Responsible, either directly or indirectly by working closely with the Board of Directors, all aspects of administration and management of the Association's affairs. Implement policies and programs as set by the Board of Directors. Keeps Executive Committee informed on conditions and operations of the Association, including important issues that may influence its functions.
ESSENTIAL JOB TASKS AND RESPONSIBILITIES:
1. Establish, maintain, and update the Associations administrative operations, policies and procedures.
2. Maintain Member database
3. Administer Board meetings including but not limited to meeting notices, minutes, meeting locations, agenda preparation, and meeting materials.
4. Administer Association's Annual Meeting per the Association's by laws, including but not limited to, meeting notice, minutes, agenda, reports and photography.
5. Responsible for all telephone, fax, social media, and email communication within the Association.
6. Review, distribute as necessary, and respond to all Association mail and Member requests.
7. Administer and maintain current, relevant information, on the Association's website.
8. Attend all Chapter related meetings including but not limited to Board, Annual, and Committee Meetings.
9. Serve as administrative support / liaison to all committees (specifically the committee chairs) as directed. Attends Association committee meetings and works their respective events, where deemed appropriate by the committee chair and/or the Chapter president. Such responsibilities for each committee will vary, and may include, but not limited to,
- Design educational and event announcements (flyers, invitations, email, newsletter content, web site, etc) in a timely manner
- Design / produce miscellaneous communications for the Board or general Membership in a timely manner
- Act as a clearing house for information
- Promote all events to the membership in a timely manner through the use of email, regular mail, web site, social media and newsletter as directed and appropriate to maximize attendance.
- Maintain rsvp lists and confirmations
- Prepare and maintain nametags
- Handle billing and payments
- Track Association attendance for year-end reporting and evaluation purposes
- Administer and track survey feedback results
- Assists in handling deposits, contracts, reimbursements, venue selection
- Assist with airfare and hotel accommodations for guest speakers
- Project execution
- Maintain Association Vendor Spend List
- Maintain records for each committee meeting and events
- Ensures proper P&L forms are completed where necessary
10. Design, coordinate, publish and distribute the bi-monthly Chapter Communicator newsletter, by working closely with the newsletter/pr committee chairman. Coordinate timeline for receipt of articles.
11. Publish an educational/social calendar to include Allied Association dates that GCCMA members may have an interest in attending.
12. Mail prospective members an application and Association information as directed by the Membership Chairman.
13. Maintain a list of prospective members attending events and inform the Membership Chairman so they may properly follow up.
14. Seek out new members at events you are attending and personally welcome them.
15. Process new member applications (including transfers), after Board approval, to include notification to national and ensuring proper billing of local dues.
16. Work closely with the Membership Chair in any membership development efforts.
17. Administer the new member orientation program.
18. Publish Annual Association Roster two weeks prior to Expo. Leading up to this must,
- collect and update individual's roster information
- assist with roster ads
19. Maintain and update the Board Member Orientation Notebook.
20. Assist in the development of Idea Fair submissions.
21. Maintain on-going personal contact with the Board, the Association's general Membership, as well as with allied associations (local vendors, CMAA especially ECS and Membership).
22. Attend CMAA Leadership/Legislative Conference, the World Conference on Club Management and any other conferences as directed by the Board of Directors.
23. Maintain, in an organized and secure manner, all Chapter records.
24. Attend Chapter Education Events in order to maintain attendance records, promote upcoming chapter events and related business items, and assist the Education Committee/Host Club with the execution of the session.
25. Other duties and tasks as assigned by the Chapter President
REQUIRED KNOWLEDGE / QUALIFICATIONS
Work Experience: Some aspect of club management or association / member driven organization management experience preferred.
Education: College degree, preferably in hospitality management
Personal Qualifications / Traits: Strong organizational and time management skills; detail oriented; overriding sense of "quality" consciousness that pervades every aspect of the Association's operations; strong communication skills both in speaking and writing; a self - starter / take charge traits in anticipation of getting the job done; exhibits resourcefulness in directing activities and ideas; ability to effectively use the Board and raise policy issues, presenting alternatives as well as advantages and disadvantages; ability to work with different types of personalities.
The Club Managers Association of America (CMAA) is the professional Association for managers of membership clubs. With close to 7,000 members across all classifications, our manager members run more than 3,000 country, golf, city, athletic, faculty, yacht, town and military clubs. The objectives of the Association are to promote and advance friendly relations among persons connected with the manag...ement of clubs and other associations of similar character; to encourage the education and advancement of its members; and to assist club officers and members, through their managers, to secure the utmost in efficient and successful operations.
The Greater Chicago Club Managers' Association is the local chapter of CMAA representing over 112 private city, yacht, athletic, riding, dining, golf and country clubs in the Chicagoland and northwest Indiana areas. The Chapter has over 200 members whose mission is to advance professional and social relationships and create success through education. The Chicago Chapter is very active, holding many social, charitable, education and sporting events throughout the year.
Chartered in 1927, the Greater Chicago Club Managers Association is rich in history; playing host to the first National Conference, the first National Assistant Managers Conference and the first National Student Education Conference. Each of the conferences are still in existence, and are now assimilated into CMAA's calendar of annual events and executed by the national office.