New Jersey Leadership

General Description:

The President is the chapter’s chief operating officer and generally responsible for managing all chapter activities and for the overall operation of the chapter. He/She shall work to ensure member needs are addressed and that a high-quality level of activity is maintained.

Term:

One Year

Time Commitment:

180 hours/year average or 15 hours/month average

Goals, Objectives and Responsibilities:

• Preside at all board meetings and report pertinent information to the membership.
• Plan and coordinate the chapter’s strategic planning process by conducting a Mini-Leadership Training Conference before June 15th.     
• Oversee development of goals and objectives of the chapter and each committee in conjunction with the Board of Directors and Committee members.
• Oversee Davis Chapter Management System (DCMS) for chapter. Refer to Davis Chapter Management System for details:
  • Report Annual Operating Budget by August 1^st
  • Report Chapter Success Plan to the Regional Executive by August 1
  • Report Education Program Plan by July 1st
• Monitor and report to the Board on a regular basis as to the status of the Chapter Success Plan .
• Oversee the operation and maintenance of chapter website.
• Oversee the chapter’s awards and recognition program.
• Oversee publication of quarterly Chapter Newsletter, the Garden State Focus.
• Review overall chapter organizational structure, policy and procedures and job descriptions and update if necessary, in Policy and Procedure Manual. 
• Act as the chapter liaison with the HFMA Region, Regional Executive, National board members, and other related healthcare organizations.
• Hold at least 4 Board meetings (National’s requirement) during the year.
• Review and revise the chapter bylaws as necessary. Submit related chapter verification form prior to July 1st.
• Make every effort to attend as many applicable meetings as possible and participate in National conference calls and webinars applicable to Board Officers:
  • Chapter In-person Education sessions, the Volunteer Leadership Meeting, the Annual Conference and other National meetings as required. 
  • Chapter networking functions.
  • New member breakfast meetings as scheduled. 
  • Represent chapter at Region III Educational Events.  
• Ensure that all National policies and requirements and chapter policies are followed including the maintenance of all records in accordance with National and 990 reporting requirements as well as chapter and National record retention requirements.
• Coordinate as appropriate with the Chapter Administrator to ensure an orderly flow of information and timely completion of tasks.
• Refer to Planning Calendar and Resource Guide for details on National deadlines and additional resources.

General Description:

The President-Elect shall provide support and assistance to the operation of the chapter. The President-Elect acts in the capacity of the President when the President is unable to be present. The President-Elect is delegated responsibility by the President at his/her discretion. The President-Elect is responsible for securing rooms, food and AV for all chapter in-person meetings and all other meetings at the designated chapter hotel facility, providing assistance and guidance to committees in coordinating other meetings, negotiating fees with the designated hotel facility, maintaining the chapter calendar and oversight of the annual Success Award development and submission process. The President-Elect is also responsible for attending Board meetings. 

Term:

One Year

Time Commitment:

120 hours/year average or 10 hours/month average

Goals, Objectives and Responsibilities:

1. Coordinate all activities, including room, food and AV requirements, planned for the chapter designated hotel facility, acting as liaison between the chapter and the hotel.
2. Ensure that all chapter policies and procedures are followed with regard to reserving dates and securing facilities for chapter events (i.e. Event Date Reservation Form).
3. Negotiate fees for all activities at chapter designated hotel.
4. Provide guidance and assistance to committees for events planned outside of the designated hotel facility.
5. In conjunction with the Chapter Administrator, review and approve all promotional materials for chapter events.
6. Populate and maintain the Chapter calendar.
7. Coordinate succession planning for committee chairs and co-chairs, through the Board Liaisons, with a target of identifying individual for all applicable roles by April 1st.
8. Provide a Chapter Leadership Roster to HFMA National listing the slate of officers, directors, committee chairpersons and members for the upcoming chapter year by March 1st.
9. Provide tentative meeting schedule to the Board and to National with proposed dates and topics by July 1st.
10. Oversee the development of the chapter Success Plan and complete and distribute to the Board by June 1st. 
11. Conduct an annual Committee Chair survey
12. Ensure that all National requirements and deadlines are met for the upcoming chapter year.
13. Oversee the annual Success Award identification and submission process. 
14. Make every effort to attend as many applicable meetings as possible and participate in National conference calls and webinars applicable to Board Officers:
    • Chapter In-person Education sessions, the Volunteer Leadership Meeting, the Annual Conference and other National meetings as required
    • Chapter networking functions.
15. Attend all meetings that the President is unable to attend as his/her proxy, as necessary.
16. Maintain all records in accordance with National reporting requirements as well as chapter and National record retention requirements.
17. Coordinate as appropriate with the Chapter Administrator to ensure an orderly flow of information and timely completion of tasks.
18. Refer to Davis Chapter Management System and Planning Calendar and Resource Guide for details on National deadlines and additional resources.

General Description:

The Secretary is responsible for maintaining all chapter records of meetings and communicating that data to the appropriate members and other interested individuals. The Secretary is also responsible for attending Board meetings, maintaining all Board Meeting minutes and the timely submission of all Davis Chapter Management System (DCMS) requirements.

Term:

One Year

Time Commitment:

120 hours/year average or 10 hours/month average

Goals, Objectives and Responsibilities:

1. Attend Board meetings and develop, distribute and maintain Board minutes in a timely manner.
2. Attend and record the proceedings of the Chapter strategic planning session.
3. Attend and record the proceedings for Chapter LTC session.
4. Serve as DCMS Chapter Representative and assist with the submission of the education plan by July 1.
5. Make every effort to attend as many applicable meetings as possible and participate in Association conference calls and webinars applicable to Board Officers:
   • Chapter Education sessions, the Annual Institute and other Association meetings as required.
   • Chapter networking functions.
6. Maintain all records in accordance with National reporting requirements as well as chapter and Association record retention requirements.
7. Coordinate as appropriate with the Chapter Administrator to ensure an orderly flow of information and timely completion of tasks.
8. Refer to, and comply with, the Davis Chapter Management System and Planning Calendar with regard to details on Association deadlines and additional resources.

General Description:

The Treasurer is responsible for overseeing the financial management of the Chapter. The Assistant Treasurer is responsible for the recording of Chapter financial information, under the direction of the Treasurer.  Treasury activities include assisting with the development of an annual budget, maintaining control and accountability over revenues and expenditures and financial reporting to the Board. The Treasurer is responsible for the safekeeping, recording, and disbursement of all chapter funds in accordance with established fiscal policy, Board direction, and the annual operating budget. The Treasurer is also responsible for attending Board meetings and for reporting all requested financial information to the Association in accordance with the requirements contained in the Davis Chapter Management System (DCMS).

Term:

One Year

Time Commitment:

120 hours/year average or 10 hours/month average

Goals, Objectives and Responsibilities:

1. Keep the Chapter Board of Directors informed of current financial position.
2. Assist President-Elect in developing a budget of revenues and expenses for the upcoming Chapter year to be presented at May Board meeting for approval.
3. Enter annual operating budget in QuickBooks by August 1st. 
4. Assure that appropriate information is submitted to the Association as required by DCMS for reporting on a timely basis.
5. Oversee financial review/audit to test and validate fiscal integrity and operating guidelines to prepare for completion of IRS Form 990 which is due by August 1st.
6. Coordinate activities of the Assistant Treasurer to maintain records in accordance with generally accepted accounting principles and as required, utilizing QuickBooks as provided by the Association. Coordinate and clarify financial reporting with the Association, as required.
7. Maintain and/or establish clear financial policies and procedures and chart of accounts.
8. Maintain a chapter checking account and obtain appropriate signature cards and resolutions in appropriate institution per chapter policy.
9. Issue all checks for budgeted expenditures and/or any exceptions approved by the Board on a timely basis.
10. Assure that all expenditures are approved and verified prior to payment in accordance with Chapter Policies B03 and B04.
11. Assure that all receipts and disbursements are recorded consistent with the appropriate accounting conventions currently in practice.
12. Assure that all deposits are made in full, with appropriate back-up and receipt.
13. Offer appropriate assistance and support to the annual review/audit process.
14. Prepare and deliver a Financial Report for the prior month, including financial statements, at each Board of Directors meeting.
15. Maintain chapter certificates of deposit or other investment vehicles and reinvest as directed by the Board of Directors, transferring funds in accordance with best practices.
16. Advise the Board as to appropriate investment options as excess funds become available.
17. Obtain appropriate information from, and prepare 1099s for, any speaker whose fee exceeds the amount per the IRS Rules.
18. Work with designated payroll company to ensure proper payment to Chapter Administrator and proper payment of all required taxes.
19. Make every effort to attend as many applicable meetings as possible and participate in Association conference calls and webinars applicable to Board Officers:
    • Chapter in-person education sessions, the Annual Institute and other National meetings as required.
    • Chapter networking functions.
20. Coordinate as appropriate with the Chapter Administrator and Assistant Treasurer to ensure an orderly flow of information and timely completion of tasks.
21. Maintain all records in accordance with the Association’s and 990 reporting requirements as well as Chapter and Association record retention requirements.
22. Deliver all accounting records in appropriate, balanced order to the incoming Treasurer.
23. Refer to the Davis Chapter Management System (DCMS) and the Planning Calendar for details on chapter requirements and additional resources.

General Description:

The Assistant Treasurer is responsible for assisting the Treasurer with overseeing the financial management of the Chapter. The Assistant Treasurer shall help the Treasurer coordinate the development of an annual budget and maintain control and accountability over revenues and expenditures. In this capacity the Assistant Treasurer shall assist in reporting all requested financial information to the Association in accordance with the requirements contained in the Davis Chapter Management System (DCMS) and attend Board of Director meetings and shall report all requested financial information to the Board of Directors in the absence of the Treasurer.

Term:

Three Years

Time Commitment:

120 hours/year average or 10 hours/month average

Goals, Objectives and Responsibilities:

1. Assist Treasurer and President-Elect in developing a budget of revenues and expenses for the upcoming Chapter year to be presented at May Board meeting for approval.
2. Assist in entering annual operating budget in QuickBooks by August 1st. 
3. Assure that appropriate information is submitted to the Association as required by DCMS for reporting on a timely basis.
4. Assist with financial review/audit to test and validate fiscal integrity and operating guidelines to prepare for completion of IRS Form 990 which is due by August 1st.
5. Maintain records in accordance with generally accepted accounting principles and as required, utilizing QuickBooks as provided by the Association.
6. Assure that all receipts and disbursements are recorded consistent with the appropriate accounting conventions currently in practice.
7. Assist in the preparation of the Financial Report for the prior month, including financial statements.
8. Maintain all records in accordance with the Association’s and 990 reporting requirements as well as Chapter and Association record retention requirements.
9. Refer to the Davis Chapter Management System (DCMS) and the Planning Calendar for details on chapter requirements and additional resources.

General Description:

The Chapter Administrator is responsible for supporting the general operations of the Chapter. Primary activities include all forms of member communications, Chapter publications including the Garden State Focus and the weekly Pulse email, Treasurer support functions, event facilitation, support of the President and Board in fulfilling their responsibilities, assistance in meeting National HFMA requirements/deadlines and Chapter website update and maintenance. The Administrator reports to the President of the Chapter and communicates regularly with the President, the Board and Committee Chairs in order to meet the goals and objectives of the Chapter.

Term:

Annual

Time Commitment:

900 hours/year average or 75 hours/month average.

Goals, Objectives and Responsibilities:

1. Quarterly Meetings and Educational Sessions     
   • Receive registrations via mail, in-person, and online through web site.
   • Download a meeting registration listing to include the following information: name, title, organization, member status, payment method, check number, any credit or amount due. 
   • Obtain and track payments based on payment methodology. 
   • Create name badges for meeting attendees and speakers (In-person Meetings only unless otherwise directed).
   • Ensure that CPE forms and sign-in sheets are available for the meetings (consistent with information from meetings planners and CPE contact).
   • Oversee the registration desk for Quarterly Meetings. (A designated member of the Education Committee oversees registrations for other educational sessions.)
   • Maintain a receivable list of amounts unpaid.
     1. Send invoices to attendees whose payments have not been received.
     2. Send follow-ups as necessary.
     3. Track payments not received and report to Treasure appropriately.
   • Deposit payments in accordance with current practice.
   • Maintain completed CPE sign-in sheets, agendas, and attendee lists. Scan and forward sign-ins and copies of speaker presentations to CPE Coordinator for CPE files.
2. Notifications to Chapter Membership
   • Download an updated Chapter membership database from National on a monthly basis for mailing/emailing purposes.
   • Develop and email the weekly Pulse email newsletter to the membership.
   • Review event fliers in conjunction with the responsible committee and President-Elect, for finalization.
   • Obtain final event fliers from responsible committee and submit fliers to the Association for posting through their online form.
   • Send individual event notifications to membership via email on an as-needed basis.
3. Treasury Functions
   • Prepare and make all bank deposits.
   • Assist the Treasurer in ensuring that all invoices have the appropriate approvals for payment.
   • Compile and annotate all receipts for the monthly American Express bill, forwarding all documentation and bill to the Treasurer for payment.
   • Monitor the Chapter’s usage of the conference call lines.
   • Serve as the Chapter’s “Card Administrator” with American Express, initiating all new credit cards for the incoming officers, and deactivating those of the outgoing officers.
4. Annual Founders Points Update
   • Send out notification to entire membership notifying of timeframes for review and update of their Founders records.
   • Receive updates to Founders Point records from members wishing to make corrections to their records.
   • Process the updates into the online National database.
   • Ensure the update is completed by the date established by National.
   • Review and approve the Founders Awards listing produced by National as a result of the update. Resolve any discrepancies.
   • Coordinate the identification of Medal of Honor eligible members, forwarding list to the President for a Board vote.
5. Communications Committee/Focus Magazine
   • Attend monthly Communications Committee meetings.
   • Send email notifications to members of the Communications Committee as necessary.
   • Prepare Editorial Calendar for Communications Committee meetings.
   • Handle all administrative duties for the Garden State FOCUS Magazine.
   • Contact potential authors for articles as requested by Editor.
     1. Follow up with potential authors to ensure that all articles are received by the issue deadlines for publication.
     2. Obtain reprint permission for articles as necessary.
     3. Request and obtain any Committee updates for publication as requested by the Editor.
   • Compile regular magazine features.
     1. Submit the Mark your Calendar dates for publication.
     2. Submit the listings of new members for publication.
     3. Compile and submit Job Bank Summary page.
     4. Obtain from the Chapter President, The President’s View and the Editor’s Letter from the Editor.
   • Act as liaison with the printer.
     1. Coordinate the proofing process.
        • Combine edits from all parties that receive first drafts and submit revisions back to the printer in the master book.
        • Review and approve all proof copies received.
     2. Compile all articles and materials for each issue. Forward electronic documents to the printer.
   • Send courtesy copies of the Focus to all authors as necessary.
   • Maintain a library of past issues of the FOCUS.
   • Other duties as assigned by Editor.
6. Advertising
   • Send renewal notices to advertisers two (2) months prior to their expiring issue.
     • Follow up as necessary until a renewal decision is obtained from advertisers.
   • Send advertising packets to potential advertisers as requested/directed.
   • Maintain a file on each advertiser to include a completed registration form, contact notes, and copies of all advertisements printed.
   • Maintain Advertising Receivable
     • Issue renewal invoices.
     • Send follow-up notices as needed.
     • Maintain Spreadsheet showing advertising revenue by issue.
     • Communicate receivable to Treasurer.
7. Chapter Website
   • Assist in the maintenance and update of the Chapter’s website in accordance with Chapter policy.
     • Act as liaison between Communications Committee Chairs/webmaster and President/Officers.
     • Provide updates for upcoming events and other time-sensitive information to webmaster.
     • Coordinate other website updates.
   • Ensure Job Bank ads are current, and new ads are posted within five (5) working days of receipt. Include notification of new postings in the weekly Pulse email.
   • Obtain annually updated data and provide to webmaster.
     • Photos of Committee Chairs, Directors and Officers.
     • Biographies for above, as appropriate.
     • Committee information including objectives and membership.
8. New Jersey Chapter Member Database
   • Communicate with members regarding maintaining and updating their demographic and employment data in the National database.
   • Attempt to locate members when mail returns are received.
     • Encourage members to update their membership information on the National database.
9. Annual Golf Outing
   • Send notices and reminders to the membership via email blasts and the weekly Pulse.
   • Process registrations as received.
   • Collect money for sponsorships and registrations.
     1. Deposit funds
     2. Report financial information to the Treasurer.
   • Assist in arrangements with the Country Club.
   • Assist in soliciting event sponsors.
   • Assist in registrations at the Golf Outing.
     1. Prepare the registration table brochures.
     2. Coordinate giveaways.
10. Assistance to Chapter President/Board
    • Order the Founders Awards and Medal of Honor Awards as determined by the Board.
    • Order copies and assist with distribution of other National awards for appropriate individuals.
    • Handle the booking, organization and set-up of the facility retained for the Chapter’s annual Leadership Retreat.
    • Assist in the coordination and submission of Success Award applications by the National deadline. 
    • Assist other Committees, including Institute, with various projects, as requested.
11. Other Duties
    • Maintain the Chapter Post Office Box.
      1. Check box for correspondence as necessary.
      2. Forward any documents received to the appropriate person.
    • Obtain office supplies as needed for the Chapter.
    • Respond to member correspondence, phone calls and email inquiries, researching as necessary.
    • Other duties as requested.

General Description:

The Chapter Program Chair is responsible for overseeing the educational planning and efforts of the Chapter. This includes the monitoring of the individual committees responsible for the development and implementation of Forum meetings as well as the Education Committee with regard to both in-person and virtual education sessions for the Chapter. 

The Program Chair shall be appointed by the President.

The Education Committee is responsible for planning and coordinating all Chapter educational sessions, including speakers, attendee registration, and meeting follow-up. The Committee will include a Chairperson and at least ten (10) other committee members. 

The Program Committee Chair is expected to work closely with other Chapter Forums/Committees in soliciting ideas and developing programming. Other committees are expected to cooperate to the fullest extent in achieving the education goals of the Chapter. The Program Chair has responsibility for coordinating all educational efforts and facilitating communication across affected committees.

Term:

One Year or as appointed.

Time Commitment:

120 hours/year average or 10 hours/month average

Goals, Objectives and Responsibilities:

1. Coordinate the Education Committee, provide a tentative annual educational schedule to the Board with proposed dates and topics no later than the regularly scheduled May Board meeting of each year.
2. Establish overall Chapter educational goals, under the direction of the Board, coordinating with the various Forums/Committees to meet the members’ needs and educational hour targets. 
3. Participate in the planning for the Annual Institute, including but not limited to requesting speaker abstracts, choosing speakers for the event, acting as liaison between the Institute Committee and the chosen speakers, establishing the agenda for the event, soliciting feedback from attendees and acting as liaison regarding approved speaker reimbursement.