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Regional Management Team Job Description · Serves as middle management of and liaison to the International organization; implements and supports decisions made by the International Board of Directors · Formulates a regional mission statement · Develops and implements a comprehensive strategic plan that includes long-range plans for which each coordinator is responsible · Provides educational programs for all members of the region. · Maintains a viable membership growth and retention program · Ensures that all financial resources of the region are managed in an effective and efficient manner · Appoints a Nominating Committee · Develops and implements plans for recruiting and training successors · Utilizes the educational opportunities provided by International · Maintains effective communications with chapter and Chapter-at-Large members · Evaluates regional events, each other, the effectiveness of the team, and team succession planning · Maintains a supportive and positive working relationship among team members · Defines the specific areas of responsibility for each coordinator and the areas in which coordinators have (shared) joint responsibility · Uses the process of consensus to arrive at team decisions · Supports decisions made by the team · Provides regular, comprehensive reports as requested by International Headquarters
Communications Coordinator – Regional Appointment (odd year) · Receives communications from the International organization and disperses to the region · Maintains internal communication channels among the region, chapters, and individual members · Develops and maintains the regional leadership database · Is responsible for regional Web site and database design, implementation and maintenance, with input from the Marketing Coordinator · Maintains a complete record of regional meetings and activities · Is responsible for recording and preparing minutes of all meetings of the regional management team · Distributes copies of minutes to members of the team, regional chapters, and the Meetings and Corporate Services Department at International Headquarters · In consultation with the RMT, prepares and submits year-end Team Report to the Meetings and Corporate Services Department at International Headquarters by established deadline · In consultation with the RMT, prepares and submits summary of Annual Regional Report to the Meetings & Corporate Services Department at International Headquarters by established deadline · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Directors’ Coordinator - Elected (odd year) · Represents the interests of regional directors on the Regional Management Team · Communicates with directors in her region to assess their needs · Communicates directors’ needs and the needs of their chapters to the Education Coordinator · Provides and facilitates a forum for directors at regional events · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Education Coordinator – International Appointment (even year) · Develops, coordinates, and monitors regional educational programs in conjunction with other coordinators · Plans curriculum for educational events such as seminars and workshops · Works in coordination with Events and Marketing Coordinators on marketing events · Coordinates regional faculty visits to choruses · Maintains five-year education plan document · Implements the chapter revitalization plan for maintaining the integrity of the musical product and administrative process as outlined in the RMT Handbook · Approves chapters and prospective chapters for public performance · Auditions for approval Chapter-at-Large quartets for public performance · Develops faculty or staff to assist in implementing regional educational programs · Appoints an Arrangers Coordinator who administers the program that offers training for aspiring arrangers within the region · Appoints a YWIH Coordinator to educate and inform the musical leaders in each chorus about the YWIH program · Appoints a DCP Coordinator who administers the program within the region · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Events Coordinator – Regional Appointment (even year) · Facilitates the securing of appropriate venues for regional programs and events, including site inspections and negotiation of contracts · Coordinates on-site arrangements for all regional meetings and events, including regional competitions · Serves as or oversees the work of the Chair of the Regional Convention (CRC) as defined in the Guidelines for Regional Convention · Works in coordination with the Marketing and Education Coordinators on marketing events · Oversees registrations for all regional events · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Finance Coordinator – Regional Appointment (odd year) · Ensures that all financial resources of the region are accounted for in an effective and efficient manner · Coordinates the long-range financial plan in conjunction with other team coordinators · Prepares and submits the annual budget for the region · Manages bank accounts and investments and keeps accurate and current records of all financial transactions · Receives all funds paid to the region and issues all payments · Negotiates contracts for equipment and services required by the region · Holds sole authority to sign contracts on behalf of the region · Coordinates projects to raise non-dues income · Presents a report on the region’s financial condition at meetings of the RMT · Prepares an annual financial statement for submission to the Director of Finance and Administration at International Headquarters · Submits accounting records for audit at the close of the fiscal year to a qualified person (or persons) selected by the RMT or for examination or audit at any time as directed by the RMT · Files Annual 990 tax form (United States regions) with the Internal Revenue Service by September 15 for the preceding year ending April 30 · Provides advice and training to chapter treasurers and serves as a resource to chapters with financial questions · Provides financial information necessary to complete application for corporate gifts/grants · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Marketing Coordinator – Regional Appointment (even year) · Develops and provides marketing and public relations programs that promote chapter and regional events, and membership growth and retention · Plans and implements marketing and public relations programs to increase membership growth and retention · Designs and implements plans to market events and products · Works in coordination with the Membership Coordinator on membership growth and retention plans · Works in coordination with the Events and Education Coordinators on marketing events · Works in coordination with the Communications Coordinator on Web site and database design, implementation, and maintenance · Maintains database of media contacts · Writes and distributes press releases and produces media kits · Invites media to regional events and serves as onsite media contact · Initiates media opportunities including on-air interviews and feature stories · Maintains database of advertising contacts · Designs, negotiates, and buys advertising in local media · Sells advertisements in regional publications · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Membership Coordinator – Elected (even year) · Represents the interests of chapter management and membership on the Regional Management Team · • Communicates president/team leader and chapter needs and issues to the Regional Management Team · Provides and facilitates a forum for presidents/team leaders at regional events · Instills in the members of her region an awareness of their relationship to the organization, to the region, and to other choruses · Develops a plan, in conjunction with the Education Coordinator, to teach chapters in revitalization ways to attract new members and retain existing ones · Plans and implements programs in the area of membership growth and retention · Works in coordination with Marketing Coordinator on membership growth and retention plans · Visits and maintains regular contact with chartered chapters to promote membership growth and retention programs · Guides prospective chapters through the Steps Toward Chartering program · Assists chapters in revitalization with growth and retention programs · Develops support staff to assist in planning and implementing programs such as Steps Toward Chartering Membership Recruitment Membership retention Chapters in Revitalization · Appoints a Chapter-at-Large Coordinator to ensure CAL members’ awareness of and inclusion in regional events, programs, and publications · Appoints a Chapter Coordinator to maintain regular contact with chapter presidents/team leaders to assess and communicate chapter needs to the Membership Coordinator · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
Team Coordinator - Regional Appointment (odd year) · Facilitates meetings of the Regional Management Team · Coordinates agenda for Regional Management Team meetings with input from members · Reviews and approves all chapter standing rules · Reviews regional standing rules and job descriptions, and makes recommendations for necessary revisions · Maintains the region’s long-range plan document · Maintains the regional calendar · Develops a support staff to assist in implementing responsibilities such as Chapter standing rules review Regional calendar · Each team member is responsible for: o Maintaining contact with appropriate staff members at International Headquarters o Maintaining comprehensive records and forwarding materials to successor o Training her successor o Appointing staff to assist with the implementation of responsibilities as needed
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