Job Descriptions

Click HERE for Nomination Form for 2010-2011

Elected Positions

Office of President-Elect
Office of Vice President for Elementary
Office of Vice President for Secondary
Office of Vice President for Post-Secondary

Appointed Positions

Office of the Executive Director
Office of Secretary
Office of the Treasurer
Office of the Coordinator of Membership
Office of the Counselor's Notebook Editor
Office of the Professional Development Coordinator
Office of Technology Coordinator
Office of the Conference Chair

Commmittees

Membership Services Committee
Human Rights Committee
Fiscal Oversight Committee

Elected Positions

Office of President-Elect

The duties of the President-Elect shall be to:

Assume office on July 1.
Succeed the President.
Assist the President in the selection of new committee chairs.
Serve as specific liaison to committees (to be determined).
Represent MASCA at a selected share of the affiliate meetings.
Serve as a member of the Governing Board and Executive Council.
Represent MASCA at meetings of other organizations in the absence of the President of MASCA.
Assist the President at the MASCA Leadership Development Institute.
Represent the Association at the ASCA summer Leadership Development Institute.
Attend the ASCA Delegate Assembly if requested.
Assist the President in the completion of the ASCA Annual Report.
Submit monthly articles for the Counselor’s Notebook.
Assume other responsibilities as directed by the President.

Office of Vice President for Elementary

The Vice President-Elementary is an elected position held for two years. The duties of the Vice President-Elementary shall be to:

Serve as a member of the Executive Council and Governing Board.
Bring concerns of the elementary school level to the attention of the Board with recommendation for action.
Submit monthly articles to the Counselor’s Notebook.
Assist the Professional Development and Conference Committees in planning and facilitating programs for the fall and spring MASCA conferences.
Facilitate the elementary level sharing session at the spring conference.
Work with the Member Services Committee to generate new elementary school membership by proposing incentives or initiatives for new members.
Assume such other responsibilities as agreed upon by the President and/or Executive Director.

Office of Vice President for Secondary

The Vice President – Secondary School is an elected position held for two years. The duties of the Vice President – Secondary School shall be to:

Serve as a member of the Executive Council and Governing Board.
Bring concerns of the high school level to the attention of the Board with recommendation for action.
Submit monthly articles to the Counselor’s Notebook.
Assist the Professional Development and Conference Committees in planning and facilitating programs for the fall and spring MASCA conferences.
Facilitate the high school level sharing session at the spring conference.
Work with the Member Services Committee to generate new secondary school membership by proposing incentives or initiatives for new members.
Assume such other responsibilities as agreed upon by the President and/or Executive Director.

Office of Vice President for Post-Secondary

The Vice President – Post-Secondary is an elected position held for two years. The duties of the Vice President – Post-Secondary shall be to:

Serve as a member of the Executive Council and Governing Board.
Bring concerns of the post-secondary level to the attention of the Board with recommendation for action.
Coordinate the annual college fair clearinghouse mailing to secondary schools and other parties in Massachusetts and the subsequent report to MASCA members.
Submit monthly articles to the Counselor’s Notebook.
Assist the Professional Development and Conference Committees in planning and facilitating programs for the fall and spring MASCA conferences.
Work with the Member Services Committee to generate new post secondary school membership by proposing incentives or initiatives for new members.
Assume such other responsibilities as agreed upon by the President and/or Executive Director.

Appointed Positions

Office of the Executive Director

The Executive Director serves as the administrative manager of the Massachusetts School Counselor Association (MASCA). The Executive Director of MASCA is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Executive Director reports to the Executive Council and functions under the direction of the current President. The Executive Director does not replace committee chairs but enhances their work. The Executive Director is a non-voting participant at Executive Council and Governing Board meetings. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The Executive Director shall be specifically responsible for, but not limited to, the following:

Executive/Governing Board Duties

Shall be an ex-officio member of the Governing Board and all committees, and attend all meetings as needed.
Shall represent MASCA as assigned by the President and Governing Board.
Shall be given direction by the MASCA President with authorization by the Governing Board.

Office Duties

Shall be responsible for MASCA mailings and correspondence.
Shall respond to requests for services from MASCA members and others.
Shall maintain the MASCA Headquarters office.
Shall correspond when necessary to all members of the Executive Council and/or Governing Board.
Shall maintain a record of activities, with copies sent to Governing Board members on a quarterly basis.
Shall prepare a budget for the Executive Director position and the office.
Shall maintain a record of expenses, process all vouchers, and submit to the Treasurer on a regular basis.
Shall remain current in technology skills/equipment necessary to operate the office.
Shall maintain a personal/professional e-mail/Internet account that allows for ongoing MASCA communication
Shall develop a Master Calendar of events and a Publications Timeline for the MASCA office, update them annually, and present them to the President, President-Elect, and Past President currently on the Governing Board for approval, prior to the beginning of each fiscal year.

Conference/Meeting Duties

Shall coordinate facilities and meals for Program and Governing Board meetings.
Shall assist with spring and fall conferences, Leadership Development Conference, Emerging Leaders Program and all other workshops, as needed.
Shall sign all contracts relating to venues, speakers, sub-contractors.

Financial Duties

Shall oversee the professional accounting services and insure that the appropriate forms are filed with the IRS and the State of Massachusetts.
Shall appoint, with the approval of the Governing Board, an accountant.

Membership Duties

Shall coordinate memberships with various organizations and maintain accurate records.
Shall respond to inquiries regarding membership procedures.
Shall keep a copy of the computer database of membership files.
Shall enlist the cooperation of Governing Board members in helping with membership promotion.
Shall report on the number of MASCA members for each affiliate as requested.
Shall encourage sustaining memberships and enhance relationships between MASCA and various organizations and agencies.

Printing/Publications Duties

Shall be responsible for the printing of the organizations publications and documents.
Shall promote and manage advertising and exhibiting opportunities by coordinating mailings, correspondence, billings, and maintaining records.

Other Duties

Shall maintain and store historical records.
Shall write monthly articles for the Counselors Notebook.
Shall perform other duties as assigned by the President and/or Executive Council.

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Office of Secretary

The MASCA Secretary is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Secretary is a non-voting member of the Governing Board. An annual honorarium shall be determined and paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The duties of the Secretary are to:

Send out all necessary notices and correspondence as directed by the Executive Council or other member of the Governing Board.
Attend all meetings of the MASCA Membership, Executive Council or Governing Board and record the minutes of all meetings and to distribute those minutes to appropriate parties.
Remain current in technology skills/equipment necessary to operate the office.
Regularly access a personal/professional email account that allows for ongoing MASCA communication.
Prepare and publish a directory of officers, committee chairs and affiliate representation.
Prepare the following for each meeting: copy of previous meeting minutes, lank motion forms, and updated attendance record.
Assist the Executive Director in the archiving of the official minutes at the end of each fiscal year.
Check the MASCA web site at least once each week for errors, omissions and outdated material and notify the Technology Chair accordingly.
Submit budget requests to the Fiscal Oversight Committee when requested.
Prepare articles for the Counselor’s Notebook when appropriate.
Attend the annual summer Leadership Development Institute.
Assist in the orientation of new board members.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Office of the Treasurer

The Treasurer of MASCA is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Treasurer is a non-voting member of the Governing Board. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The duties of the Treasurer are to:

Be responsible for the funds and financial records of the Association.
Be responsible for payment of all bills and the timely deposit of all income of the Association.
Provide electronically generated detailed financial reports at all meetings of the Governing and Executive Board describing the revenue and expenditures of the Association.
Provide quarterly reconciliations of MASCA’s current finances.
Serve on the Fiscal Oversight Committee and to help prepare and oversee the annual budget of the Association.
Implement the operating budget by monitoring income and expenditures, suggest financial policy statements and make fiscal recommendations to the Governing Board.
Coordinate an annual external financial review of the Association as soon after the conclusion of the fiscal year (June 30th) as possible in compliance with stated procedures in MASCA By-laws.
Insure that all officers are bonded each year and provide copies of the documentation at the first Governing Board meeting.
Monitor present investments, submit recommendations through the Fiscal Oversight Committee to the Governing Board for changes in investments, and implement the Governing Board investment decisions.
Attend meetings of the Governing Board or other related Committees when requested by the committee chair, MASCA President or MASCA Executive
Director.
Submit annual budget requests to the Fiscal Oversight Committee as required.
Prepare relevant articles for the Counselor’s Notebook.
Attend the annual summer Leadership Development Institute.
Assist in the orientation of new board members.
Regularly access a personal/professional email account that allows for ongoing MASCA communication.
Assume such other responsibilities as directed by the President and/or Governing Board.

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Office of the Coordinator of Membership

The MASCA Coordinator of Membership is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Coordinator of Membership is a non-voting member of the Governing Board. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The duties of the Coordinator of Membership shall be to:

Maintain the membership database of the organization, including the assignment of membership numbers.
Send renewal notices to individuals when membership is to be renewed (utilizing the most up-to-date technology available).
Provide labels and other database information upon request.
Submit electronic membership file to the printer for the mailing of the Counselor’s Notebook.
Remain current in technology skills/equipment necessary to operate the office.
Regularly access a personal/professional email account that allows for ongoing MASCA communication.
Provide the appropriate person, as directed by the Executive Director, with the information to be included in the online membership directory.
Participate in the meetings of the Member Services Committee.
Coordinate the timely deposit of application/renewal fees.
Investigate the credentials of membership candidates and ensure only qualified candidates become members.
Prepare a written membership report for each Governing Board meeting.
Prepare articles for the Counselor’s Notebook when appropriate.
Submit budget requests to the Fiscal Oversight Committee when requested.
Attend meetings of the Governing Board or other related Committees when requested by the committee chair, MASCA President or MASCA Executive Director.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Office of the Counselor's Notebook Editor

The MASCA Counselor’s Notebook Editor is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Counselor’s Notebook Editor is a non-voting member of the Governing Board. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. In addition, the Editor will receive an agreed upon commission on all of the advertising revenue generated from the Notebook. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The duties of the Counselor’s Notebook Editor shall be to:

Coordinate the production of the Counselor’s Notebook.
Solicit and secure advertisements from appropriate sources (colleges and other counseling related vendors) for the Counselor’s Notebook and turn over any ad revenue to the MASCA treasurer.
Coordinate with the Conference Exhibit Chair(s) to provide sponsorship packages for colleges and businesses supporting MASCA.
Solicit and secure articles from the officers, committee chairs and other members of the Governing Board.
Remain current in technology skills/equipment necessary to operate the office.
Regularly access a personal/professional email account that allows for ongoing MASCA communication.
Provide an annual report to the Governing Board as to the advertisement revenue and expenses generated by the Counselor’s Notebook.
Annually generate new ideas and suggestions for improvement and enhancement of the Counselor’s Notebook.
Submit budget requests to the Fiscal Oversight Committee when requested.
Attend meetings of the Governing Board and other related Committees when appropriate.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Office of the Professional Development Coordinator

The MASCA Professional Development Coordinator is an annually appointed position in accordance with the MASCA By-Laws (Article IV – Appointed Officers and Terms of Office). The Coordinator is a non-voting member of the Governing Board. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

The duties of the Coordinator of Professional Development shall be to:

Assist with the organization of workshops and annual Leadership Development Institute as recommended by MASCA committees, vice-presidents, the governing board and executive council.
Assist or act as program chair for MASCA conferences and workshops.
Design certificates of attendance and evidence of learning forms for each MASCA professional development event.
Promote and maintain a MASCA PDP Policy that is in full compliance with MA Department of Education guidelines.
Maintain an active list of MASCA members along with copies of submitted materials to document PDP requirements achieved (for 5 years from date of event) who have 1) earned PDP’s by successfully submitting required materials and documentation and 2) registered for PDP’s, but not completed PDP requirements.
Send PDP payments to the MASCA treasurer in a timely manner.
Establish MASCA PDP payment guidelines for workshops, conferences, extended workshop strand programs, etc.
Maintain data on PDP programs and submit to Executive Council and Governing Board as requested.
Encourage MASCA committees to request and issues MASCA PDP’s for committee work during each calendar year.
Submit budget requests to the Fiscal Oversight Committee when requested.
Submit monthly articles to the Counselor’s Notebook.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Office of Technology Coordinator

The Technology Coordinator is a non-voting member of the Governing Board. An annual honorarium shall be paid quarterly in compliance with the MASCA Fiscal Policy. Reimbursements for official expenditures are vouchered in accordance with MASCA by-laws.

MASCA’s Technology Coordinator is responsible for maintaining all aspects of MASCA’s web site and the newslist. Web site maintenance will be done through web development software and conference/membership/content management software. This position requires a close working relationship with the Technology Committee and Executive Director to ensure that information sent or made available to members is accurate.

The ability to work both independently and effectively with others is a necessary qualification, as are good communication and writing skills. The technology coordinator is guided by policies and directives issued by the Executive Director and Technology Committee, but exercises considerable independent judgment in accomplishing the work and is held responsible for achieving desired results.

MASCA’s web designer will:

Upload new content in a reasonable timeframe, and ensure the content is within web
guidelines for size, format, etc.
Remove out-of-date content in a reasonable timeframe
Verify that links from the site are live and link to where they claim.
Enforce house style: check content for consistency
Monitor the error logs and report potential problems
Ensure MASCA.org is compatible with applicable web standards for multiple browser and accessibility to users with disabilities
Assume editorial responsibility for content, and quality and style of the site, in collaboration with area authors on the team
Collaborate with MASCA Executive Director and MASCA Technology Committee to get creative ideas for the website
Work with the Technology Committee to submit budget requests to the Fiscal Oversight Committee when requested.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Office of the Conference Chair

The MASCA Fall/Spring Conference Chair is appointed annually by the President (Article X – Committees). An honorarium shall be paid upon completion of the one-day conference and for the three-day conference in compliance with the MASCA Fiscal Policy.

The duties of the Conference Chair shall be to:

Organize and run all conference committee meetings.
Approve all conference expenses and monitor conference income and expenses
Sign all conference expense vouchers.
Partner with Executive Director and MASCA President to identify conference sites and dates with the goal to have test-free conference dates and rotate conferences around the state. Sites should be contracted and confirmed three years in advance due to minimal site availability if possible.
Establish email report deadlines and report forms.
Monitor progress of all subcommittees.
Assist with recruitment of committee members.
Purchase appreciation gifts for Conference Committee meeting site host (if appropriate).
Oversee the Hospitality Suite (if applicable) and plan a conference committee appreciation event.
Select the menu for food events in consultation with conference hospitality chair.
Design fliers announcing future conference events for the Counselor’s Notebook, for conference packets, website, etc. after consulting with the
current president, president-elect and/or Executive Director.
Remain current in technology skills/equipment necessary to operate the office.
Regularly access a personal/professional email account that allows for pertinent MASCA communication.
Attend meetings of the Governing Board or other related committees when requested by the MASCA President or MASCA Executive Director.
Assume such other responsibilities as directed by the President and/or Executive Director.

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Committees

Member Services Committee

The Member Services Committee accepts responsibility for promotion of membership, new and renewal. It seeks programs and ideas that will strengthen the membership base and provides incentive for membership. The Committee will work closely with the Coordinator of Membership to organize activities and outreach efforts.

The duties and responsibilities of the Member Services Committee are to:

Be responsible for the promotion of association membership, both new and renewal, including an annual review of promotional and information literature. Responsibility to include production of revised or new literature as needed.
Devise plans for, and actively participate in, the recruiting of new memberships, especially with under-represented populations.
Supervise maintenance of membership records to accurately show distribution of various membership categories. The Coordinator of Membership shall prepare membership reports as requested by the President and/or Governing Board.
Advise the Governing Board, at each meeting, of the current membership status of MASCA.
Participate with the Coordinator of Membership in the review of membership procedures and forms.
Attend MASCA conferences and staff a membership table in order to recruit new MASCA members.
Prepare an annual Membership Committee report for the President (or Governing Board) for use by the President as he/she feels fit.
Make recommendations regarding membership dues and policies to the Governing Board, as necessary.

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Human Rights Committee

The Human Rights Committee accepts responsibility to develop programs that foster and ensure a supportive environment which establish the worth and dignity of all persons, especially those from traditionally underrepresented areas. The Committee strives to be the social conscience of MASCA by promoting awareness, sensitivity and appreciation of human differences.

The Human Rights Committee strives to:

Be a catalyst - heightening awareness, consciousness and sensitivity to the issues of culture, human rights, gender, age and other differences.
Infuse this mission in all aspects of the association and to serve as the communicator, spokesperson and advocate for “people issues.”
Address issues regarding traditionally under-represented students and school counseling professionals from under-represented areas.

The duties and responsibilities of the Human Rights Committee are to:

Provide programs and resources for MASCA members that help to identify and provide support for issues dealing with human rights and diverse populations.
Submit session proposal for the spring conference dealing with issues of human rights and working with diverse populations.
Submit monthly articles to the Counselor’s Notebook updating members about topics related to human rights and diverse populations.
Oversee the selection of a recipient of the annual MASCA Human Rights Award which recognizes the work of one MASCA member who strives to make a difference in the lives of the students that s/he works.

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Fiscal Oversight Committee

The chair of the Fiscal Oversight Committee is the Governing Board’s agent for organization of financial affairs. The chair accepts responsibility to:

Gather from the officers and chairs, a description of their financial needs in late winter of each year.
Meet and organize those needs into the form of an annual budget.
Present this budget to the Executive Council and Governing Board for approval prior to the last scheduled Governing Board meeting of the year.
Gather and present to the Governing Board, whenever appropriate, ideas and policy matters concerning the development and maintenance of the organization’s financial resources. This may include proposals for both the acquiring and the appropriate use of MASCA funds, as well as for the proper maintenance of records.

All adjustments to budget accounts require the approval of the Fiscal Oversight Committee and Treasurer prior to presentation to the Governing Board for final approval. Once the Fiscal Oversight Committee has presented the budget for approval, the record of income and expenditures is the function of the Treasurer, who should check with the Executive Director if he/she is unclear as to the proper classification of the expenditure.

The Fiscal Oversight Committee serves as support for the Treasurer and as the 'watchdog' committee for the organization. The Chair should keep in constant touch with the Treasurer and the President and offer assistance as needed in maintaining the proper procedures and records in handling the organization’s financial affairs. The responsibility for the finances of MASCA belongs to the Executive Director and ultimately with the Governing Board.

The responsibility of the Fiscal Oversight Committee is to keep the Executive Director and Governing Board informed.