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Division Committee Chair Job Description 2022

(updated Feb. 2022)

Term:  Two years with one possible renewal of two years

Election:  By Division members

Responsibilities

As a member of Science Atlantic

  • Support the mission of Science Atlantic.
  • Represent the Division to the Board, Institutional Representatives, and other Division Committee Chairs, including presenting special project proposals.
  • Participate in activities that support Science Atlantic’s mission and strategic plan.
  • Prepare a written report of the Division’s activities for the Annual Members’  Meeting (October).
  • Participate in the Annual Leadership Meetings (November).
  • Participate in virtual meetings of the Division Chairs (2-4 per year).

For the Division

  • Lead participation in the Division’s Virtual Commons group (encouraging discussions, reminding people to post documents to the archive, etc.).
  • Work with the Membership Officer to maintain the Division webpage and the Division Committee’s membership.
  • Convene a meeting at least once (preferably twice) a year of the Division Committee. This may be in person or virtually.
  • Prepare and distribute the agenda in a reasonable time prior to the meetings and ensure that the minutes of the previous meeting are made available to Committee members in advance.
  • Ensure other positions on the Division Committee are filled and that the office is informed of changes. These may include: Vice-Chair, Secretary, Treasurer, Conference Organizer, Speaker Tour Coordinator, Programming Competition Coordinator, etc.
  • Ensure that Division Committee members are aware of and adhere to the policies of Science Atlantic.
  • Share information from the organization with Division members.
  • Interact with other Division Chairs to share best practices and ideas.

For Conferences and Conference Organizers

  • Be familiar with and share Science Atlantic policies as they relate to conference delivery.
  • Oversee the choice of locations and venues for future conferences.
  • Ensure there is a Conference Chair from the faculty and/or a faculty advisor for the student organizing committee as soon as the following year’s host is confirmed.
  • Check in periodically with the organizers to see if they have any questions or needs.
  • Ensure that a primary contact (usually the Conference Chair or faculty advisor) is appointed from the organizing team for interacting with your Division Committee, the Science Atlantic office, and student groups.
  • Six months before the conference, remind organizers to submit a progress report and draft budget to you and the Science Atlantic office, and address any concerns.
  • Ensure that award winner information is provided to the Science Atlantic office immediately after the conference so that announcements can be made and awards can be sent quickly.
  • Ensure that conference organizers complete a final report and financial statement one to three months after the conference.