Roles & Responsibilities

Every year our community nominates and elects a set of directors to run the institute. We are a completely volunteer run organization. Below is a description of each role on our board and access to our bylaws.

Bylaws

More details about the Treasurer, Secretary and President positions as well as board and election rules can be found in our bylaws

What you should know about our Board of Directors:

The Board is made up of eight people. Every year, a new election will replace a number of its directors. The number of seats available is typically equal to the number of board members who have completed their two-year term, but may include open seats due to resignations.

  • The Board holds one-hour conference calls every other week. Meeting minutes indicate who is responsible for following up with the Institute's initiatives and partners.
  • The meeting agendas contain initiative updates and updates about the Institute's operations. The board discusses new initiative ideas, analyses initiative proposals and makes decisions about the Institute's admin/financial issues.
  • After the meetings, the directors leave with a to-do list, containing items to follow up with those involved in the Institute's initiatives. This is typically 5-10 hours of work, depending on current projects, mostly communicating decisions and changes, and delegating work.
  • Initiatives are split among the board members so there is always someone working as a link between the initiatives and the board. Each director reports to the rest of the board thus keeping everyone up to date with what's happening to the Institute as a whole.
  • At the Board's discretion, the Board of Advisors may be invited to join the call to discuss strategic issues.
  • Three of the Board members have roles mandated by our status as a nonprofit: Secretary, Treasurer and President. These positions are voted by the Board yearly after the new elections.
  • In addition, starting in 2014, board members are elected for specific areas of directorship, as a way of assigning portfolios of responsibility based on pressing issues during that term. These roles include Development, Membership, Programming & Events and Strategic Planning & Projects. In 2015 we are adding a specific Director of Education as well.

The following details the responsibilities of the various roles of the Board of Directors.

President:

The IAI President acts as the public face of the IAI. They lead the vision for the organization, coordinate planning of the Board activities, head up the Executive Committee, and maintain relationships with other organizations (alliances, sponsors).

Duties

  • Develop and maintain the IAI vision in concert with the rest of the Board of Directors
  • Head the Executive Committee (Secretary, Treasurer, and the Exec. Director, if applicable)
  • Engage and manage relationships with other orgs
  • Provide leadership and guidance for the IAI Board Members
  • Manage future IAI planning
  • Work with the various Board members to close potential partnership and development agreements
  • Collaborate with other interested communities, (e.g. businesses, academia, etc.)
  • Run all Board meetings

How much time? 15 hrs/wk

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Director of Operations (Acting Treasurer):

The Treasurer manages the financial activities of the organization, manages the service providers that maintain the IAI's fiduciary processes, and reports to the Board and other official entities about the the financial health of the IAI.

Duties

  • Act as custodian and manager of finances of the IAI
  • Be a trusted advisor to the President as they develop and implement the IAIs strategic plan
  • Consult and approve all material financial transactions (both incoming and outgoing)
  • Monitor financial health of the IAI (e.g. check bank balances monthly)
  • Report to the board regularly on the IAI's financial health and, as necessary, when there are financial issues or concerns
  • Manage and approve any additional financial reporting and payment as necessary (e.g. tax returns/payments, audits, etc.)
  • Move money for the IAI as necessary
  • Manage year-end activities, including production of the annual financial report and attorney notification that the IAI will continue as a going concern
  • Manage the IAI Finance Committee, if active
  • Attend all Board meetings

How much time? 5-7 hrs/wk

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Director of Communications (Acting Secretary):

The Director of Communications manages all communications for the IAI and provides oversight and reporting for all IAI marketing and communications of the Institute. As acting secretary, they are also present at all board meetings to ensure that the IAI adheres to its bylaws.

Duties

  • Oversees the organization's adherence to its bylaws
  • Captures and publishes activities of the Board
  • Prepares the Board for upcoming Board Meetings
  • Oversee and advise the IAI Marketing efforts, including communication between the board and membership
  • Acts as liason to the IAI lawyer (for bylaw adherence, IP, volunteer licenses/agreements, etc.)
  • Serve on executive committee
  • Attend all Board meetings (run them if the President is not present), and designate an alternate in emergencies.

How much time? 5-7 hours/wk

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Development Director:

The Development Director leads all IAI programs designed to bring in financial support for the IAI and it's programs/events from sponsors organizations and other community benefactors. The goal of this position is to bring more revenue to the IAI.

Duties

  • Organize and manage all fundraising activities for the IAI
  • Gather and engage the community and cultivate relationships with potential and existing benefactors and sponsors
  • Identify potential sponsorship or benefactor opportunities corporations, other public or private organizations, and individuals
  • Obtain ongoing and increased support from existing sponsors or benefactors
  • Work closely with Treasurer to understand the financial situation and funding needs of the IAI
  • Coordinate strategy to engage potential major gift donors (including proposal creation and submission)
  • Collaborate with the Treasurer and Membership Director on the resource development plans for the IAI
  • Provide advice, consultation, and materials to local IAI chapters that support community efforts to bring funds into the IAI
  • Manage committees, project timelines, and reporting necessary to execute this office
  • Attend all Board meetings

How much time? 5-10 hours/week

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Membership Director:

The Membership Director manages all programs that increase and retain members for the IAI. This includes the IAI membership registry, the Member Center, the mentorship program, and any outreach to promote new membership or renewals.

Duties

  • Work with the Board to craft and review club membership goals and progress toward those goals
  • Develop and implement programs, projects and activities designed to increase and retain membership in the IAI
  • Periodically review and update policies and benefits for the various membership levels
  • Maintain the IAI's data base (membership register) of members' files.
  • Oversee the membership process, including membership benefit content, process member applications/renewals/resignations
  • Ensure that infrastructure supports the benefits
  • Helps promote and market IAI membership, including the IAI website content, newsletters/online outreach, and at events (e.g. table tents, newsletters, direct mail flyers and other means.
  • Develops reports to determine progress toward membership goals
  • Undertakes special projects as applicable if membership retention problems or significant new member opportunities arise
  • Assesses and propose changes to the membership model as necessary to meet the needs of ever-changing markets
  • Represent the IAI to other organizations and other external constituencies with respect to membership acquisition and other membership-related activities, as appropriate

How much time? 5-10 hours/week

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Director of Programming & Events:

The Director of Programming & Events is charged with coordinating IAI events such as World IA Day and any training or education programming (e.g. seminars, webinars, training, networking activities) provided by the IAI.

 

Duties

  • Run the WIAD committee for the IAI's premier event
  • Oversee the planning and delivery of events, including World IA Day, webinars, training, and other networking activities
  • Coordinate IAI-run events and support other events that are run by local groups or are sponsored by the IAI
  • Manage the marketing and promotional content for WIAD, local groups, and other events
  • Coordinate w/ the Membership Director (related to membership acquisition and benefits) and Development Director (e.g. sponsorships of events)
  • Works closely with staff responsible for content development, sponsor relations and organizational communication
  • Oversees the design, implementation and maintenance of events in a way that is accessible, cost-effective, and consistent with the organization's mission, policies and standards
  • Ensure that events and content delivery strategies and plans are aligned with the organization's strategic and financial objectives in collaboration with the Board

How much time? 5-10 hours/week

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Director of Strategic Planning & Projects:

The Director of Strategic Planning & Projects manages the Strategic Plan of the organization, works with the President to execute that plan, and runs key aspects of that plan (e.g. the IAI website/other infrastructure).

Duties

  • Maintain and update the strategic plan of the organization
  • Develop and enact a 3-year plan, with a new plan to be written in the 3rd year
  • Create and manage special projects and initiatives that support the strategy of the IAI, yet do not fall under the program-specific directors
  • Investigate and assess unmet or emerging community needs
  • Explore strategies to address these needs and work with the Board to create initiatives and projects to manage their execution
  • Find and develop collaborators (both individuals and organizations) that extend the IAI's ability to support its members and further its mission
  • Assist President in coordinating IAI advisory board, if any
  • Oversee the IAI technical infrastructure committee, including the teams/volunteers managing the website
  • Attend all board meetings

How much time? 5-10 hours/week

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Director of Education:

The Director of Education will be our public face in the academic world. They work with the president on things like student outreach programs, and the strategic future of the IA Library and the role of content in the organization.

 

Duties

  • Work with the Director of Strategic Planning to rebuild our Library
  • Redefine our volunteer structure around curation
  • Encourage others to publish useful guidance on how we can better teach IA
  • Keep the list of academic institutions teaching IA up to date
  • Provide guidance for members looking for educational resources or institutions
  • Work with the Director of Events and Programming to assure our events have academic integrity

How much time? 5-10 hours/week