District Nine, Altrusa International Inc.
Altrusans providing leadership and service to communities throughout Texas
 
District Job Descriptions
POSITION: PROGRAM COORDINATOR
APPOINTMENT: Appointed by the Governor with approval of the District Board of Directors.
TERM OF OFFICE: Two years
ROLE: Work with the Governor and Committees in planning the Conference Program and the Fall Leadership Event Program.
RESPONSIBILITIES:
  1. Board: If a member of the Board, see job description for that Board position. If not a member of the Board, attend the pre-conference Board meeting to present the Conference Program and other Board meetings as request by the Governor.
  2. By-laws, Policies and Procedures: To become familiar with the following:
    1. By-laws on all three levels of Altrusa to become familiar with their provisions.
    2. Parliamentary Procedures.
    3. The responsibilities of all District Committees.
    4. The District Policies and Procedures
  3. District: To know the District, study its geography and locations for clubs. Gain as complete knowledge of the clubs as possible (service projects, membership trends and program meetings) by reading the most recent newsletters and Activity Reports.
  4. Expenses: To submit reimbursement forms promptly for expenses covered in the District Policies.
  5. News of Mighty Ninth: To contribute articles as assigned by the Governor.
  6. Biennium Program Presentation (January - March prior to the installation of the Governor)
    1. With the Governor, determine how to present the Program for the biennium.
    2. Ask the incoming Committee Chairs/members to participate.
    3. Get whatever props are required.
    4. Present the program as scheduled at the Conference where Governor is installed.
  7. Pre-Conference Responsibilities
    1. With the Governor, determine the workshops to be offered and number of rooms needed at any one time. This is usually done in November/December.
    2. If possible, meet with the Conference Chairs and Governor at the Conference site to determine meeting room assignments. This can be done anytime everyone is available. Due to distance traveled, the Governor and/or Conference Chairs could determine without the Program Coordinator. If that happens, they should send the Program Coordinator a meeting room floor plan and assignments for inclusion in the Conference program.
    3. Solicit the workshop presenters, usually the committee chairs/members. Send brief email to chairs in October/November. Send complete instruction to the committee chairs/members in early January.
    4. Arrange for color-coded imprinted Conference ribbons (as listed in Conference Manual and Conference Program).
    5. Create workbook cover (one for each workbook) and common information such as District officers and committees; District map; International officers, committees and staff; International map; labels; committee responsibilities and send to committee chairs. Common information will be put on a CD to be included in each workbook. This can be done whenever you can fit into your schedule. It needs to be sent to the Committee chairs in early January.
    6. At the beginning of January, send note to Committee Chairs and/or Award Coordinators, which states duties and deadline for Conference, requests names of winner, and include the award certificates for completion. Also, include the invitation to the Friday Leadership luncheon.
    7. At the beginning of January, send invitation to the Friday Leadership luncheon to the Past Governors, other Committee members who are not Chairs or Award Coordinators, and the District Board. Email is acceptable to reduce the cost.
    8. At the beginning of January, for the second conference, send invitation to Friday Leadership luncheon to the incoming Committee Chairs/members
    9. Get information regarding first place award winners prior to Conference and request checks from District Treasurer.
    10. Work with the Host Club to develop registration form and include in the December News of Mighty Ninth. Deadline is usually the first of November.
    11. Write article about Conference for the December News of Mighty Ninth. Deadline is usually the first of November.
    12. Work with the Governor to get someone to be in charge of First Timers activity.
    13. Write reminder article for the March issue of News of Mighty Ninth. Deadline is usually the first of February.
    14. Request any special equipment needed for workshops (overhead, flipcharts, etc.)
    15. Write Annual Report for inclusion in the Conference packet. Deadline is determined by Governor.
    16. Develop Conference Evaluation form. Send with the Conference Program so that it can be included in the Conference Packet.
    17. Prior to Conference get first place winning entries of Mamie L. Bass Service Award, Letha H. Brown/Governor’s Literacy Award, and the Dr. Nina Fay Calhoun International Relations Award to send to International Office for entry into International competition.
  8. Develop program for Conference
    1. Update the District officers, committees and goals; International officers, committees and goals. First Conference requires a complete replacement. Second Conference requires updates only.
    2. Work with Governor, host club(s) and/or hotel to determine room assignments for all events.
    3. Obtain names of clubs and members for the remembrance service – this may need to be sent directly to the host club, after the program has been sent to them for their input.
    4. Update the poem on the Remembrance page.
    5. Get names of award judges for Mamie L. Bass Service Award, Letha H. Brown/Governors’ Literacy Award, and Dr. Nina Fay Calhoun International Relations Award from the award coordinators for inclusion in the Conference Program.
    6. Develop cover graphic or this may be done by the host club.
    7. The host club(s) will print and add the specific thanks page and Conference committee assignments to Conference Program and have printed.
  9. Responsibilities at Conference
    1. Prepare activity for Friday Leadership Luncheon. Will be in charge of meeting.
    2. Bring ballot box
    3. Request award checks from District Treasurer, if not done prior to Pre-Conference Board Meeting.
    4. Get checks to the Committee Chair and/or Award Coordinators
    5. Preside over Friday Leadership Luncheon.
    6. Preside over Saturday Awards Luncheon.
    7. Remember that first place winners of the Mamie L. Bass Service Award and the Letha H. Brown/Governor’s Literacy Award will also receive a check plus a certificate from International. First place winner of the Dr. Nina Fay Calhoun International Relations Award will receive a certificate only from International.
    8. Governor may make invocation and benediction assignments for both the Friday Leadership Luncheon and for Awards banquet.
  10. Responsibilities after Conference
    1. Send District Mamie L. Bass Service Award winning entry, Letha H. Brown Literacy Award winning entry, and Dr. Nina Fay Calhoun International Relations Award winning entry to Altrusa International.
    2. Write conference articles for News of Mighty Ninth as assigned by the Governor (summary of conference, success stories, etc.)
    3. Write thank you notes to Conference chair and co-chair and workshop presenters.
    4. Write congratulatory letters to award winners.
    5. Send workbooks not picked up at Conference to the clubs
    6. Send workbooks to Altrusa International, Inc.
    7. Keep set of workbooks for any new clubs being formed
    8. Send summary of evaluations to District Board and Committee Chairs/members
  11. Fall Leadership Event
    1. With the Governor, determine date and location for the event. Will be done in conjunction with the mid-year Board meeting.
    2. Contact local club to see if they can help with the logistics (location arrangements, food if necessary).
    3. Solicit the workshop presenters, usually the committee chairs/members.
    4. Make hotel reservations for the Board, or the Governor may do this.
    5. With the Governor, determine the workshops to be offered and number of rooms needed at any one time.
    6. With the Governor, visit the event location to determine room arrangements.
    7. Create registration form.
    8. Write article for the September News of Mighty Ninth with workshop information and registration form. Deadline usually is August 1.
    9. Send reminder to club presidents and attach registration form.
    10. Develop evaluation form.
    11. Recommend that someone in the local club be charge of registration, name tags, etc.
    12. Create Agenda for the event and make copies
    13. Write thank you notes to host clubs, presenters, etc.
    14. Send summary of evaluations to District Board and Committee Chairs/members and presenters if different.
  12. Governor Directives – Do whatever the Governor requests you to do.


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