SIAM Section Officer Responsibilities and Job Descriptions

These guidelines explain section officer responsibilities. Each section must have a Chair, Vice Chair, Secretary, and Treasurer. Any SIAM member that is a voting member of the section may be nominated for an officer position.

Officer Responsibilities

Governance

  • Plan and implement orientation of replacement officers who will serve the next term of office
  • When possible, to provide continuity in SIAM section governance, document policies and procedures that can be provided to incoming new officers
  • Submit yearly financial and activity reports, as indicated in the SIAM section rules of procedure
  • Conduct an annual section business meeting as indicated in the SIAM section rules of procedure

Conference Strategy and Oversight

  • In conjunction with SIAM Vice President for Programs, develop and oversee long term conference strategy to ensure that educational content, networking opportunities, and planned activities, achieve the goals as stated in the SIAM section rules of procedure
  • Ensure activities work towards the commitment to equity, diversity, and inclusion, as written in the SIAM statement on equity, diversity, and inclusion
  • Monitor conference attendance and financial performance to ensure that conferences remain sustainable
  • Monitor the planning and progress on each current conference to ensure that all milestones are being met in a timely fashion and costs remain within the approved section budget
  • Endeavor to hold section meetings at diverse locations within section boundaries

Communication with SIAM

  • The main point of contact with SIAM is the Membership Recruitment Coordinator
  • For any issues regarding the mission and goals of SIAM Section, communicate with the Office of the Chief Executive Officer (CEO) and SIAM Vice President at Large
  • For any communications regarding section finances, communicate with the Membership Recruitment Coordinator and Office of the Chief Executive Officer
  • Provide the date and location of section activities to the Membership Recruitment Coordinator in time for SIAM to adequately promote the event

Program Development

  • Develop and oversee programs that will best achieve goals of the SIAM section, as written in the SIAM section rules of procedure
  • Appoint any committees, organizing groups, or task forces needed to plan and implement programs
  • Assist SIAM in growing section membership

Communication with Members

  • Ensure that members are aware of upcoming SIAM section conferences and activities
  • Ensure that members are aware of upcoming SIAM section elections
  • Ensure that members are aware of upcoming SIAM section business meetings
  • Ensure that section Engage community is moderated as indicated in SIAM section Engage guidelines

Officer Positions

Chair

Qualifications:

  1. Voting member of SIAM section
  2. Elected by the members of the SIAM section (except for the first Chair of the SIAM section who is appointed by the President of SIAM)

Responsibilities:

  1. Serve as the chief volunteer of the SIAM section
  2. Work with SIAM office to achieve SIAM’s and SIAM section's mission and goals
    • Discusses issues confronting the SIAM section with SIAM office
  3. Provide leadership to the SIAM section
    • Work with fellow officers and committees to plan for activities
    • Organize the SIAM section’s efforts by implementing the goals and delegating the duties required by the SIAM section rules of procedure and the year's plans
  4. Serve as leader of the geographic area that the SIAM section represents
    • Ensure quality of conferences
    • Ensure promotion of section’s Activities i.e. publishing SIAM News articles, other SIAM promotions
    • Ensure communication with members and community i.e., Engage community, website, newsletter
  5. Serve as the conference organizer or delegate such responsibilities to an individual approved by the chair and other officers
    • Responsible for coordinating with the SIAM Membership Recruitment Coordinator on SIAM section activities including, budget, location, and timing
  6. Appoint any special task forces or committees and chairpersons of committees/task forces, in consultation with other SIAM section officers and SIAM office
  7. Ensure that any SIAM section prizes are structured in keeping with SIAM prize policy
  8. Preside at the meetings of the SIAM section
  9. Communicate with the Membership Recruitment Coordinator and SIAM VPAL on the goals and accomplishments of the SIAM Section
    • Evaluate annually the performance of the SIAM Section in achieving its mission and make a report to be evaluated by the Board of Trustees and Committee on Section activities
    • Ensure that annual reports are submitted as required by the SIAM section rules of procedure
  10. Represent SIAM section in overall SIAM structure
  11. Ensure successful election and orientation of replacement section officers who will serve the next term
    • Assemble the Section Nominating Committee
    • Coordinate with SIAM on the implementation of section election
  12. Endeavor to sustainably grow the section

Vice Chair

Qualifications:

  1. Voting member of SIAM section
  2. Elected by the members of the SIAM section (except for the first Vice Chair of the SIAM section who is appointed by the President of SIAM)

Responsibilities:

  1. Performs duties as delegated by the Chair
  2. Carry out the duties of the Chair if they are unable to fulfill the duties of the Chair
  3. Preside at meetings when the Chair is absent

Secretary

Qualifications:

  1. Voting member of SIAM section
  2. Elected by the members of the SIAM section (except for the first Secretary of the SIAM section who is appointed by the President of SIAM)

Responsibilities:

  1. Assist Section Chair with annual section activity reports
  2. Keep a record of the affairs of the SIAM section
  3. Handle section correspondence with SIAM and section members
  4. Oversee the production and distribution of SIAM section newsletters
  5. Ensure that the information about the SIAM section on the SIAM website and corresponding section website, if applicable, are correct
  6. Maintain minutes of the SIAM section business meetings
  7. Serve as the primary SIAM Engage Community Moderator
    • Notify SIAM of any Engage Community guideline infractions

Treasurer

Qualifications:

  1. Voting member of SIAM section
  2. Elected by the members of the SIAM section (except for the first Treasurer of the SIAM section who is appointed by the President of SIAM)

Responsibilities:

  1. Prepare the Annual Section Financial reports
  2. Keep a record of the financial affairs of the SIAM section
    • Keep receipts of SIAM section activity expenditures for submission to SIAM
    • Follow approved budget
    • Request approval from SIAM office for changes to approved budget
  3. Oversee the disbursement of section funding
  4. Maintain and monitor section finances
  5. Request funding from SIAM office of the CEO
  6. Ensure financial success of section meetings to keep meetings sustainable and viable in the future

Recommended Position: Immediate Past Chair

Qualifications:

  1. Voting member of SIAM section
  2. Previous Chair of the SIAM section

Responsibilities:

  1. Advise current officers and help transfer historical knowledge
  2. Serve on the Section Nominating Committee