Board and Volunteer Roles

Board and Volunteer Roles

Board Officers’ Role Descriptions

President

Position: The President-elect assists and assumes responsibilities of the President when s/he is not available. The combination of the President-elect position helps to ensure a smooth leadership transition as the future president gains experience in a leadership role before becoming president.

Description: Assists the Chapter President in conducting the business affairs and activities of the Chapter through special assignments and duties delegated at the direction of the president and/or the Board of Directors. Presides at regular meetings of the Chapter Board of Directors and the membership in the absence of the Chapter President. Assumes the office of the president upon conclusion of the one-year term as President-elect. May be required to complete the unfulfilled term of the current Chapter President due to resignation or special circumstances.

Term: One year; followed by one year as President and one year as Immediate Past President

Responsibilities

Attend all regular and special meetings of the Chapter Board of Directors and the membership, and notifies the Chapter president if unable to attend
Preside over any regular and special meetings of the Chapter Board of Directors or the membership in the event of the Chapter president’s absence
Prepare and distribute a program of Chapter activities for the year
Assist President and Treasurer to define the operating budget for the Chapter
May chair a committee or special task force and/or serve as liaison to one or more committees, as assigned by the Chapter President
Consider availability to attend Chapter Leader Exchange hosted by HIMSS
Manage professional relationships with other organizations affiliated with the chapter (collaborators)
Assist the Program Chair in the coordination of programs and conference
Assist President and Communications Chair with preparing the quarterly newsletters and other content
Announce election results for new Board of Directors

Qualifications

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

President-Elect

Term: One year; followed by one year as President and one year as Immediate Past President

Responsibilities

Attend all regular and special meetings of the Chapter Board of Directors and the membership, and notifies the Chapter president if unable to attend
Preside over any regular and special meetings of the Chapter Board of Directors or the membership in the event of the Chapter president’s absence
Prepare and distribute a program of Chapter activities for the year
Assist President and Treasurer to define the operating budget for the Chapter
May chair a committee or special task force and/or serve as liaison to one or more committees, as assigned by the Chapter President
Consider availability to attend Chapter Leader Exchange hosted by HIMSS
Manage professional relationships with other organizations affiliated with the chapter (collaborators)
Assist the Program Chair in the coordination of programs and conference
Assist President and Communications Chair with preparing the quarterly newsletters and other content
Announce election results for new Board of Directors

Qualifications

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Past-President

Description: The past president is an officer of the Board of Directors who has completed duties as president of the Chapter. The past president may participate in the recruitment of future officers and members of the BOD by chairing or serving on the nominating committee.

Responsibilities

Attend regular and special meetings of the Chapter BOD and the membership
Offer information and guidance on recent decisions, plans and business of the Chapter to provide continuity, including assisting President with Annual Report
Help ensure smooth Chapter leadership transitions by participating in the recruitment and identification of future Chapter officers and board members
Responsible for coordinating chapter activities and role at HIMSS Global Health Conference
Be the voice of relevancy during all discussions of proposed activities & expenditures to support Chapter’s Mission and Vision

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Served as immediate past Chapter President.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Treasurer

Description:The Treasurer has charge of and responsibility for all funds and securities of the Chapter, including oversight of deposits and disbursements. Duties shall be conducted in conformance with the approved budget, Chapter’s fiscal policies and any financial decisions previously made by the BOD. The treasurer ensures that regular financial reports and an annual audit are presented to and interpreted for the Chapter BOD and HIMSS.

Responsibilities

Attend all regular and special meetings of the BOD and notifies the president if unable.
Manage the process of securing the deposit and disbursement of Chapter funds and investments.
Maintain all required documents and financial records related to Chapter’s finance.
Prepare monthly reports and submit to the Board of Directors Prepare, in collaboration with President and President-elect, a proposed operating budget for review, modification and final approval by the Chapter BOD. The operating budget should be approved by August 1st of each year.
Monitor income and expense activity about the Chapter budget and makes appropriate recommendations to adjust for any variances.
Prepare and submit necessary documents to comply with federal and state tax rules.
Maintain a treasurer's book of Chapter records, correspondence and activities to be transferred to the incoming treasurer.
Perform any other duties necessary to further the business of the Chapter as duly directed by President and/or the Board of Directors.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrated strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.
Commitment to ethical management of Chapter funds.

Secretary

Description: Records all actions of the Chapter board and membership and prepares meeting minutes. Maintains Extranet site, which contains the permanent corporate record of the Chapter. Oversees BOD elections and member surveys.

Responsibilities

Attend all regular and special meetings of the Chapter Board of Directors (BOD), and notifies the president if unable to attend so that an interim secretary can be assigned.
Ensure that an annual (minimum) member survey is conducted and assist in its execution.
Arrange for conducting BOD meetings, whether held in person or by conference call.
Record, prepare and distribute the minutes via email in a timely fashion.
Create, maintain, and archive electronic documents containing notices, agendas, and related materials, in addition to the signed and approved minutes to shared Chapter (Extranet) site.
Track terms for roll-offs, repeats and retirement (after two terms)
Confirm BOD candidates are eligible to run for office, prepare slate for election, communicate results to BOD. Prepare ballots.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrate leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Board Directors Role Descriptions

Board Director-at-Large

Description: Provide representation on the chapter board to represent the whole membership assuming duties and needs of the chapter throughout the term. Provide support and guidance to any/all board members, committees, and liaisons as needed.

Responsibilities

Attend all meetings of the Chapter BOD; including ad hoc meeting, conference calls and face-to-face as needed.
Accept special assignments such as policy review and procedure development.
May be asked to serve as chair of any special committee formed.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Board Director Marketing and Communications Chair

Description: Provide leadership to the communications committee in the development of a strategy to communicate regularly and markets with members and appropriate members of the healthcare community about Chapter activities and membership opportunities.

Responsibilities

Attend all meetings of the Chapter Board of Directors.
Collaborate with Chapter president and board in recruiting committee members.
Coordinates all communication from the Chapter including Chapter members, prospective members, Organizational Affiliates, and the healthcare community.
Leads content creation for the Chapter website and all external communications. Responsible for upload and update information to the website and ensuring that the Chapter communicates to membership at least 4 times per year. Leads all Market Research to Chapter members and oversees content and execution of all other research
Ensure ongoing production of print or electronic newsletters, bulletins, educational event notices or brochures, and other communications, as appropriate and consistent.
Leads social media presence.
Collaborate with BOD in creating annual plan and budget to meet communication needs.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, excellent written and oral communication skills, and knowledge of appropriate media, strong business acumen and a commitment to perform in an orderly and responsible manner all duties of the office.

Board Director and Programs Chair

Description: Provide leadership to the program committee to develop annual educational, professional development and networking opportunities for members and healthcare information professionals in the community

Responsibilities

Attend all meetings and special meetings of the Board of Directors.
Provide leadership to the program committee in the design, creation, and implementation of Chapter professional education opportunities twelve (12) hours or more, annually.
Lead creation and collaborate with the treasurer and board for approval of revenue and expense budgets for the year and all planned events.
Present draft working document and lead planning session at Annual BOD meeting (Kick-off Meeting) leading to delivery of approved Program roadmap for the fiscal year at the August BOD Meeting.
Coordinate collection and availability of market and membership research, as required, to support the planning session. Coordinate and manage at least one social event for Chapter members in conjunction with the BOD annual retreat
Work with other chairs and committees to market educational offerings and maintain a focus on providing educational and networking opportunities that meet the needs of our membership.
Responsible for high-level project management of programs and will serve as point person for the full committee.
Prepare the Programs Director-Elect for the following term.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Board Director and Outreach Chair

Description: Provide leadership to the membership committee in the development of annual recruiting, retention and value/benefits plans for members, sponsors, and organizational affiliates.

Responsibilities

Attend all meetings of the Chapter Board of Directors.
Collaborate with the president and board in recruiting committee members.
Lead creation of Sponsorship offering packages/pricing; lead outreach to existing and prospective sponsors to secure annual and program-specific sponsorship commitments and payment.
Coordinated outreach, promotion, and need identification from OA, Sponsors, and healthcare providers and suppliers.
Prepare or assists in the preparation of regular membership reports and presents them to the BOD. Monitors Organizational Affiliates (OA) and actively promotes member growth.
Ensure that a membership recruitment and application materials are prepared, and adequate copies are stocked and available at public Chapter programs and on the website.
Cultivate & maintain relationships with the key individuals within organizations of Organizational Affiliates.
Maintain current member list from nationals, posts all necessary files to Chapter shared site.
Work with Secretary to prepare the annual survey. Review results with BOD and Chapter to drive new ideas and programs.
Create and conduct annual member satisfaction survey.

Qualifications:

Must be a current member of HIMSS in good standing for the past year.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Board or Member-at-Large Role Descriptions

Programs Chair-Elect

Description: Provide leadership to the Programs team to develop annual educational, professional development and networking opportunities for members and healthcare information professionals in the community.

Responsibilities

Assist Programs Director as requested
Coordinate at least one program
Assist with Global Health Conference and retreat as needed
Assist the Program Chair in the coordination of the annual Midwest Fall Technology Conference that is hosted by the Chapter every six years.

Qualifications:

Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.
Must be a Chapter member in good standing.

Advocacy Liaison

Description: Provide leadership and support to the Board of Directors (BOD) as well as report all National, State and Local HIMSS Advocacy updates to the entire chapter.

Responsibilities

Prepares and submits a monthy report on activities, progress, and plans.
Attend Chapter Board of Directors meeting as requested.
Review and understand HIMSS national advocacy policies and positions, act as local HIMSS advocacy policy expert.
Organize visits and other avenues of communication with local, state and federal elected officials if BOD approved.
Attend HIMSS-sponsored advocacy training and message development sessions, including the annual advocacy meeting during HIT
Attend HIMSS monthly Chapter Advocacy Roundtable (CAR) calls and submit summary report to Chapter BOD.
Join advocacy counterparts around the country on conference calls for legislative updates and keep the BOD and local chapter informed.
Speak to local media, legislators, and volunteers about advocacy issues.

Qualifications:

Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.
Must be a Chapter member in good standing.

Marketing and Communications Chair - Elect

Responsibilities

Attend Chapter Board of Directors as requested.
Collaborate with Chapter president and board in recruiting committee members. Supports or coordinates all communication from the Chapter including Chapter members, prospective members, Organizational Affiliates, and the healthcare community.
Supports or leads content creation for the Chapter website and all external communications. Responsible for upload and update information to the website and ensuring that the Chapter communicates to membership at least 4 times per year.
Supports or leads all Market Research to Chapter members and oversees content and execution of all other research
Ensure ongoing production of print or electronic newsletters, bulletins, educational event notices or brochures, and other communications, as appropriate and consistent.
Supports or leads social media presence.
Collaborate with BOD in creating annual plan and budget to meet communication needs.

Qualifications:

Must be a current member of HIMSS in good standing.
Demonstrated leadership skills, excellent written and oral communication skills, and knowledge of appropriate media, strong business acumen and a commitment to perform in an orderly and responsible manner all duties of the office.

Website/Webmaster

Description: Provide website administration and enhancements.

Responsibilities

Attend ad hoc meeting, conference calls, and face-to-face meetings and Chapter BOD meetings as requested. Update website with event information, presentations, photos, and articles
Attending HIMSS website calls related to training and updates or listen to recordings to report to BOD necessary action items and be familiar with the website updates.

Qualifications:

Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.
Chapter Member in good standing, Non-member, or Consultant.

Academic and Student Liaison

Description: Provide leadership to the academic committee to create, promote, judge and award HIMSS local scholarship awards. Represent HIMSS to the academic community.

Responsibilities

Provide leadership to the academic committee in the design, creation, and implementation of Chapter scholarship offerings.
Collaborate with the treasurer and board to develop the scholarship award amounts.
Create at least one fundraising event annually to raise funds for scholarships.
Work with other chairs and committees to market educational offerings to students.
Research and outreach to students, academic institutions, to increase membership, engage via networking, mentoring, education, etc.
Connect with scholarship recipients and engage them as Chapter volunteers.
Promote HIMSS Global, HIMSS Indiana Chapter events, and volunteer opportunities to students.
Attend Chapter Board of Directors meeting as requested.

Qualifications:

Must be a Chapter member in good standing.
Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.

Membership Advancement and Professional Development

Description: Provide leadership to the membership, advancement and professional development committee in developing appropriate educational materials and opportunities to targeted audiences. Develops an annual membership advancement and professional development plan and manages its implementation in the development of annual recruiting, retention and value/benefits plans for members.

The Director of Membership Advancement and Professional Development leads the effort to increase chapter member awareness of the benefits of achieving distinguished volunteer designations and becoming CAHIMS or CPHIMS certified.

Develop educational strategies related to the CAHIMS and CPHIMS Certifications including study groups and boot camps
Develop educational strategies related to the volunteer designation status of Senior, Fellow, Lifetime and Lifetime Fellow
Prepare participants with the knowledge to pass the CAHIMS and/or CPHIMS Certification
Coordinate the selection of an annual Charles E. Christian Leadership Award to recognize outstanding contributions to IN HIMSS and healthcare industry in the state of Indiana.
Attend Chapter Board of Directors meeting as requested.

Director Business Development and Vendor Relations (Sponsorship)

Description: Lead the development and strategy for annual and event sponsorship plans. Act as primary contact with existing sponsors and solicit potential new sponsors.

Responsibilities

Collaborate with the Chapter Board in identifying possible vendor sponsors.
Reach out to potential sponsors and maintain relationships with current sponsors to retain and increase chapter funding, as well as vendor and member satisfaction.
Work with the program committee to ensure that sponsorship levels have adequate funding to support events and that the vendors will be satisfied with events their sponsored events.
Ensure that chapter sponsors and logos are correctly identified and listed on the website.
Lead an appropriate vendor and provider balance within the Chapter and at events.
Work with the Chapter Treasurer to ensure vendor sponsors are invoiced and submit funding for correct monetary amounts.
Cultivate & maintain relationships with key individuals within organizations of potential sponsors
Attend Chapter Board of Directors meeting as requested.

Qualifications:

Must be a Chapter member in good standing.
Develop leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.

Health Information Exchange (HIE) Liaison

Description: Provide leadership and support to the board of directions as well as report all national and local HIE updates to the entire chapter.

Responsibilities

Serve in a strategic role, by leveraging local, regional and state knowledge with HIMSS national activities focused on the promotion of healthcare information technology (HIT), the advancement of health information exchange, and the deployment of health information exchange organizations.
Provides leadership and support to the board of directions as well as report all National and local HIE updates to the entire chapter.
Support HIE scholarship and educational activities for IN HIMSS membership.
Contribute to Chapter newsletter by reporting on national and Indiana HIE initiatives.
Attend Chapter Board of Directors meeting as requested.

Qualifications:

Must be a Chapter member in good standing.
Develop leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties.