IMHCA Board Job Descriptions

Job Title

President (Executive Committee Chair)

Job Purpose

The President shall represent IMHCA to membership and the public for a 2-year term. The President works with all board members to coordinate all meetings and committees, and safeguards the organization’s reputation and credibility. The President ensures progress in implementing the strategic plan and fosters an environment that attracts and energizes outstanding volunteer leaders.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Communicate with IMHCA Board Members and Chairs to prepare agenda for board meetings, forward agenda and pertinent information to Secretary for dissemination to Board members.
Convene, attend and Chair all Board meetings.
Oversee Board and Executive Board meetings.
Act as IMHCA’s official representative and spokesperson, or delegate to others as appropriate.
Work in partnership with Committee Chairs to make sure board resolutions are carried out.
Oversee IMHCA as an Association and its overall functioning, all Board functions, including (but not limited to) complaints, Board/Membership severance, ethical concerns, conflicts of interest.
Call Ad-Hoc meetings as necessary.
Appoint all Committee Chairs and recommend, along with the Executive Board, who will serve on committees.
Conduct new Board Member orientation in conjunction with Past-President and President-Elect.
Work with President-Elect and Past-President to plan, organize, and host bi-annual board retreat.
Oversee the search for a new Executive Director (when applicable).
Work with appropriate Board Members to act as primary liaison to AMHCA.
Work with Membership Chair and Networking/Communications Chair to recruit new board members.
Consult with Board members on their roles and help them assess their performance, individually and through an annual Board Self Assessment.
Manage all reported concerns/complaints from membership and board members.
Work with the President-Elect and Past-President to ensure a smooth transition of role.
Maintain daily access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Board (Chair), Executive Board (Chair); all Board and Operating Committees as an ex-officio non-voting member.

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Job Title

President-Elect (Executive Committee Member)

Job Purpose

The President-Elect shall work with the President to provide support and delegation of tasks as needed to keep all operations, committees, and events moving smoothly. The President-Elect shall complete a 1-year term, after which they will transition to the role of President.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings, including Executive Board meetings.
Carry out special assignments as requested by the President and Executive Board.
Shadow the President and Past-President (as appropriate) to learn their role(s) in preparation for taking over as President.
Attend and participate in Committee meetings (as appropriate) to learn functions and processes of IMHCA.
Chair Ad-Hoc Committees as designated by the Executive Board.
Understand the responsibilities of the President and be able to perform these duties in the President’s absence.
Participate as an active part of Executive Board leadership.
Work with President and Past-President to plan, organize, and host bi-annual board retreat.
Work with the President and Past-President to ensure a smooth transition of role.
Maintain daily access to email.
1-year term, voting position filled in even year of Presidency.

Committee Assignments

Executive Board, Ad-Hoc Committees (as needed).

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Job Title

Treasurer (Executive Committee Member)

Job Purpose

The Treasurer shall manage IMHCA finances available to IMHCA Board Members and the public for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Assist in preparation of Association budget and work with other Board members (as appropriate) to develop fundraising plans.
Attend all Board meetings and Executive Board Meetings and make a report on the current state of Association finances.
Ensure financial reports are made available to the Board on a timely basis.
Understand financial accounting for nonprofit organizations. Maintain accurate financial records.
Serve as financial officer of the organization and as Chair of the finance committee.
Chair the Finance Committee to develop long-term financial strategies and fiscal policies for recommendation to the Board to ensure the financial integrity and sustainability of the organization.
Work with the Executive Board and independent accountant/auditor to ensure Board members stay informed of legal, regulatory and sector developments relating to the Board’s financial responsibilities.
Work with an independent accountant to assure IMHCA is complying with all tax requirements.
Liaise with an independent accountant in preparing the annual budget and presenting the budget to the board for approval.
Process financial transactions as needed.
Maintain daily access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Finance Committee (Chair); Conference Committee; Executive Board

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Job Title

Secretary (Executive Committee Chair)

Job Purpose

The Secretary shall be responsible for maintaining all official IMHCA documentation, disseminating all documentation to the appropriate parties in a timely fashion, and assuring that corporate records are maintained for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Coordinate with the President to complete Board meeting agendas and send them to IMHCA Board members and Chairs prior to meetings.
Attend all Board meetings and Executive Board Meetings.
Ensure that accurate minutes of all Board meetings are prepared and distributed to members in a timely fashion, formally approved by the Board, and maintained in accordance with record retention policies.
Ensure that notices for meetings and other actions are given in accordance with the provisions of the Bylaws, or as required by law.
Ensure that all documents and records are maintained as required by law, including Board minutes, all IMHCA Board actions, and all signed onboarding documents.
Certify and ensure that a current copy of the Bylaws is maintained and is made available to the Board during its meetings.
Affix the current IMHCA seal (logo), as authorized by the Bylaws or required by law, to duly executed documents of the corporation.
Establish electronic storage and retrieval system for Association documents and records in accordance with state and federal guidelines for nonprofits.
Perform any other duties required by the Bylaws, Articles of Organization or the law, or at the request of the Board.
Ensure the current Board member roster is accurate. It needs to include name, position, home address and phone number for our Biennial report.
Maintain daily access to email.
2-year term, voting position filled in even years.

Committee Assignments

Executive Board; Ad-Hoc Committees (as needed)

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Job Title

Past-President (Executive Committee Member)

Job Purpose

The Past-President shall maintain participation as a vital part of the board leadership, providing advice and expertise to the Executive Board and serve as expert counsel to the President and President-Elect for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings and Executive Board Meetings.
Attend a minimum of 75% of fundraisers/events.
Carry out special assignments as requested by the President.
Serve on the IMHCA Foundation board to represent IMHCA’s best interests.
Develop working understanding of IMHCA Foundation Bylaws.
Work with President and Past-Elect to plan, organize, and host bi-annual board retreat.
Work with the President-Elect and President to ensure a smooth transition of role.
Maintain daily access to email.
2-year term, voting position immediately following the completion of 2-year term as President.

Committee Assignments

Executive Board; IMHCA Foundation.

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Job Title

Website Chair

Job Purpose

The Website Chair oversees all technical aspects related to maintaining a functional and beneficial website and email database for IMHCA for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings.
Monitoring relevant forms and updating website content as necessary
Carry out special assignments as requested by the President and Executive Board.
Participate as a vital part of Board leadership.
Update website as requested by the Board and/or the Executive Board, meeting accessibility standards.
Train Board and Committee members on how to effectively use the website, and assist them in efforts to promote Board-approved events.
Maintain LMS within the website and advise appropriate chairs on best practices.
Advise Board on best practices regarding website, digital properties, legalities, and accessibility.
Respond to requests in a timely manner (ideally within 48-hours) or as indicated by the requestor.
Liaise between the Board and any contracted entities.
Maintain records regarding domain ownership, hosting, and any plug-ins or other relevant information.
Maintain a compliant database of email addresses.
Coordinate with other committee chairs in disseminating emails as needed.
Track and report to the board the technical data related to use of the website (generally referred to as analytics).
Maintain daily access to email.
2-year term, voting position filled in even years.

Committee Assignments

Networking and Communications Committee

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Job Title

Networking and Communications Chair

Job Purpose

The Networking and Communications Chair coordinates and directs all IMHCA communications outside of the Board. This position supports overall comprehensive marketing and communications strategy for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings and provide quarterly reports and updates.
Carry out special assignments as requested by the President and Executive Board.
Assist in the creation of marketing plans and formal communication with the public.
Contribute expertise to assist in establishing organizational marketing, branding and communication plans and initiatives.
Foster positive public relations through creating flyers, blogs, newsletters, press releases, annual reports and other documents as established by Board Chairs to be posted on the website and social media.
Build on the current brand and develop creative market outreach programs that will drive new partners and friends.
Respond to Calls for Action in a timely manner (ideally within 48-hours) or as indicated by the requestor.
Maintain social media accounts.
Advise on strategies and development for various marketing communications channels and web presence including (but not limited to), electronic/social media (e.g. Facebook, Twitter, Instagram, LinkedIn, etc.), newsletter, public relations, press releases, website and printed marketing materials.
Maintain and build relationships with key industry partners and members of the press in conjunction with IMHCA goals and efforts.
Identify key speaking engagements to help market and brand IMHCA.
Coordinate with Website Chair and Membership Chair to promote IMHCA and maintain branding.
Assist in strategic planning efforts.
Liaise with contracted entities (as appropriate).
Maintain daily access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Strategic Planning; Networking and Communications Committee (Chair)

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Job Title

Membership Chair

Job Purpose

The Membership Chair is responsible for developing, maintaining, and increasing IMHCA membership for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings.
Participate in strategic planning efforts.
Assist in the development of a formal communications strategy specific to Membership.
Carry out special assignments as requested by the President and Executive Board.
Support social media and marketing campaign efforts as assigned.
Stay abreast of current events impacting and/or of interest to Membership.
Help to ensure the Board builds strong and strategic relationships with members and community stakeholders through the integration of the organization’s education, marketing and public relations, and public policy activities.
Keep members informed of relevant news, trainings, and industry updates as they become available
Coordinate with Conference Chair and Committee to manage award nominations and presentation at annual conference.
Update user profiles, membership, and unified dues transactions on a regular basis.
Provide updated numbers of active/inactive members in the different membership categories at each Board meeting.
Maintain daily access to email.
2-year term, voting position filled in even years.

Committee Assignments

Strategic Planning; Membership Committee (Chair)

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Job Title

Member At-Large (2 positions – staggered terms)

Job Purpose

The Member At-Large ensures members are represented in IMHCA organizational decisions and operations. The Member At-Large is responsible for assisting other Board Chairs and Committees as needed or as directed in order to support IMHCA and membership.

There are two Member At-Large positions, each with a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings.
Serve on at least two committees of their choosing.
Continue tasks and projects started by the previous Member At-Large (as needed).
Promote and represent the interest of members to IMHCA, and of IMHCA to the general public.
Carry out special assignments as requested by the President and Executive Board.
Maintain weekly access to email.
2-year term, voting position(s) filled in alternating years.

Committee Assignments

Must serve on at least two committees of their choosing.

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Job Title

Student Representatives (2 positions – staggered terms)

Job Purpose

The Student Representatives represent the views of students on matters relating to mental health counseling and act as a liaison between students and IMHCA board members.

There are two Student Representative positions, each with a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Maintain enrollment in a counseling program.
Attend all Board meetings and Committee meetings when possible (may be divided between representatives).
Encourage attendance by all student members to IMHCA events by implementing an informal communication plan with all public universities in the state of Iowa that offer Counseling degree programs.
Be willing to speak to student members and universities upon request.
Maintain proper documentation of duties, special projects, reports, and other information essential to the position. Be prepared to pass this information down to future Student Representatives.
Carry out special assignments as requested by the President and Executive Board.
Attend all Committee meetings you are a member of when possible (may be divided between representatives) to ensure a wide knowledge base and understanding of the organization. Use this knowledge to encourage participation and answer questions from student members when recruiting volunteers.
Maintain weekly access to email.
2-year term, voting position(s) filled in alternating years.

Committee Assignments

Must serve on at least two Committees of their choosing.

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Job Title

Legislative & Public Policy Co-Chair (2 positions – staggered terms)

Job Purpose

The Legislative and Public Policy Co-Chair(s) work directly with the IMHCA lobbyist to coordinate, promote, and advocate for legislative efforts while keeping membership and Board members informed of legislative and public policy issues.

There are two Legislative and Public Policy Co-Chair positions, each with a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings and submit quarterly updates to the Board.
Carry out special assignments as requested by the President and Executive Board.
Liaise with the IMHCA Lobbyist:
- Maintain a working relationship with the lobbyist and maintain at least weekly communication during the legislative session.
- Coordinate with the lobbyist to monitor, analyze, and formulate appropriate positions on current and prospective legislative issues affecting practitioners and licensed individuals in the field.
- Develop and disseminate information on legislative and public policy issues to Board members, IMHCA members, and the annual report as needed.
- Provide legislative and public policy updates to contracted entities (as appropriate) for inclusion in newsletter and social media posts.
Plan, coordinate, and execute the annual Day on the Hill.
Chair the Legislative Committee.
Develop a Legislative Priorities Survey before each legislative session. Coordinate with Networking and Communications, and contracted entities (as appropriate) to ensure social media posting of the survey.
Create and disseminate the final legislative priorities for the year.
Respond to any legislative issues that arise.
Maintain communication with the President, Executive Board, and other appropriate Board members regarding imminent legislative issues, concerns, and Calls to Action.
Work with the Executive Board and Full Board to oversee the RFP process and selection/renewal of the Association’s lobbyist. This may include coordinating the contract with the lobbyist.
Present a legislative summary/update at the annual conference.
This position may be shared with a co-chair. In that case, both co-chairs will work together to accomplish these tasks.
Maintain daily access to email during the legislative session. Outside of the legislative session, maintain weekly access to email.
2-year term, voting position(s) filled in alternating years.

Committee Assignments

Public Policy and Legislative Committee

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Job Title

Conference Committee Chair

Job Purpose

The Conference Committee Chair provides exceptional training opportunities for member professional development and to promote the counselor community. The Conference Committee Chair is responsible for carrying out the annual IMHCA Conference for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all board meetings.
Carry out special assignments as requested by the board chair.
Coordinate, plan, and carry out the Annual IMHCA Conference.
Coordinate the conference committee; scheduling meetings, keeping record of meetings/progress/tasks, and ensuring that there is effective communication among its members.
Ensure the conference is promoted and publicized.
Work closely with the continuing education chair to ensure our conference is in compliance with all regulations/oversight as it applies.
Answer all questions from members regarding the annual conference in a timely manner or ensure there is a process to do so.
Complete quarterly updates to the board regarding progress of the conference.
Maintain record of budget, expenses, and withdrawals regarding the annual conference.
Ensure the conference committee is within their annual budget and report to the treasurer all expenses and records relating to financials.
Maintain daily access to email within the conference season. Outside of the conference season, maintain weekly access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Conference Committee

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Job Title

Conference Committee Co-Chair

Job Purpose

The Conference Committee Co-Chair works with the Conference Committee Chair to provide exceptional training opportunities for member professional development and to promote the counselor community for the duration of a 2-year term. The Conference Committee Co-Chair has the potential to become the Conference Committee Chair at the end of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all board meetings.
Carry out special assignments as requested by the Board Chair and Conference Chair.
Plan, execute, and attend the Annual IMHCA Conference in collaboration with the conference chair.
Coordinate the conference committee with the Chair; schedule meetings, take notes, provide minutes, follow up on assigned tasks, facilitate effective communication.
Promote and publicize the annual conference.
Work with the Continuing Education Chair to ensure appropriate CEUs for members.
Maintain timely communications with members regarding the annual conference.
Provide quarterly updates to the board regarding the conference.
Maintain daily access to email within the conference season. Outside of the conference season, maintain weekly access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Conference Committee

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Job Title

Continuing Education Chair

Job Purpose

The Continuing Education Chair is responsible for the development and maintenance of exceptional training opportunities for professional development and growth for the duration of a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all Board meetings.
Carry out special assignments as requested by the President and Executive Board.
Ensure continuing education opportunities are able to be used for continuing education credit in the state of Iowa.
Ensure compliance standards are met with the maintenance of continuing education documents.
Maintain communication with accrediting bodies to ensure compliance with standards.
Complete any audit from an accrediting body as it relates to continuing education for our members and the mental health provider community.
Maintain all documents to ensure compliance with policy and accreditation needs (i.e. attendance sheets, sign-in sheets, electronic documentation).
Collaborate with the Conference Committee Chair to ensure all aspects of the annual conference are compliant such as the brochure, documents used the day of the conference, and any announcement or publication promoting the event.
Develop other professional development and continuing education opportunities for the board to ensure our members have ample opportunity, options, and innovative topics for continuing education in the field.
Coordinate/Implement the Learning Management System (LMS) to offer online/distance CE opportunities.
Maintain daily access to email during conference season and after trainings being offered are made public. Outside of these time periods, maintain weekly access to email.
2-year term, voting position filled in odd years.

Committee Assignments

Conference Committee; Continuing Education Committee (Chair)

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Job Title

Advocate Member Co-Chairs (2 positions – staggered terms)

Job Purpose

The Advocate Member Chair(s) shall provide representation for all advocate members of IMHCA.

There are two Advocate Member Chair positions, each with a 2-year term.

Duties and Responsibilities

Maintain active unified membership with IMHCA/AMHCA.
Maintain knowledge of the organization and personal commitment to its goals and objectives.
Attend all board meetings.
Serve on at least one committee of their choosing.
Continue tasks and projects started by the previous Advocate Member Chair (as needed).
Promote and represent the interests of members to IMHCA, and of IMHCA to the general public.
Carry out special assignments as requested by the President and Executive Committee.
2-year term, non-voting position(s) assigned in alternating years.

Committee Assignments

Must serve on at least two committees of their choosing

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