4.JOB DESCRIPTIONS - bctra.org · Web viewPrepare, present, and monitor an annual portfolio budget to include meetings, traveland potential conference/workshop expenses Prepare

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.”


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


Term: 2 years – offset from the Director at Large – Education TBD


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


Term: 2 years – offset from the Director of Education TBD


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


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


Term: 2 years


Director of Regulations’ Mandate: To support the function of the BCTRA through support and promotion of certification among BCTRA members.

RESPONSIBILITIES





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



Position: Director of Communication


Term: 2 years


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]



Position: Director of Membership


Term: 2 years


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


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


Approved Board of Directors – November 2017

Position: Director at Large – Promotion & Advocacy


Term: 2 years


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



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


Term: 2 years


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



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


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





Specialized Responsibilities: Assist the Board of Directors with tasks as required



4.2 Student Liaison

Position: Student Liaison


Term: 2 years


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





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

