What Do We Do?

The Mid-Atlantic Chapter runs purely on volunteer power. But what exactly do these volunteers do? Take a look at the “best practices” of some of our Chapter leaders to see examples of what we do and how we do it. If you see something you would like to do too, please contact Stefan Schuber at 301-461-4503 or sschuber1@verizon.net, or Cherie Dewar at cherie.writer@gmail.com. Board positions in many of these areas will be open this May/June, and we welcome your participation!

Quick Links:

President and president-elect

The President oversees the coordination of all chapter events. He/she must be available via e-mail or phone during daytime hours. The President works closely with chapter Board members and AMWA headquarters staff. Specific duties include the following:

  • Schedules and directs all Board meetings, including setting the agenda. Board meetings are held by conference call on weekday evenings approximately once every 2 months.
  • Works with Board members and chapter members to fill Board positions and find delegates to represent the chapter at National Board of Directors meetings (biannual).
  • Creates a report detailing recent chapter events and points of interest for presentation at the National Board of Directors meetings.
  • Responds to inquiries from people interested in joining AMWA.
  • Troubleshoots issues that arise related to chapter activities.

The term for this position is one year. However, it is a 3-year commitment, as the ideal candidate serves for one year as president-elect before becoming President, then one year as Immediate Past President after serving as President.

Secretary

The Secretary is primarily responsible for coordinating chapter Board of Directors meetings and ensuring that the chapter bylaws are current. Specific duties include the following:

  • Works with chapter President to schedule quarterly Board meetings.
  • Confirms availability with Board members and invites guests via e-mail.
  • Sends meeting announcement 2 weeks prior to meeting date, and a reminder notice one day prior to meeting date, via e-mail.
  • Distributes meeting agenda and background materials to Board members prior to meetings via e-mail. Note: Agendas are created by the Secretary or President, as determined by the President.
  • Takes minutes during Board meetings and distributes to members in a timely fashion via e-mail.
  • Reviews Chapter bylaws as needed to ensure that approved changes are reflected in document.
  • Maintains Board roster of member contact information and sends updates to Chapter website coordinator and AMWA national website coordinator to ensure Chapter Board listing is current.
  • Attends all general, business, and executive Board meetings of the Chapter.
  • This is an elected position with a 2-year term.

Treasurer

The Treasurer oversees the chapter financial records. Currently, financial records are kept using Quicken software. Specific duties include the following:

  • Attends Board meetings (via teleconference) and Chapter functions.
  • Prepares financial statements to present at Board meetings.
  • Prepares a yearly budget.
  • Keeps accurate financial records.
  • Pays bills and makes deposits monthly (approximately 2 to 5 transactions monthly).

The Treasurer may at the discretion of the President participate in or coordinate an audit of the financial records. This is an elected position with a 2-year term.

Chapter Conference Coordinator

The Chapter Conference Coordinator serves as administrator for the chapter conference.  He/she must have access to e-mail and be available via e-mail or phone during daytime hours.  In addition, he/she serves as the liaison with AMWA headquarters and the hosting hotel.  Specific duties include the following:

  • Surveys the chapter to assess preferences for workshop offerings.
  • Selects workshops to be offered based on instructor availability and survey results.
  • Seeks approval from AMWA headquarters regarding workshop(s) selection.
  • Reserves meeting space, AV equipment, facilities, and catering for hosting the conference.
  • Prepares conference brochure to include conference details, registration information, travel information, etc. Secures approval of brochure from AMWA headquarters.
  • Communicates with chapter webmaster to post conference brochure on chapter website.
  • Communicates with chapter e-mail manager to e-mail-blast notice of upcoming conference to chapter members.
  • Communicates with AMWA headquarters to e-mail-blast notice of upcoming conference to all members.
  • Hires proctor (non-AMWA member) for day of conference to check attendance and help with registration.
  • Communicates with chapter treasurer to ensure proctor, AMWA headquarters, and hotel are paid and to ensure instructors are reimbursed for their expenses.
  • Invites workshop faculty (after both chapter and AMWA headquarters have approved the selections).
  • Provides conference day onsite coordination with caterer, instructors, hotel technical support, etc.
  • Makes copies of workshop materials and evaluation forms provided by AMWA headquarters and brings them to conference.
  • Brings name tags and complete roster to conference for registration by proctor.

This is an annually elected position, with a 2-year commitment. After serving for one year as Associate Chapter Conference Coordinator, he/she moves into the Chapter Conference Coordinator position.

Associate Chapter Conference Coordinator

The Associate Chapter Conference Coordinator serves as registrar for the chapter conference. He/she must have access to a fax machine, and be available via e-mail or phone during daytime hours. In addition, he/she serves as the liaison with invited faculty. Specific duties include the following:

  • Invites workshop faculty (after both chapter and AMWA headquarters have approved the selections).
  • Reserves accommodations for confirmed faculty.
  • Obtains audiovisual needs of faculty and relays them to Chapter Conference Coordinator.
  • Receives the conference registration forms and money.
  • Faxes registration forms to headquarters.
  • Keeps a tally of the number of registrants per workshop to ensure that workshops are not overbooked.
  • Prepares an acknowledgment form to send or e-mail to paid registrants; they should be sent within 48 hours after receipt of the registration.

This is an annually elected position, with a 2-year commitment. After serving for one year, the Associate Chapter Conference Coordinator moves into the Chapter Conference Coordinator position.

Membership Director/Volunteer Coordinator

The person in this dual position welcomes new members, solicits feedback from former members, encourages members to become involved, maintains a volunteer list, and works on ways to recruit and retain members. Specific duties include the following:

  • Receives membership updates (approximately monthly) from AMWA’s national office and forwards them to the chapter’s e-mail list coordinator.
  • Identifies new members on the membership update lists and e-mails them a welcome letter, including information on chapter activities and volunteer opportunities.
  • Identifies those with lapsed memberships on the membership update lists and e-mails them to (1) ensure they did not let their membership lapse unintentionally, and (2) solicit feedback via a short survey regarding their impressions of and experiences with AMWA.
  • Reports on membership data and trends during Board meetings.
  • Reports unusual or otherwise significant findings from lapsed-member survey to AMWA national Membership Coordinator.
  • Maintains a list of potential volunteers and distributes it periodically to Board members.
  • Consults with Board to develop strategies to recruit, retain, and involve members.

This is an elected position with a 2-year term.

E-Mail List Coordinator

The E-mail List Coordinator sends e-mails to Chapter members who wish to receive e-mail from the Chapter to inform them of chapter events and business, job openings, non-AMWA events of general interest to chapter members and taking place within chapter borders, and other subjects as deemed appropriate.  Because the e-mail list has become the Chapter's principal method of communicating with members, the Coordinator needs to be available so as to assure that e-mails are sent promptly and in a timely fashion. Specific duties include the following:

  • Formats information about chapter events and business into e-mails and send them.
  • Replies to inquiries about advertising job openings on the Chapter's e-mail list.
  • Sends announcements of job openings after an advertiser agrees to terms, and sends an invoice to the advertiser after sending the announcement.
  • Decides if non-AMWA events occurring within chapter borders are of general interest to chapter members, and if so, formats an event description into an e-mail and sends it.
  • Updates e-mail addresses according to membership lists forwarded from the Chapter's Membership Director/Volunteer Coordinator.
  • Ensures a backup person is available to take over in the event the Coordinator is to be unavailable.
  • Informs AMWA headquarters, the Chapter's Membership Director/Volunteer Coordinator, and the backup person of updated contact information sent to the Coordinator.

Regional Coordinators

The Regional Coordinators organize regional networking events for AMWA members located in Baltimore, Bethesda/Silver Spring/DC, Rockville/Gaithersburg, and Northern Virginia. Specific duties include the following:

  • Schedules regular meetings (e.g., monthly, quarterly) based on the needs and interests of the group.
  • Reserves accommodations for networking programs.
  • Develops program announcements.
  • Contacts webmaster to include event description on chapter website.
  • Contacts e-mail list coordinator to send out announcement of event.
  • Identifies specific topics of interest based on group feedback.
  • Keeps track of number of participants to ensure accommodations are appropriate.