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Board roles and responsibilities

Executive Officers 
President

Primary Responsibility
The primary role of the President is to set the vision and strategy to ensure CEdMA’s long-term growth and success by ensuring that CEdMA provides value for current members and attracts prospective members.

Duties

  • Visionary for organization
  • Provide Leadership and Management for the Board
  • Appoint such subcommittees deemed necessary to perform the work of the Association  
  • Lead all CEdMA Business Meetings
  • Preside over Board meetings and the meetings of the general membership  
  • Schedule meetings and establish meeting agendas
  • Serve as Master of Ceremony for all General Membership Conferences and Meetings
  • Represent CEdMA as the Official Spokesperson in press releases and other public communications
  • Provide thought-leadership by publishing blogs, articles, podcasts, and conference presentations, etc about the business of Education Services in the context of driving customer adoption and success
  • Direct, champion and approve strategic business decisions such as tools, technology and directional changes to support CEdMA business growth

Vice President 

Primary Responsibility

The Vice-President supports key initiatives and goals outlined by the President to move CEdMA forward. The Vice-President serves in the capacity of the President in the event of the President's absence.  

Duties

  • Assist the President in new initiatives and projects
  • Assist other board members on projects and initiatives
  • Provide guidance and assistance with membership drives
  • Define job descriptions for CEdMA contractors and manage the working relationship with those contractors
  • Provide leadership for senior-level CEdMA members and establish a forum for their thought leadership and contributions to the association
  • Write at least 6 posts a year

Secretary

Primary Responsibility

The Secretary is responsible for documenting Board meetings, motions, and key events.

Duties

  • Improves processes and documentation as needed
  • Takes Board meeting minutes and upload to membership site
  • Manage the Board election process
  • Maintain effective records and administration
  • Record updated by-laws, motions, and changes to the organization

Treasurer

Primary Responsibility

The Treasurer shall advise the Board of Trustees regarding the finances of the Association. The treasurer shall exercise such controls over expenditures the Board of Trustees may prescribe and shall report on the financial condition of the Association at all meetings of the Board of Trustees and at other times when called upon by the president. The Treasurer is responsible for the filing of Federal and State (Utah) tax filings and for the creation and maintenance of the annual financial statement.

Duties

  • Mandatory Financial Reporting
  • Work with a licensed tax preparer to file Federal and State Taxes*
  • Provide regular Income Statement and Balance Sheet reports to the Board
  • Maintain cash flow tracking to ensure ability to meet obligations
  • Provide some required regulatory documents annually*
  • Maintain non-profit status and corporation status*
  • Manage the Financial Operations
  • Pay invoices following standard approval processes
  • Make payments through standard financial systems (i.e. Paypal, bank check, direct pay)* in accordance with the controls in place for the organization
  • Maintain a budget forecasting annual income and expenses
  • Track the activities through a financial system (currently Quicken) categorizing all income and expenses*
  • Provide standard financial documents (W9) as required
  • Provide customer service (invoices, receipts) to members and vendors as required
  • Oversee the financial systems which collect revenue for membership and conference fees
  • Advise the Board
  • Determine the impact of potential financial decisions, expenditures
  • Present models for potential range of impacts from proposed decisions
  • Regularly report to the Board and identify risks to the organization
  • Provide financial audit information, if requested
  • Items with an asterisk (*) are supported by funded third-party relationships and systems.

Trustees

Community Engagement Trustee

Primary Responsibility

Partner with the Member Sales Trustee to know when new members join CEdMA, proactively monitoring and managing the member journey from Day 0 through their entire membership to ensure renewal. Provide information and assistance to CEdMA member companies and potential companies regarding CEdMA and its resources and activities. Help drive engagement among membership through our Slack channels and other community platforms.

Duties

  • Provide summary of membership renewal status to CEdMA Board
  • Identify key success factors and value drivers through the lifecycle stages of a member
    new, consuming, contributing
  • Execute an annual member loyalty survey to monitor member health and loyalty (Net Promoter Score) and understand why members leave the organization
  • Promote key assets and value in the community to drive engagement (business insights, market barometer etc.)
  • Monitor and coordinate secondary tasks including:  
  • Send “Welcome” email to all new members
  • Design an onboarding process
  • Prepare and send membership related communications in partnership with Marketing trustee
  • Maintain membership activity profiles and historical membership data 

Membership Trustee

Primary Responsibility

Proactively drive the recruitment of new members through recruitment campaigns and work closely with the Community Engagement Trustee to retain members. Provide information and assistance to CEdMA prospects regarding CEdMA and its resources and activities.

Duties

  • Add new logos to the CEdMA organization
  • Be a liaison between Members and the CEdMA Board regarding member policies and requests
  • Execute the new member approval process
  • Provide summary of membership status to CEdMA Board and to membership at annual conference
  • Monitor and coordinate Secondary tasks including:  
  • Process new member applications and membership renewals
  • Partner with Community Engagement Trustee to Identify key success factors and value drivers through the lifecycle stages of a member - new, consuming, contributing

Research Programs Trustee

Primary Responsibility

Work with the board to ensure that the research programs and services the organization delivers to its members is current, relevant, and practical. Use member feedback as a guiding principle when shaping the research program strategy. Continuously improve the quantity, quality, and type of research to meet the standard of excellence expected by our members. Implement new research programs when deemed appropriate by the board and recommend program end-of-life as necessary.  

Duties

  • Develop strategy for research-driven programs and services offered by CEdMA
  • Work with the membership and the Board to determine program needs and requirements
  • Help recruit and guide member volunteers to create and deliver research programs to the community
  • Identify requirements for surveys, develop and run surveys, conduct analysis of survey results, summarize results, secure publishing, sharing and presentation of survey results
  • Determine methods and tools to execute research programs
  • Measure effectiveness of research programs; help guide the board in determining investments in programs
  • Partner with Marketing Trustee to create awareness and drive demand for research programs

Knowledge Programs Trustee

Primary Responsibility

Work with the board to ensure that the content the organization delivers to its members is current, relevant, and practical. Use member feedback as a guiding principle when shaping the content strategy. Continuously improve the quantity, quality, and type of content to meet the standard of excellence expected by our members. Implement new content programs when deemed appropriate by the board and recommend program end-of-life as necessary.  

Duties

  • Develop strategy for content-driven programs and services offered by CEdMA
  • Work with the membership and the Board to determine program needs and requirements
  • Help recruit and guide member volunteers to create and deliver content to the community
  • Determine methods to execute content-driven programs
  • Measure effectiveness of programs; help guide the board in determining investments in programs
  • Partner with Marketing Trustee to create awareness and drive demand for programs

Marketing Trustee

Primary Responsibility

The Marketing Trustee is responsible for promoting CEdMA to key target audiences to increase membership and promoting the value of both CEdMA & CEd throughout the technology industry. Serve as the communications contact to promote CEdMA activities and key value messaging among the membership.

Duties

  • Develop communication strategy for the organization
  • Work with the Board to set and continuously improve the strategic direction of marketing activities
  • Build branding and reputation of the organization
  • Build templates that reflect branding
  • Manage outward-facing website content to ensure that it reflects current messaging and programs
  • Actively promote all CEdMA activities, including conferences and membership renewals.
  • Responsible for press coverage
  • Active outbound communication to increase membership and awareness of the organization’s value
  • Own the content of external communications including all collateral
  • Develop an ongoing marketing plan that supports the organization’s strategic direction
    Plan should actively promote all CEdMA activities including conferences and membership renewals.
  • Serve as the go-to person for other board members in supporting the ongoing communication of their activities, programs, and services
  • Schedule, promote, and operate the Customer Education Pinnacle Award program

Conference Trustee

Primary Responsibility 

Ensure the orderly and organized planning and execution of 1 CEdMA Conference per year, as the organization and by-laws dictate.  

Duties

  • Determine conference dates and location with CEdMA Board approval
  • Lead discussions on conference format and topics, including the Board
  • Use membership survey or interest feedback forms to solicit member interest or speakers
  • Research past conferences to avoid duplicating sessions, and keep abreast of relevant and cutting edge topics in the industry
  • Build and monitor a Conference P&L, verifying key assumptions conference planner(s), and obtain approvals from the Treasurer and Board President
  • Work with any assigned conference planner to:
  • Execute on all conference related communications to the Board and membership (i.e. web site, email invitations/list, registration forms, published agendas, attendee database etc.
  • Identify appropriate speakers, venues, facilitators, hotel, and hosts, as needed
  • Monitor conference preparation and progress and report regularly to the Board, enlisting ideas and support for any open issues or concerns
  • Monitor conference registration and report to the Board
  • Verify attendance levels against payment and registration data for all attendees
  • Attend and/or facilitate conference activities and agenda on days of conference
  • Report on conference successes and activity to Board and membership upon completion of each conference, including recommendations for future conference adjustments

Systems Architect Trustee

Primary Responsibility

Responsible for the designing and maintaining the infrastructure and systems operations of the organization. 

Duties

  • Set the strategic direction for the infrastructure that supports the organization’s initiatives
  • Manage the association’s systems and system/tools vendors (e.g., website, survey, video conferencing, community tools, and board requirements), including: tool selection/service level, timely renewal, and de-duplication, and depreciation of tools that are not delivering value.  
  • Support Trustees in their initiatives to provide services and programs to members
    Research, provide system options and pricing as new infrastructure needs arise and seek approval from the Treasurer Trustee to take on new costs and work with the treasurer to get optimal non-profit pricing.
  • Implement and update systems and tools as needed, including leading the project management, rollout, communication, and change management associated
  • Manage e-mail addresses for the Board and CEdMA communications
  • While not directly responsible for the being a practitioner of the technology, must be savvy on technology and tools to be able to get these projects out the door with minimal expense
  • Web technology savvy (e-mail alias and list management, gather web site statistics, ability to manage DNS, HTML skills a plus, familiarity with overall internet technologies)
    Ability to define and manage business requirements

Partner Trustee

Primary Responsibility

Manage the CEdMA Partner Program.  Drive the recruitment of new partner members and the renewal of existing members. Manage conference exhibitors.

Duties

  • Function as a liaison between CEdMA Partners and the CEdMA Board regarding partner membership related policies and practices
  • Drive initiatives to support Partners through the exploratory phase to onboarding
  • Manage qualifying and onboarding new and renewing Partners
  • Drive, monitor and support the partner invite, and full attendance as well as exhibition attendance during conferences
  • Provide summary of partner status reports to CEdMA Board