Provide an account executive for the UMGMA who will be the Association Manager and principal point of contact for the provisions of services. The Association Administrator will become and remain knowledgeable with the UMGMA structure and operations.
Receive and process emails, telephone inquiries and requests and all other correspondence, routing them to the UMGMA officers or committee members as appropriate. Maintain a master calendar for the UMGMA, detailing planned activities.
Email all meeting notices and announcements to members.
Keep an accurate attendee list for all meetings.
Submit timesheet to Secretary/Treasurer on a monthly basis.
Attend all Board meetings, membership meetings, conference meetings, the Annual Conference and the Governmental Forum. Make arrangements, assist President with meeting agendas, and take accurate meeting minutes. Email meeting minutes to all board members and meeting attendees in a timely manner.
Maintain communications with the national MGMA, including the shared database. Attend the Council of State Leaders with the President and/or President-Elect at the Leadership Conference and the Council of State Leaders with the President at the MGMA National Conference. Notes will be taken at all COSL meetings. Expenses will be reimbursed for registration, lodging, travel and meals when not provided at the meeting.
Maintain the UMGMA Website. Compile and edit the Association Newsletter.
Receive and email Job Postings as received from members.
Membership: The Association Administrator is the primary contact for the membership; including Active Members, Associate Members, Business Partners, as well as potential members. The AA will maintain the association’s modes of communication, including email, phone, facsimile and physical address.
Will work with the Membership Committee on the membership drive.
Maintain a current membership database detailing all members and their contact information. Prepare and mail annual membership dues invoices to members; accept, record, and deposit funds. Deposit all monies to the designated Bank Account under the direct supervision of the Secretary Treasurer.
Responsible for welcoming new members with a new member packet including a welcome letter, a newsletter, membership certificate, membership directory (if available), and other information, as may be appropriate.
Assist the membership committee in implementing an annual membership survey.
Manage and moderate the member list-serve – monitoring emails, subscribing new members as they join, and manage present members throughout the year.
Assist the Secretary/Treasurer with the process of the UMGMA Salary Survey (conducted every other calendar year).
Review the UMGMA Membership Brochure and redesign it, if needed, once per year. Revisions will be based on input of the membership committee.
Luncheons The AA confirms sponsorship of the luncheon and ensures sponsorship contract is signed by appropriate date. Coordinates meeting space and catering arrangements with the event center. Keeps an accurate RSVP list for the luncheon and sends email announcements and reminders to the membership. Prepares name badges and ribbons for all members, Board members, presenters and sponsors. Coordinates with the National ACMPE office for all ACMPE credits for the luncheon. Provides members with an ACMPE continuing education credit form at all luncheons. Conducts all business at the registration table. Works with the event planner during the luncheon. Ensures sponsor table is set up and sponsors are greeted and assisted throughout the meeting. Prepares announcements and agenda for conducting Board member. Prepares individual agendas for each place setting complete with logos and titles of all annual and luncheon sponsors. Responsible for coordinating payment of the event facility. Responsible for emailing sponsor attendee list. Responsible for collecting no-show fees from members.
Business Partners/Sponsors: Annually review the UMGMA sponsorship program, creating an updated sponsorship promotional flier. Provide sponsorship program information to potential sponsors, answering questions and soliciting participation. Receive sponsorship applications, processing accordingly. Monitor sponsorship commitments, benefits, and promotions throughout the year. Solicit and promote individual sponsorships, as may come available from time to time. Receive inquiries from Corporate Associate members regarding potential engagement and opportunities within the organization.
Monitor and recommend sponsorship opportunities outside the standard sponsorships, assisting the Board in creatively creating opportunities.
Accounting: Receive, record and promptly deposit all of the UMGMA funds for dues, meeting fees, events, sponsorships and other accounts receivables. Assist the Sec/Treasurer with the development of an annual budget. Maintain financial records of all financial transactions for the Association. Monthly reports of the financial condition will be monitored by the Sec/Treasurer and sent to the Board. Maintains UMGMA checkbook and processes all payments for UMGMA expenses. Conduct financial recordkeeping in accordance to the Board accepted Accounting and Financial Policies. All financials of UMGMA will be reviewed by the Secretary Treasurer on a monthly basis. The Sec/Treasurer will review reconciliations, accounts receivables and the monthly financials, as well as make recommendations.
Provide the Sec/Treasurer with the appropriate documents and information for the annual preparation of the tax returns and annual audit reports.
Annual Conference: Attend all Annual Conference planning meetings. Work closely with both the Committee Chairs and the individual coordinators. Coordinates hotel contract with the assistance of the President-Elect and President. Responsible for emailing “Save The Date” emails announcements and sending the conference brochure by email and postal mail. Responsible for accepting and recording incoming conference registrations. This includes maintaining a database of registrants. Work with Vendor Relations Coordinator on all exhibitor communications. All exhibitor payments are to be received by the Association Administrator. Keeps a database of exhibitors and sponsors. Works with the printer on conference brochure, workbook, nametags and sponsor boards.
Generate name badges for all attendees, speakers, and exhibitors. Prepares nametags, nametag holders, ribbons, membership packets, and exhibitor packets prior to conference. Provide a registration list for the onsite registration desk and distribution to conference attendees. Coordinates conference registration. Maintain a record of payments received and send confirmations. Throughout the planning process, maintain contact with committee chair, reporting registration status.
During conference, responsible for monitoring the exhibit hall to ensure all vendors needs are taken care of. Conducts all business at registration table. Coordinates volunteers for the registration table.
Prepares and collects tickets for the Awards Banquet. Works with the Awards Banquet committee on the award nomination process.
Prior to conference sends nomination forms and job descriptions for all Board positions up for election to the membership. Provides ballots and a ballot box during conference. Assists nominating committee with election duties.
Coordinates both the membership and exhibitor survey at conference.
Coordinates exhibitor giveaways with the vendor committee.
Meets with the exhibitors after the giveaways to determine their feedback on the conference and needs for the future.
The Association Administrator answers directly to the President.
To Apply: Send a resume and cover letter to Quincy Robinson (President-Elect) at
qmrobinson@gmail.com or Kathi Newman (president) at
kathinewman@hotmail.com.
