Philadelphia and Vicinity Club Managers Association
September 14, 2018
Full Time - Experienced
Communications/Editorial, Development and Foundation, Hospitality, Travel, Tourism
4 Year Degree
The Executive Director is responsible for all aspects of the PVCMA Chapter operations. The Executive Director is the professional leader of the Chapter and is essential to maintaining continuity and strategic direction for the organization. The Executive Director works cooperatively with the President of the Board, Board of Directors, Committee Chairpersons, Club Foundation and a wide variety of volunteer members at-large.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Including, but not limited to, the following:
Develop, manage and continually grow comprehensive donation and event fundraising programs that will advance the PVCMA and PCF Mission and short- and long-term objectives.
Responsible for securing corporate sponsors within the budget parameters.
Fosters the relationship with sponsors to build lasting partnerships.
Defines and communicates opportunities for possible sponsorship with the PVCMA Board.
Follow through on leads for potential sponsors that are shared by PVCMA members.
Attend Board meetings and document/distribute minutes and monthly reports. Prepare/coordinate agenda along with pre-meeting conference call with Executive Committee.
Attend Chapter events, checking in all guests and maintaining sign in sheets for education credits. Submit minutes and sign-in sheets to National Headquarters for education/activity credits for all attendees.
Support member engagement and serve as the primary contact for Chapter information.
Provide or make arrangements for photography at Chapter functions, documenting each event for use in Chapter newsletter and on Chapter website, as well as future event marketing.
Maintain individual name tags for member use at Chapter functions.
Maintain orderly files for all physical and electronic records of Chapter. Maintain and provide consistent backup of electronic files. Order and store Chapter office supplies.
Collect mail from the Chapter’s post office box, weekly or more frequently as needed.
Manage Chapter recognition programs including acknowledgement of outgoing board members, scholarship recipients, manager awards, members achieving certification, etc.
Actively support CMAA initiatives which may include the Chapter of the Year program, the Chapters Collecting for Communities Campaign, Club Foundation scholarships, Club Foundation fundraisers, national committee participation, Managing Director initiatives, etc. Ensure that Chapter practices are in alignment with the national association.
Act as Chapter liaison to CMAA.
Attend meetings of the Philadelphia Golf Alliance and, in general, promote friendly relations with allied associations in the local area.
Promote participation and help to facilitate the bi-annual PVCMA/GAP survey.
Network and communicate with current and potential sponsors and maintain database of current sponsors.
Maintain the Chapter’s Bylaws and periodically update and maintain the Policies and Procedures Manual.
Maintain signed copies of the Conflict of Interest Policy and Code of Conduct Policy for each member of the Board of Directors.
Pursue professional development and education through the appropriate association or institution.
Represent the Chapter at CMAA’s World Conference and Leadership and Legislative Conference annually. Participate in national committees and volunteer opportunities when invited and as appropriate.
Create and maintain an overall communications plan for the Chapter.
Provide, service and maintain a dedicated phone line for Chapter phone calls.
Administer all emails for the Chapter, addressing “undeliverable” emails on a regular basis. Work with surrounding chapters for invitations to education events.
Maintain Chapter website, licensing and content. Work with professionals to periodically update design.
Maintain social media presence, including but not limited to LinkedIn, Twitter and Instagram.
Compile articles, edit, email and post to website quarterly newsletters. Add feature articles as needed.
Send thank you notes to those providing assistance to the Chapter in any way.
Administer surveys of membership regarding educational programming and member satisfaction. Conduct surveys of membership on behalf of members, with consideration for potential conflicts with antitrust legislation.
Act as a liaison to all committee chairpersons and student Chapter representatives, facilitating committee operations by providing information, offering guidance and attending meetings as needed.
Work with all major events chairs (Philadelphia Hospitality Trade Show, Club Managers’ Golf Classic Benefitting Make-A-Wish® Foundation and The Memorial Scholarship Tournament) on communications to vendors and managers. Attend committee meetings and events.
Provide background materials and orientation for new members of the Board of Directors.
Process all membership applications and maintain Chapter roster, monitoring consistency with CMAA records. Actively recruit and welcome new members to the Chapter.
Work with Treasurer to prepare annual budget for submission to the Board of Directors annually.
Maintain Chapter books for accounting.
Work with Treasurer and Insurance Agent to ensure the Chapter has appropriate coverage.
Make deposits to Chapter accounts and sign checks on behalf of the association as approved by the by-laws. Prepare statement of deposits and disbursements for review by Treasurer monthly.
Prepare all invoices for dues and events. Assess finance charges and send statements to all past due accounts monthly. Manage accounts receivable and prepare accounts receivables report for the Treasurer monthly.
Reconcile Chapter accounts and prepare bank reconciliation report for Treasurer monthly.
Work with auditing firm on annual audit of books and preparation of tax returns and year-end documents as needed.
Facilitate all aspects of the preparation and execution of the annual meeting.
Work with By-Laws chair to ensure accuracy of published by-laws and work on updates and changes as needed.
Work with Welfare & Reception Chair to acknowledge all life altering events with cards, notes, flowers or other applicable recognition, including but not limited to CMAA milestone accomplishments, career changes, births or deaths.
Maintain current listing of job openings on Chapter website and email/post new positions as they become available.
Work with Student Chapters to develop annual roster of student members within PVCMA with email addresses for inclusion in marketing of Chapter events.
Prepare a monthly report for Board meetings detailing information from National, and updating the Board on Chapter happenings.
See that the Board is kept fully informed of the condition of the organization and all important factors influencing it. Propose new projects for the betterment of the organization as needed. Promote active and broad participation by volunteers.
Work with the investment sub-committee to ensure we are working within the approved investment policy strategy.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. The ideal candidate will have strong organizational abilities to include planning, program development and task facilitation. A strong knowledge of marketing, public relations and fundraising strategies unique to the nonprofit sector is required. The candidate must possess strong written and oral communication skills, be a persuasive and passionate communicator with excellent interpersonal skills to engage diverse volunteer and sponsor groups.
About Philadelphia and Vicinity Club Managers Association
Philadelphia and Vicinity Club Managers Association (PVCMA) is an alliance of more than 200 club management professionals among approximately 85 country, city, golf, yacht and racquet clubs in Philadelphia, Southern New Jersey and Delaware.
The objectives of PVCMA are to promote and advance friendly relations among persons connected with the management of clubs and other associations of similar character; to encourage the education and advancement of its members; and to assist club officers and members in securing the utmost in efficient and successful operation through their managers.
PVCMA provides its members with opportunities for professional development through education, career services, and scholarships toward certification programs. Members also enjoy camaraderie, professional support, and opportunities to give back to the local community.
PVCMA is a local chapter of Club Managers' Association of America (CMAA). For more information on our national association, please visit www.cmaa.org.