Job Descriptions for HITA Officers and Directors - 2011


Introduction

These job descriptions reflect the current feelings of the Board (Fall, 2010) about what is needed to advance the objectives of the Association.

The HITA Board is required by its documents of incorporation to have the following four permanent offices: President, Vice President, Treasurer, and Secretary.

The Board also has the authority to create other directors to meet specific needs of the Association. Each of these descriptions can, and should be, adapted to meet the interests, strengths, and aspirations of future HITA members, as well as the changing legal and business environment.

The HITA board members should share the following:

  • Belief in the goals of the Association and an interest in the future of the translation and interpreting professions
  • Attendance at most meetings, including: quarterly board meetings, social and networking events, conferences, Translation Day and year-end celebrations
  • Develop goals and participate in strategic planning and other organizational planning activities in collaboration with other Board members
  • Flexibility and willingness to do whatever it takes for HITA to meet its goals
  • Serve as an engaged and involved team member, supportive of the varied experiences and perspectives of internal and external colleagues
  • Work with the rest of the Board of Directors to ensure that decisions are made to further the association's aims
  • Share the duties of answering the Association cell phone, on a rotating basis

Not every member needs to have all of the following abilities, but the Board also needs at least a few members with:

  • Superior written and spoken communications skills
  • Knowledge of budgeting/financial management
  • Organization skills, able to plan and execute tasks with an attention to detail
  • Proficiency with Microsoft Office applications. Familiarity with Internet, web pages, publishing, and other computer applications

President

Summary

The President has the overall responsibility for the guidance and direction of the Association. The President represents the organization to the general public and works with the Board and other volunteers to achieve their goals.

Primary responsibilities:

  • Keep members informed of association activities
  • Set agenda for board meetings
  • Preside at general meetings
  • Designate Election Committee
  • Liaison with other professional associations, local government, colleges and universities
  • Seeing that the Association Bylaws are followed, including calling quarterly meetings and arranging Board elections
  • Together with Treasurer, responsible for Association financial and legal obligations, including bank accounts, filing of documentation to maintain tax status, etc.
  • Recruitment and development of board members and other volunteers
  • Handling or assigning other duties not specifically designated to other Board members

Vice President

Summary

The Vice President assists the President and the other Board members in coordinating all business. The Vice President is specifically responsible for Membership and for networking events. This position also assumes the duties of the President, should this person be incapable of meeting their obligations.

Specific responsibilities

  • Design and implement programs to recruit new members
  • Provide service to current members; for example, password changes
  • Plan and promote networking events, to allow HITA members to interact with other professionals
  • Call on former members to see why they have chosen not to continue in the association
  • Maintain web page, or direct the actions of the Web Editor
  • Manage the HITA Forum: invite new members and moderate discussions
  • Monitor communications from the Greater Houston Partnership and advise members of networking and other opportunities

Treasurer

Summary

This position is primarily responsible for the financial assets and records of the Association, and for meeting its legal obligations to its members and to the authorities.

Essential Duties And Responsibilities

  • Throughout the year, prepares quarterly or monthly reports, provides copies of these to the Board, and ensures that HITA is operating within monetary limits.
  • Goes to Post Office to pick up HITA mail twice a week. Sorts and re-routes mail as necessary.
  • Checks membership status of all members and sends reminders to those whose memberships are about to expire. (This is done automatically by the HITA web site which sends two reminders to each member. After that, it becomes the member' responsibility to pay the dues on time.)
  • Collects payments (checks or PayPal payments) from new and renewing members.
  • Updates on-line information made by new and/or renewing members once payment has been received.
  • Moves Applicants to Current Members once payment has been received.
  • Transfers PayPal money to bank account.
  • Deposits all checks into bank account.
  • Manages bank account.
  • Pays all outstanding invoices
  • Reconciles bank account statements.
  • Prepares HITA tax statements for federal and state agencies by the required deadlines.
  • Pays all yearly or individual bills relating to the operation of the HITA web site (the webmaster and various partial providers).
  • Prepares Profit and Loss Report for January Quarterly meeting.

Secretary

Summary

This Board member is responsible for the collective "memory" of the association, as well as maintaining the records of membership and activities.

Essential Duties And Responsibilities

  • Retain all written and electronic correspondence
  • Prepare and distribute board meeting minutes
  • Keep track of attendance at quarterly meetings, seminars, educational events. etc.
  • Issue certificates of membership, attendance, and appreciation (when requested)
  • Help with registration for workshops and seminars
  • Maintain and issue member name badges at formal meetings
  • Assist with Quarterly Meetings, where needed
  • Set-up Conference Call for board teleconference
  • Manage HITA assets: table, tablecloth, binder (reprint pages as appropriate), display materials, files and records

Director of Social Events

Summary

The Director of Social Events is responsible for planning, promoting and executing social events to allow HITA' members the opportunity to network and meet. The Director supports the aims of the association by promoting networking amongst members in a fun, conveniently located environment. The Director is also responsible for venue scouting, event hosting, and budget and financial management for all HITA social events.

Essential Duties And Responsibilities

  • Promote and coordinate monthly HITA social meetings
  • Promote and coordinate Annual HITA holiday (end-of-year) party
  • Provide catering for HITA events, including (but not limited to) HITA quarterly meetings
  • Ensure smooth planning and implementation of all social activities
  • Develop budgets for HITA social events and catering needs

Qualifications

  • Knowledge and understanding of principles and catering and event planning
  • Creativity

Director of Public Relations

Summary

This individual will be responsible for raising awareness of the Association, as well as the interpreting and translation professions, among the general public and potential clients and members.

Essential Duties And Responsibilities

  • Coordinate the Association' public relations programs
  • Promote HITA and the translation and interpreting professions through public awareness activities
  • Improve visibility of the Association and the translating and interpreting professions in the Houston business and media community
  • Field inquiries from the press and public. When appropriate, write and distribute press releases
  • Maintain contact between organization and the public
  • Represent the association at community projects
  • Respond to media inquiries about the profession and industry
  • Advise the ATA Board on internal communications and public relations; and
  • Cultivate and maintain contacts with journalists
  • Arrange for promotional materials, such as business cards, pens, clothing, etc.

Director of Professional Development

Summary

The Director of Professional Development is responsible for planning, promoting and executing programs to serve the professional development needs of HITA' membership, including translators, court interpreters, and industry newcomers. The Director supports the aims of the association by delivering professional development content to members in response to identified needs. The Director is also responsible for program planning, project management, and budget and financial management for all HITA educational events.

Essential Duties And Responsibilities

  • Coordinate and manage process for developing an ongoing professional development plan that includes a needs assessment
  • Ensure smooth planning and implementation of all activities associated with HITA quarterly meetings
  • Develop goals and participate in strategic planning and other organizational planning activities in collaboration with other Board Members
  • Establish and maintain professional working relationships with other industry organizations such as the American Translators Association in order to foster opportunities for collaboration
  • Stay current on knowledge of state-of-the art methods and best practices related to professional development delivery mechanisms and programs
  • Develop and maintain budgets for HITA professional development events
  • Help identify external funding opportunities to support new professional development programming, if necessary

Qualifications

  • Knowledge and understanding of professional/career development issues and programs within the language industry
  • Excellent oral, written, and interpersonal skills including effective presentation and meeting facilitation skills
  • Knowledge of budgeting/financial management
  • Organized and able to plan and execute tasks with an attention to detail
  • Proficient with Microsoft Office applications

Director at Large

Summary

The purpose of the Director At Large position is to provide an opportunity for a member to serve on the board, without necessarily being responsible for a particular set of duties. They will assist other directors when needed, and may run for a vacant position on a future board.