair
The Audit Chair coordinates and manages the audit of Section financial information as determined by Society policies and procedures.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management process as it relates to auditing responsibilities.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for auditing responsibilities.
- Work with Section treasurer to audit Section books on a quarterly basis.
- Work with Section treasurer to audit Section books at the end of the fiscal year, including financial records and accounts, receipts and disbursements etc.
- Recommend necessary improvements to internal control elements.
- Assist with preparation of budget estimates for the next fiscal year.
- Request required materials from the Section Chair or Treasurer and reconcile records.
- In July coordinate audit of the records with the Section Treasurer. The financial reports are due to headquarters by August 15. (The new Audit Chair coordinates the audit of the previous fiscal year.)
- From March to May begin mentoring and working with the incoming Auditing Chair.
- Attend SLC and general membership meetings.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement.
Qualifications
- Must be an ASQ member affiliated with the Section.
- Preferably will have been a participant in Section committee activities.
- Only basic understanding of budgeting and accounting principles.
Time Commitment
Approximately 2 to 3 hours per month (outside of Section and executive committee meetings).
Resources
The following resources can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Financial Management information
The following resources can be found on www.asq.org. Sign in as a member.
- Society Bylaws
- Society Policies and Procedures
- F6: Financial Reporting by Society Units
- S4: (Section)Treasurer & Auditing Committee Guidelines
Position Description: Membership Chair
The Membership Chair is responsible for Section recruitment and retention efforts.
Term
One year: July 1 to June 30
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management process as it relates to member recruitment and retention.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for member recruitment and retention.
- Be the Section advocate for member value, satisfaction and loyalty.
- Work with SLC to obtain necessary information regarding member demographics and expectations to recommend appropriate programs and services.
- Download membership information monthly, or request data from appropriate Section volunteer.
- Develop and implement, or maintain, Section welcome program for communicating with new members and introducing them to the Section and its programs and services.
- Ensure that all members are being communicated to regularly and in accordance with their preferences.
- Develop and implement, or maintain, Section program for following up with unpaid members to encourage them to renew their ASQ membership and to continue accessing Section programs and services.
- Develop and implement, or maintain, Section recruitment program. Promote Section participation in the Society member-get-a-member program (Each One Reach One).
- Attend SLC meetings and general membership meetings.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement.
Qualifications
- Must be an ASQ member in good standing.
- Preferably will have served as a committee chair or other position within the Section.
- Knowledge and experience in market research and promotions is helpful.
- Preferably will have strong written and verbal communication skills.
Time Commitment
Approximately 3 hours per month (outside of Section and executive committee meeting minutes).
Resources
The following resources, and others, can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Section Operating Agreement
- Section Operating Guidelines (SOGs)
- Section Management Process (SMP)
- Section Minimum Requirements (found in SMP manual)
- Marketing and Communication resources
The following resources can be found on www.asq.org. Sign in as a member.
- Society Bylaws
- Society Organization Manual
- Society Policies and Procedures
- ASQ Volunteer Area (SharePoint site index, membership lists, internet liaison access, online officer entry, find a volunteer)
Position Description: Programs Chair
Responsible for planning and implementing programs and activities of the member unit
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Member Unit Leadership Council to set goals/metrics to support the member unit's management process as they relate to programs and activities development.
- Communicate/report to the Member Unit Leadership Council activities performed, status of performance against. goals/metric set, etc. for member unit program and activities development.
- Determine focus of member unit events and programs.
- Solicit speakers to match topics.
- Work with arrangements chair, if applicable, to coordinate speaker needs.
- Work with newsletter editor to publish events in a timely manner.
- Attend Member Unit Leadership Council meetings and general membership meetings.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement or Division Management Agreement.
Qualifications
- Must be an ASQ member in good standing.
- Should possess strong organization, delegation, and communication skills.
- Preferably will have understanding of needs assessment tools.
- Preferably will have some event planning experience.
Time Commitment
Approximately 3 hours per month (outside of member unit and executive committee meetings).
Related Documents
Position Description: Newsletter Editor
Ensure that Section members receive an informative newsletter on a consistent and timely basis by coordinating the content, publication and mailing of the Section newsletter in a manner consistent with the member's preferences for communication.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management process as they relate to the Section newsletter.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for the Section newsletter.
- Establish goals and objectives for the Section newsletter, including providing the newsletter in a variety of formats to accommodate member preferences for receiving information from their Section.
- Prepare and submit budget for newsletter to Section treasurer.
- Establish and adhere to a publication calendar for the Section newsletter and share this information with other volunteers who will need to submit content throughout the year.
- Coordinate printing and mailing. Be knowledgeable of bulk-mail postage options for the Section and allow sufficient delivery time for each newsletter to ensure content is always timely.
- Seek regular contributors and develop reliable sources of information to include in each issue.
- Design, layout, and edit each newsletter, adhering to ASQ logo guidelines.
- Ensure that the current membership list is used for each mailing and filter the data according to member preferences for communication.
- Attend SLC meetings and regular membership meetings.
- Uphold ASQ and Section bylaws and policies and procedures.
- Uphold Society bylaws, policies and procedures, and Section operating agreement.
Qualifications
- Must be an ASQ member in good standing.
- Preferably will have been a participant in Section committee activities.
- Should be creative and possess excellent communication skills.
- Newsletter layout and design experience is helpful.
- Access to a computer and applicable software is essential.
Time Commitment
Approximately 3 to 4 hours per month (outside of Section and SLC meetings).
Related Documents
Position Description: Internet Liaison/Web Chair
Develop and maintain a continuous reliable source for Section information via the Internet.
Term
One year: July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee (SLC) to set goals/metrics to support the Section's management process as it relates to the Section's internet presence.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for the Section's internet presence.
- Maintain Section's mini web page on www.asq.org, including all information and links to any external Section website. (The URL to the mini web page is http://groups.asq.org/XXXX where XXXX = your Section number.)
- Provide current and relevant information about the Section, such as history, mission (should include the Society mission statement), goals, membership benefits, Section events and activities, and reliable contact information for key Section volunteers, etc.
- Be available and knowledgeable of www.asq.org to answer questions and provide support to Section members and other volunteers who need assistance.
- Educate members on the features and information available on www.asq.org to encourage utilization of the website.
- Adhere to established copyright laws.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement.
Qualifications
- Must be an ASQ member in good standing.
- Must have access to a computer and the Internet.
- No knowledge of html is required if the Section's only web presence is through the mini web page on www.asq.org .
- Preferably, should be proficient with web browsers, the Internet and associated software applications.
- Preferably will have strong writing skills if preparing Section content for the web.
Time Commitment
Approximately 2 to 6 hours per month (outside of Section and SLC meetings).
Related Documents
Position Description: Education Chair
Plans and implements educational programs for the Section such as conferences and/or special seminars.
Term
One year. July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Leadership Committee to set goals/metrics to support the Section's management process as they relate to education.
- Communicate/report to the Section Leadership Committee activities performed, status of performance against goals/metric set, etc. for education.
- Create and implement plan to address educational issues of the Section, or enhance previous Education Chair’s plan.
- Arrange and determine format, presenters, resources, objectives, teaching methods and materials for educational events.
- Prepare MOUs for any co-sponsored educational programs and obtain approval from headquarters.
- Evaluate results from all educational events and present to Section Leadership Committee.
- Inform section members of courses offered by ASQ headquarters.
- Work with section recertification chair to determine certification course needs of the section.
- Share certification exam results with certification chair, section chair and other interested volunteers.
- Attend section Leadership Committee and regular membership meetings.
- Uphold ASQ and section bylaws and policies & procedures.
Qualifications
- Must be an ASQ member in good standing.
- Preferably will have been a participant in section committee activities.
- Should possess excellent communication skills and the ability to develop relationships with others.
Time Commitment
Approximately 3 – 4 hours per month (outside of section and Leadership Committee meetings).
Related Documents
Position Description: Recertification Chair
Coordinate and manage section activities related to ASQ’s recertification program. Help section members with the recertification process.
Term
One year. July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Executive Committee to set goals/metrics to support the Section's management process as they relate to recertification.
- Communicate/report to the Section Executive Committee activities performed, status of performance against goals/metric set, etc. for recertification.
- Evaluate applications for recertification and validate areas of professional activity.
- Ensure timely submission of information to ASQ headquarters.
- Maintain contact with applicants to communicate status of their application.
- Provide timely information related to the submission of recertification application/journals to the newsletter editor.
- Attend section executive committee meetings and general membership meetings.
- Uphold ASQ and section bylaws and policies & procedures.
Qualifications
- Must be an ASQ member in good standing.
- Must hold one of ASQ’s certification.
- Should possess strong organization skills.
Time Commitment
Approximately 2 – 4 hours per month (outside of section and executive committee meetings). The recertification deadlines are June 30 and December 31 annually; the busiest months are generally May/June and November/December.
Related Documents
Position Description: Arrangements Chair
Oversees arrangements for all regular meetings of the section and other special programs and conferences as assigned by the Section Leadership Committee or other committee chairs.
Term
One year. July 1 to June 30.
Specific Duties and Responsibilities
- Work with SLC to set goals/metrics to support the section's management process as they relate to events arrangements.
- Communicate/report to the SLC activities performed, status of performance against goals/metric set, etc. for events arrangements.
- Arrange all meeting facilities including hotel, seating, room size, etc.
- Establish menu, negotiate fees, provide newsletter editor with location and menu information, and arrange for speaker equipment.
- Submit budget to treasurer for fiscal year.
- Attend SLC and general membership meetings.
- Uphold Society Bylaws, Policies and Procedures, and Section Operating Agreement.
Qualifications
- Must be an ASQ member in good standing.
- Strong organization, communication, and negotiation skills.
Time Commitment
Approximately 2 – 3 hours per month (outside of section and executive committee meetings).
Resources
The following resources, and others, can be found in the Section Volunteer Community at http://asqgroups.asq.org/sectionvolunteercommunity
- Section Operating Guidelines (SOG 4: Co-sponsorships, Joint Ventures, and MOUs)
- Events Planning information
The following resources can be found on www.asq.org. Sign in as a member.
- Society Policies and Procedures (A20: Conference Scheduling Policy; G41: Society Involvement with Other Organizations and Use of Logo; G42: Joint Activities of Society and Member Units)
- ASQ Volunteer Area (SharePoint site index, membership lists, internet liaison access, online officer entry, find a volunteer)
Position Description: Publicity Chair
Ensure that section meetings and programs are publicized through a variety of media outlets reaching the membership and local community in a timely manner.
Term
One year. July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Executive Committee to set goals/metrics to support the Section's management process as they relate to section publicity.
- Communicate/report to the Section Executive Committee activities performed, status of performance against goals/metric set, etc. for section publicity.
- Communicate all section events to:
- Local newspapers
- Local radio stations
- Local television community calendars
- Section newsletter
- Section website
- ASQ master calendar
- Quality Progress
- ASQwire (for larger conferences with a wide regional appeal expecting 200 or more attendees)
- Quality Advocate
- Attend section executive committee meetings and regular membership meetings.
- Uphold ASQ and section bylaws and policies and procedures.
Qualifications
- Must be an ASQ member in good standing.
- Should possess strong writing skills.
- Preferably will have some experience working with the media.
Time Commitment
Approximately 2 hours per month (outside of section and executive committee meetings).
Related Documents
Position Description: Placement Chair
Coordinate the section’s job placement program to facilitate access to professional opportunities for your section members and assist area companies with recruiting quality professionals.
Term
One year. July 1 to June 30.
Specific Duties and Responsibilities
- Work with Section Executive Committee to set goals/metrics to support the Section's management process as they relate to placement services.
- Communicate/report to the Section Executive Committee activities performed, status of performance against goals/metric set, etc. for placement services.
- Serve all section members who are out of work and/or seeking employment.
- Be knowledgeable of Society Career Services program (found on ASQNet) to assist section members and companies interested in expanding their employment or recruiting search.
- Establish and/or maintain section placement program and promote to members and area businesses to attract job seekers and recruiters.
- Be an advocate and confidential source of employment information for all members seeking employment and hiring personnel seeking employees.
- Work closely with Newsletter Editor and Internet Liaison to establish deadlines for publicizing placement content in newsletter and on the web.
- Attend all section executive committee meetings and regular membership meetings.
- Uphold ASQ and section bylaws and policies and procedures
Qualifications
- Must be an ASQ member in good standing.
- Should possess excellent people skills.
Time Commitment
Approximately 2 – 3 hours per month (outside of section and executive committee meetings).
Related Documents