SMA Seattle Regional President  |  SMA Seattle Regional Vice President, Development & Programs
Seattle, Region V, SMA VP Marketing & Membership  |  SMA Regional Vice President, Secretary
SMA Regional Vice President, Treasurer  |  Senior Advisor

SMA Seattle Regional President

Mission: Creates and articulates compelling vision and mission for the SMA Region. Leads Regional Board of Directors.

Role: Counsels, assists and directs activities of the Region, providing leadership to accomplish the mission, vision and goals of SMA within the Region. Effectively establishes Regional policy, strategies and objectives consistent with National Board objectives. Ensures that the Regional activities Serves the Profession (STP) and Advances the Profession (ATP). Collaborates with Region SHRM Chapter(s), leverages relationship with SHRM.

Responsible to: Area Vice President

Responsibilities:

1. Plans, organizes and directs the activities, and assists in establishing annual Regional objectives, for the Region and the Region Board of Directors.
   
   
2. Creates, recruits and develops a Region Board of Directors that includes:
   
   • Vice President, Programs & Development
     
   • Vice President, Marketing
     
   • Vice President, Membership
     
   • Vice President, Treasurer
     
   • Vice President, Secretary
     
   
   
3. Solicits and appoints Senior Advisor(s) to the Board.
   
   
4. Evaluates the performance of individual Board members and recommends ways to improve performance, suggests opportunities for advancement to the National Board or recommends replacement when necessary. Identifies successor, grooms for that role.
   
   
5. Identifies individuals who have an interest, and the support, to become involved in assignments at the Regional, Area or National levels, making these persons known to the proper parties.
   
   
6. Oversees recognition of Board members through the ongoing use of the Host Award Program.
   
   
7. Ensures that the Region submits annually, a realistic budget for expected revenues and expenses for the following year. Reminds Board members of their responsibility to clear all written materials, whether used for mail, E-mail, fax or web communication with National staff and Area VP before using.
   
   
8. Ensures that the Region abides by the SMA bylaws and the Regional Financial and Management Guides.
   
   
9. Prepares quarterly Region updates including his/her activities in the region for Area VP
   
   
10. Actively participates / leads monthly Regional Board Meetings.
    
    
11. Other duties as volunteered or assigned

SMA Seattle Regional Vice President, Development & Programs

Mission: Offer valuable, practitioner and partner-oriented programs that help members recruit and retain better people.

Role: Insures that all Regional events are consistent with the Regional mission, vision and objectives. Recruits individuals, academics, groups or aligned business interests and / or associations to present at Regional events. Leads the Board of Directors to identify best-in-class presenters and programs for Regional area members. Identify partnering opportunities with organizations that can 1) benefit our members through additional learning and networking opportunities or, 2) provide the Region with resources in exchange for sponsorship benefits.

Responsible to: Regional President

Responsibilities:

1. Identify program topics and recruit speakers that/who offer practitioner and partner- oriented learning opportunities for our members.
   
   
2. Prep each presenter for our audience and refine content and tools to be delivered.
   
   
3. Introduce guest speakers at the event, and present a thank-you gift to speaker at close of meeting (VP Programs purchases a gift for each speaker).
   
   
4. Partner with VP Marketing to get accurate description of program into marketing materials.
   
   
5. Actively partners with VP Marketing in recruiting interested firms to sponsor SMA meetings and activities through participation, funding and promotion.
   
   
6. Manages the program feedback process. Designs appropriate surveys that measure the effectiveness of the programs, collects the feedback, and shares the results with the board and presenter as a way to improve future offerings.
   
   
7. Manages program calendar.
   
   
8. Other duties as volunteered or assigned.

Effectiveness Measures:

• Gets speaker confirmed - and program write-up to VP Marketing - at least 1 week before prior quarter's meeting, so that a flyer for next quarter's meeting is available at this quarter's meeting
• 4s and 5s in evaluation on the following questions:
  • The Speaker was very effective in delivering his/her message.
  • The Speaker's style was entertaining as well as informative.
  • I learned valuable information that will be useful in my job.
  • The presentation had the right balance between theory and application.
• Partner with VP Marketing and VP Communication to attract 50+ people to each program for year 1, 75+ people to each program for year 2

Seattle, Region V, SMA VP Marketing & Membership

Mission: To be the liaison between the Seattle Region Employment Management Association and it's current & prospective members, with the intent of growing regional SMA membership and attendance.

Role: This person will make sure that the SMA chapter is recognized as a valuable part of and resource to the community in the area, and will be responsible for marketing all regional events as well as quarterly meetings with the intent and purpose of maximizing attendance and interest in SMA and ultimately growing regional SMA membership. Maintains Seattle region SMA membership and contact list. Contact person for event registration. Agrees to not less than a one year term (spring to spring).

Responsible To: Regional President

Responsibilities:

Marketing

• Responsible for marketing all regional events as well as quarterly meetings through key marketing venues and contacts (i.e., local SHRM chapters, chambers, press releases, etc.).
  • Create all marketing brochures, flyers, etc. for all regional SMA events.
  • Distribute such marketing brochures and flyers, etc. to all SMA members and interested individuals by their request.
  • Responsible for sending quarterly meeting flyer to the Manager of SMA Relations prior to each meeting for SHRM advertising and distribution.
• Responsible for updating website content and structure.
• Work with VP of Programs to develop strategic partnerships with interested firms to sponsor SMA meetings and activities through participation, funding and promotion.

Registration

• Will act as contact person for registration and collection of payments prior to quarterly meetings.
• Will keep membership database current and up-to-date and provide list to treasurer at the end of every quarterly meeting with attendance and total collected.

Membership

• Create an annual membership growth plan.
• Ensure SMA membership materials are available at all events.
• Work closely with the Regional President & VP of Programs to create programs, events and communication directed toward increasing SMA regional interest and causing non-members to join and current members to renew.
• Leverage SMA & SHRM national resources for support and new member registration.
• Attend all Seattle region SMA board meetings and all other duties as assigned or volunteered.

Effectiveness Measures:

• Increase # of paid attendees by 10% at each meeting.
• Increase SMA membership participation by 30% during the term.
• Maintain (or grow) total number of SMA members in Seattle region for the year.
• Has flyer for following quarterly event ready for distribution at the current quarterly event
• Has all marketing for each event completed four weeks prior to event.
• Email flyer to membership and contact list
• Email flyer to Nat'l SMA for distribution and NHRMA newsletter
• Advertise to all regional SHRM chapters in Seattle area'
• Press releases where appropriate for Seattle region
• Email to any and all other appropriate contact lists, organizations, etc.
• Responds to all member inquiries within 2 business days.
• Has 80% of all registration completed electronically or via fax
• Presents monthly updates at board meetings on membership interest/attendance and marketing completed for Seattle region SMA and events.

SMA Regional Vice President, Secretary

Mission: Administrative and logistical aspects of Region are managed and documented such that the Regional Board, Area and National are kept informed of all Regional activity.

Role: Primary person for the Regions functional operational capacity. Documents all events/discussions/activities for the Region and Board of Directors by providing accurate and timely minutes and various printed material to local committee members and national SMA Representatives.

Responsible to: Regional President

Responsibilities:

1. Word process and distribute in a timely manner meeting minutes from in-person meetings and conference calls with Board of Directors.
   • Ensure accurate capture of assignments, assignees and due dates
   • Bring to meetings/calls previous notes and minutes for discussion reference
     
     
2. Initiate and confirm arrangements with meeting facility to include:
   • Meeting dates
   • Room arrangements
   • Menu/Meal Service
   • Headcount for final guarantee
   • Individual updates from Board of Directors or local members
     
     
3. Ensure adequate supply of name tags w/SMA logo
   • Pre-printed pre-registered name tags
   • Blank tags for attendees who haven't pre-registered
   • Names printed on tags for Board of Directors and designated guests
     
     
4. Responsible for maintaining historical data such as meeting hand-outs, minutes, flyers, contact lists, etc. in both paper and electronic forms.
5. Assist with registration and welcome.
6. Print and bring name tents for program speakers.
7. Monitor SMA Job Posting Web site to ensure appropriate content.
   Make appropriate notifications if content deemed inappropriate.
8. Print and bring table discussion cards.
9. Other duties as volunteered or assigned.

Effectiveness Measures:

• 2 weeks prior to board meeting send members agenda
• Within 24 hours of Board Meeting send email to Board members listing urgent (due within 3 business days) action items.
• Within 1 week of in person meetings & conference calls distribute meeting minute summary.
• Within 1 month of event initiate and confirm arrangements with meeting facility
• Within 2 weeks prior to event confirm arrangements with meeting facility
• Within 1 week prior to event confirm final counts with meeting facility.
• At Region Lunch Meetings provide pre-printed pre-registered name tags for Board Members & attendees.
• At Region Lunch meetings provide pre-printed table tents for speakers

SMA Regional Vice President, Treasurer

Mission: Participate in achieving financial success / viability of the Region.

Role: Manages all financial aspects of the Region. Will collect and disperse all funds as required and in compliance with the Regional Financial Guide. Will coordinate and interface with SMA national office on all fiscal aspects of the region, including budgets, invoices, expense and income reporting, reports, etc. Implements all financial systems, controls and procedures as necessary and in accordance with the Regional Financial Guide. Maintain a balance sheet to report income & expenses and the financial status of Region. Will make recommendations to steering committee regarding program costs and fees. Will decide and report on fiscal viability of Region activities. Will partner with, and coordinate with SMA national office regarding finances and planned expenses.

Responsible to: Regional President

Responsibilities:

1. Create Region budget; perform financial analysis and make recommendations to the Board.
   
   
2. Insure invoice and expense reporting forms are completed and submitted in a timely fashion and that vendors are paid promptly.
   
   
3. Submit registered fees along with attendance record and financial summary to SMA headquarters.
   
   
4. Actively participates in Board Meetings.
   
   
5. Executes all duties in accordance with Regional Financial Guide.
   
   
6. Each August submit budget for the following year.
   
   
7. Other duties as volunteered or assigned.

Effectiveness Measures:

• Provide a financial report on quarterly luncheon meetings to Board members within two weeks of the quarterly luncheons.
  
  
• Establish financial goals for each quarter.
  
  
• Present an up-dated budget at each Board meeting.
  
  
• Estimate of number of attendees for quarterly luncheon meeting submitted to SMA (Wanda Flowers) 4 weeks prior to meeting.
  
  
• Board member and guest speaker receipts and expense forms submitted to SMA within one week of luncheon meeting.

Senior Advisor Role Description

Mission: Offers official and professional advice and counsel to the Regional Board of Directors to advance the Association and its role in the HR community.

Role: Provides counsel to the Regional Board on its mission, vision, and both strategic and tactical initiatives of the Region. Insures that the work of the Region is in concert with Area and National SHRM & SMA policies, practices, procedures and that the Region Serves the Profession (STP) and Advances the Profession (ATP).

Responsible to: Region President

Responsibilities:

1. Recommends and counsels the Region Board on policy and organizational changes which Serve the Profession (STP) and Advances the Profession (ATP).
   
   
2. Assists in the recruitment and development of Board members.
   
   
3. Attends all Regional Board Meetings and actively contributes / participates.
   
   
4. Takes on special projects (tactically) when necessary.
   
   
5. Other duties as volunteered or assigned.

Measures of success:

Attends most Board member meetings Actively participates in topics of discussion and offers an opinion with valid context and supporting data Pushes the Regional Board to always keep member interests in mind and evangelize "practitioner" focus Assists with recruitment of board members and volunteers Networks with members at luncheon meetings Engages in activities to promote growth of membership