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4. JOB DESCRIPTIONS
4.1 Board of Directors
Position: PresidentTogether with the Secretary/Treasurer, the President is part of “the Executive.”
Email: [email protected]
Term: 2 years
Reports to: BCTRA Membership
President’s Mandate: To support the function of the BCTRA through coordination and leadership of the Board of Directors and their related duties.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities: Provide leadership to the BCTRA Board of Directors and sub committees Facilitate monthly board meetings (prepare agenda, chair meetings) Participate in CTRA teleconference Meetings (provide reports, communicate member
needs) Attend CTRA annual conference to provide representation for recreation therapy practice in
BC Chair Health Authority Professional Practice Councils (PPC) meetings quarterly Provide representation in unions (i.e. Health Sciences Association- allied health all
presidents meeting) and credentialing agencies (i.e. NCTRC) Coordinate opportunities for strategic planning
Specialized Skills & Knowledge Required:N/A
Equipment or Documents Required:N/A
Position: Secretary/TreasurerTogether with the President, the Secretary/Treasurer is part of “the Executive.”
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Secretary/Treasurer’s Mandate: To support the function of the BCTRA and its Board of Directors through administrative tasks and the management of the financial records.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Work on tasks as
assigned at monthly Board meetings. Be prepared to report on the tasks at the following meeting.
Assist in the planning and facilitation of the BCTRA Annual General Meeting (AGM). Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Provide opportunity for the involvement of BCTRA members by supporting the ongoing
development of committees Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Prepare written report related to the portfolio for publication in AGM notice and information
package. Check BCTRA email account at least once weekly.
Specialized Responsibilities:
Administrative: Consult on BCTRA secretarial/administrative issues with Board as necessary. Create PowerPoint presentation for AGM. Together with the Administrative Assistant:
o Ensure administrative tasks such as meeting minutes, annual Society Act fees, insurance coverage, teleconference line, etc. are kept up-to-date.
o Create and distribute documents and package for AGM according to requirements of the Society Act.
Financial: Chair of Finance Committee (arrange meetings, review documents, etc.) Provide oral Treasurer’s report at Board of Directors meeting on a regular basis. Provide written and oral report related to the portfolio at the AGM (including the annual
financial statements). Together with the Administrative Assistant:
o Develop, evaluate and implement an annual budget.o Ensure that all funds received are deposited in a timely manner and that all bills are paid
when due.o Ensure that the association’s financial records are accurate and up-to-date and that
financial reports are circulated for review by the Board of Directors on a regular basis.o Arrange for a periodic external audit/or review of the financial records. o Ensure that the appropriate CTRA payments and member information is submitted to
CTRA on a regular basis.
Specialized Skills & Knowledge Required: Strong organization skills Professional communication skills Attention to detail General understanding of financial reports
Equipment or Documents Required:Secretary/Treasurer USB drive
Approved Board of Directors – November 2017
Position: Director of Education
Email: [email protected]
Term: 2 years – offset from the Director at Large – Education TBD
Reports to: PresidentBCTRA Membership
Director of Education’s Mandate: To support the function of the BCTRA through the support, organization, provision, and evaluation of a variety of educational opportunities to members from across the province regularly throughout the year.
This position is intrinsically linked to the Director at Large - Education and therefore there are job responsibilities that are fundamentally connected to both positions in the provision of providing education opportunities for the members of BCTRA.
RESPONSIBILITIES
General Responsibilities – same as Director at Large - Education:
Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare a joint written report related to the portfolio for publication in Annual General
Meeting notice and information package. Attend BCTRA’s Annual General Meeting.
Specialized Responsibilities – same as Director at Large – Education
Liaise with Director of Communication/and or website technician as necessary to maintain and post information regarding education on the website as well as broadcasts to members to inform membership of educational opportunities
Provide consultation and necessary support to Professional Practice Councils (PPC),CEC and others to ensure the delivery of education sessions, BCTRA sponsored workshops, teleconference/videoconference sessions or conferences and Annual General Meeting
Research and inform members about bursaries, scholarships, grants etc. available for members
Represent BCTRA on provincial education action committees, as appropriate. Correspond with and present to potential members or groups about BCTRA and TR Will accept and consult with the Board on any workshop/conference funding requests Collaborate with Director of Membership and CEC to perform random checks of
membership's CEU's Maintain the resource network and library
Responsibilities Specific to the Director of Education
Coordinate BCTRA Continuing Education Committee (CEC) meetings on an as needed basis.
Prepare, present, and monitor an annual portfolio budget to include meetings, travel and potential conference/workshop expenses
Prepare and host annual education planning day Provide oral report related to the portfolio at the Annual General Meeting. Ensure proper documentation of portfolio activity; ensure USB is up to date for the transition
to the incoming Education Director Update website resources Oversee the planning of the fall workshop/symposium Provide 4-6 webinars in conjunction with the Director at Large - Education Oversee the Education Reimbursement Fund in partnership with the BCTRA Administrative
Assistant Coordinate the AGM Award Nominations and Awards in conjunction with the Director at
Large - Education Liaise with the CTRA Conference Planning Committee when BCTRA hosts – preferably sit
on the committee.
Specialized Skills & Knowledge Required: Involved in the field and connected to various educators and speakers from throughout the
province. Have an interest and passion in providing continuing education in the field. Strong leadership and organizational skills.
Equipment or Documents Required: USB Stick (which houses all Education-related forms, tracks Education Grant recipients,
Evaluations, and all documents related to Education Sessions provided throughout the year) Adobe Acrobat Pro (for CEU verifications)
Approved Board of Directors - August 2017
Position: Director at Large - Education
Email: [email protected]
Term: 2 years – offset from the Director of Education TBD
Reports to: PresidentBCTRA Membership
Director of Education’s Mandate: To support the function of the BCTRA through the support, organization, provision, and evaluation of a variety of educational opportunities to members from across the province regularly throughout the year.
This position is intrinsically linked to the Director of Education and therefore there are job responsibilities that are fundamentally connected in the provision of providing education opportunities for the members of BCTRA.
RESPONSIBILITIES
General Responsibilities - Same as Director of Education:
Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting.
Specialized Responsibilities – Same as Director of Education: Liaise with Director of Communication/and or website technician as necessary to maintain
and post information regarding Education on the website as well as broadcasts to members to inform membership of educational opportunities
Provide consultation and necessary support to Professional Practice Councils (PPC),CEC and others to ensure the delivery of education sessions, BCTRA sponsored workshops, teleconference/videoconference sessions or conferences and Annual General Meeting
Research and inform members about bursaries, scholarships, grants etc. available for members
Represent BCTRA on provincial education action committees, as appropriate. Correspond with and present to potential members or groups about BCTRA and TR Will accept and consult with the Board on any workshop/conference funding requests Collaborate with Director of Membership and CEC to perform random checks of
membership's CEU's Maintain the resource network and library
Responsibilities Specific to the Director at Large - Education Oversee the planning of the Research Night Provide 4-6 webinars per year in conjunction with the Director of Education Update website resources Coordinate the AGM Award Nominations and Awards in conjunction with the Director of
Education Post education opportunities on the website Update resources
Specialized Skills & Knowledge Required: Involved in the field and connected to various educators and speakers from throughout the
province. Have an interest and passion in providing continuing education in the field. Strong leadership and organizational skills.
Equipment or Documents Required: Adobe Acrobat Pro (for CEU verifications)
Approved Board of Directors - August 2017
Position: Director of Regulations
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Director of Regulations’ Mandate: To support the function of the BCTRA through support and promotion of certification among BCTRA members.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities: Support members in their efforts to achieve certification as a CTRS Facilitate and support the actions of the Regulations Task Group Act as a liaison between Regulations Task Group and Board of Directors Liaise with NCTRC who hold the current recognized certification credential in Canada Liaise with the CTRA regulation director and provincial/territory regulation directors
throughout Canada Represent the BCTRA membership and interests at other professional association
conferences and gatherings.
Maintain records (including minutes of meetings, as appropriate, contact names, phone numbers and email addresses) of all communication contacts with government ministries, unions, professional practice groups and educational and community based institutions
Recognize and promote the achievements of BCTRA members as appropriate
Specialized Skills & Knowledge Required:N/A
Equipment or Documents Required:N/A
Position: Director of Communication
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
RESPONSIBILITIES
General Responsibilities: Attend BCTRA board meetings and provide oral progress reports. Ensure adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Provide opportunity for the involvement of BCTRA members by supporting the ongoing
development of committees. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Identify provincial, national, international trends related to portfolio Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting.
Specialized Responsibilities:
Communication between BCTRA members and Board of Directors Responsible for the upkeep and development of the BCTRA website Manage the BCTRA website developer Send broadcast emails to the BCTRA membership Liaise with the BCTRA publication editor Post careers on the BCTRA website Develop and follow through with communication related initiatives that will promote and
improve BCTRA and the therapeutic recreation profession Provide support for other board directors and their initiatives Upkeep of BCTRA info email: [email protected]
Specialized Skills & Knowledge Required:N/A
Equipment or Documents Required:N/A
Position: Director of Membership
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Director of Membership’s Mandate: To support the function of the BCTRA through management and maintenance of the BCTRA’s membership.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the
tasks at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of
committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities: Work closely with the BCTRA Admin Assistant to process memberships. Forward all
Professional membership renewals, Supporter and Student membership applications to BCTRA Admin Assistant for processing
Monitor & manage membership renewals and new memberships in Director of Membership email box
Respond to membership emails and inquiries 2-3 times per week during annual membership drive period (March 15 – May 15); and then on a regular basis throughout the rest of the year
For all new membership applications, assess and confirm eligibility criteria and forward new membership applications that meet criteria to BCTRA Admin Assistant
Chair Membership Appeals Committee and convene as required Update BCTRA website membership information Review and update member renewal email and website posting. Send to Director of
Communications for distribution Write membership related email broadcasts and send to Director of Communications for
distribution Assist with annual membership promotion; liaise with students and other TR related
organizations Work with BCTRA Admin Assistant to maintain monthly and yearly records of memberships
and membership payments (professional, student, and supporting members) Share updated membership numbers with Board of Directors monthly
Specialized Skills & Knowledge Required: Extra availability to spend additional time processing memberships during renewal
season. Excellent organizational skills Knowledge and experience with Word & Excel Knowledge and experience with basic website use Knowledge of BCTRA membership history and current criteria Good customer service skills, managing membership inquiries and concerns Ability to multitask
Equipment or Documents Required:N/A
Approved Board of Directors – November 2017
Position: Director at Large – Promotion & Advocacy
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Director at Large - Promotion & Advocacy Mandate: To support the function of the BCTRA through completion of tasks and duties as required by the Board of Directors.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA board meetings and provide oral progress reports. Ensure personal and board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly board meetings. Be prepared to report on the tasks at
the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities : Research trends related to promotion and advocacy that other provincial and national
associations are implementing. Order BCTRA promotional products and distribute as needed to members. Develop committee’s/collaborate with other professionals (as seen fit) to further develop
promotions/marketing tools/materials. Support the board at large with additional projects as needed.
Approved Board of Directors - October 2016Position: Director at Large – Regional Ambassadors
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Director at Large - Regional Ambassadors Mandate: To support the function of the BCTRA through completion of tasks and duties as required by the Board of Directors.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA board meetings and provide oral progress reports. Ensure personal and board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly board meetings. Be prepared to report on the tasks at
the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
BCTRA Ambassador Program responsibilities: Act as liaison between the BCTRA Board of Directors and Regional Ambassadors. Coordinate and lead monthly teleconference meetings with Regional Ambassadors. Support regional efforts to build community amongst TR professionals and to increase
continuing education opportunities.
Approved October 2016
Position: Director at Large
Note: Following the 2016 AGM there are three Director at Large positions with specific job descriptions (included next pages): Director at Large – Promotion & Advocacy Director at Large – Regional Ambassadors Director at Large – Education
Email: Please see specific portfolios job descriptions included in the manual
Term: 2 years
Reports to: PresidentBCTRA Membership
Director at Large’s Mandate: To support the function of the BCTRA through completion of tasks and duties as required by the Board of Directors.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities: Assist the Board of Directors with tasks as required
Specialized Skills & Knowledge Required:N/A
Equipment or Documents Required:N/A
4.2 Student Liaison
Position: Student Liaison
Email: [email protected]
Term: 2 years
Reports to: PresidentBCTRA Membership
Student Liaison’s Mandate: To support the function of the BCTRA through liaison between the BCTRA and the Douglas College Therapeutic Recreation student body. The Student Liaison is appointed for a two year term at the AGM by Douglas College.
Note: The Student Liaison is an “ex-officio” member of the Board of Directors and they do not have a vote.
RESPONSIBILITIES
General Responsibilities: Attend BCTRA Board meetings and provide oral progress reports. Ensure personal and Board adherence to BCTRA Bylaws. Develop, implement and evaluate a yearly plan of action for the position’s portfolio. Check BCTRA email account at least once weekly. Review BCTRA monthly minutes and provide edits as required. Work on tasks as assigned at monthly Board meetings. Be prepared to report on the tasks
at the following meeting. Prepare, present, and monitor an annual portfolio budget to include meetings, travel and
potential conference/workshop expenses. Promote involvement of BCTRA members by supporting the ongoing work of committees. Identify provincial, national, international trends related to the position’s portfolio. Ensure proper documentation of portfolio activity. Assist in the planning and facilitation of the BCTRA Annual General Meeting. Prepare written report related to the portfolio for publication in Annual General Meeting
notice and information package. Attend BCTRA’s Annual General Meeting. Provide oral report related to the portfolio at the Annual General Meeting.
Specialized Responsibilities: Liaise between Douglas College therapeutic recreation student body and BCTRA Board of
Directors as required Promote BCTRA membership among Douglas College therapeutic recreation students Promote & advertise BCTRA events and benefits to the Douglas College therapeutic
recreation student body as required Assist BCTRA Board of Directors to accomplish various tasks as required
Specialized Skills & Knowledge Required:N/A
Equipment or Documents Required:N/A