MIAAA EXECUTIVE JOB DESCRIPTIONS

Position: EXECUTIVE DIRECTOR

A. CHIEF CORRSEPONDING OFFICER

1. Responsible for regular correspondence, mailings and surveys of membership
2. Spokesperson for M.I.A.A.A.
3. Liaison for vendors in state
4. Serve as a spokes-person for MIAAA at legislative hearings and state referendum issues in conjunction with the Assistant Executive Director
5. Represent MIAAA on state-wide initiatives, committee work

B. CHIEF FINANICAL OFFICER

1. Responsible for complete financial accountability
a. Tax status reports with state
b. Checking account
c. Financial reports for regular meetings
d. Financial report after spring conference
e. Payment obligations with Section I and the NIAAA
2. Distribute scholarship funds to student athletes

C. SERVE AS A MENTOR TO THE ASSISTANT EXECUTIVE DIRECTOR

D. LIAISON TO M.P.A. INTERSCHOLASTIC EXECUTIVE COMMITTEE

1. Represent M.I.A.A.A. at MPA Management Committee meetings as the association liaison
2. Report to M.I.A.A.A. Executive Committee
3. Recommend to MPA Sport Committee AD appointments in conjunction with the 2nd Vice President

E. ORGANIZATION AND ADMINISTRATION OF MONTHLY MEETINGS

1. Prepare monthly agenda in conjunction with the President and Associate Director
2. Serve as a resource at each meeting
3. Prepare follow-up correspondence

F. ORGANIZATION AND ADMINISTRATION OF FALL CONFERENCE

1. Confirm rental agreement with site management (Augusta Civic Center) in conjunction of the Assistant Executive Director

G. ORGANIZATION AND ADMINISTRATION OF ANNUAL SPRING CONFERENCE
1. Negotiate for dates and financial packages with the host site in November prior to conference
2. Write up pre-registration materials in January
3. Prepare letters for exhibitors in January
4. Secure speakers for conference
5. Order conference favors, gifts for guests and speakers
6. Correspond to and confirm banquet guests, speakers and special guests

7. Record and confirm pre-registrations, commuter meals, exhibitors fees and room reservations
8. Create conference programs in conjunction with our printing firm
9. Prepare and print luncheon programs and banquet programs
10. Put together and distribute packets, favors, door prizes, gifts for guests and name badges for attendees, vendors and special guests
11. Coordinate sessions, luncheon, banquet, breakfast
12. Organize spouse program; spouse breakfast and gifts
13. Prepare press releases
14. Set up registration table
15. Oversee management of exhibit hall

H. ORGANIZATIONAL RESPONSIBILITES WITH THE NIAAA

1. Serve as the state liaison to the NIAAA and attend the annual National Conference
2. Select/organize delegates to the NIAAA annual conference of athletic administrators in conjunction with the Board of Directors
3. Represent the MIAAA at the annual NIAAA Section I meeting
4. Select a representative to attend NIAAA President/Executive Director luncheon
5. Serve as the MIAAA representative to the National Executive Directors’ Council and attend their semi-annual meetings
6. Facilitate relationships with the Executive Director and Assistant Director of the NIAAA


Position: ASSOCIATE EXECUTIVE DIRECTOR

A. ORGANIZATION AND ADMINISTRATION OF MONTHLY MEETING 

1. Prepare and communicate the monthly agenda in conjunction with the President and Executive Director 
2. Secure site for meetings
3. Record and distribute minutes of previous meetings prior to next meeting
4. Serve as resource at each meeting and secure mileage disbursement
5. Prepare follow-up correspondence

B. ORGANIZATION AND ADMINISTRATION OF FALL CONFERENCE

1. Assist with registration table and distribution of materials
2. Record minutes at business meeting
3. Forward report of MIAAA Sport Advisory Committee to the MPA

C. ORGANIZATION OF ANNUAL SPRING CONFERENCE

1. Mail out pre-registration materials in January to the membership
2. Write to and confirm retired Athletic Administrators and Past Presidents
3. Assist with registration of LTC Courses
3. Organize 50/50 and coordinate the door prize committee
4. Set up/man registration table and oversee distribution of conference materials
5. Communicate registration materials to spring conference exhibitors in January 
6. Send letters to Superintendents for those athletic administrators requesting that their attendance be acknowledged
7. Prepare and distribute evaluation forms for conference
8. Assess and prepare annual report to the Board on conference and exhibitor evaluations

D. ADDITIONAL RESPONSIBILITIES

1. Serve as liaison to the MPA Management Committee and attend all of their meetings
2. Represent the MIAAA at the annual Section I meeting of the NIAAA as the alternate attendee
3. Assist the Executive Director where needed
4. Update and prepare MIAAA directory for distribution


Position: ASSISTANT EXECUTIVE DIRECTOR

A. CORRESPONDENCE RESPONSIBILITIES

1. Write, publish, and produce materials for our web-master

B. REPRESENTATIVE RESPONSIBILITIES

1. Serve as liaison to the MPA Management Committee in the absence of the Director or Associate Director
2. Serve as liaison to the Maine Basketball Commission 
3. Assist in the administration of the spring conference
4. Meet and work with chairperson for exhibitors at the Spring Conference
5. Serve as a resource at MIAAA Executive Board meetings
6. Attend pre-conference planning meeting with spring host site
7. Assist at legislative hearings

C. SPRING CONFERENCE RESPONSIBILITIES

1. Determine and communicate Executive Board spring conference responsibilities
2. Set up and assist in the management of the registration table

D. ORGANIZATION AND ADMINISTRATION OF FALL CONFERENCE

1. Secure speaker
2. Prepare registration mailings
3. Handle pre-registration materials
4. Rental of site in conjunction with the Executive Director 
5. Printing of program, name tags
6. Prepare Conference packets
7. Finalize meal guarantee
8. Set up and assist in the registration at Conference


Position: LTC CORDINATOR AND AWARDS CHAIRPERSON

A. ADMINISTRATION OF THE LEADERSHIP TRAINING PROGRAM

1. Attend NIAAA National LTC Coordinators meeting
2. Determine course offerings and presenters for November Board meeting
3. Create brochures for spring offerings in December
4. Mail brochures/registrations in January
5. Maintain registration data for all LTC participants
6. Order class materials and certificates from NIAAA
7. Prepare materials, evaluations, certificates and special requests for spring conference offerings
8. Complete final order for additional NIAAA materials and certificates
9. Coordinate LTC offering for MPA New Athletic Administrator workshop and organize the purchase of materials for LTC 502
10. Provide all necessary information for the MIAAA website regarding LTC

B. ADMINISTRATION OF MIAAA AWARDS PROGRAM

1. Collect data for NIAAA and NFHS award nominees (NF Citation, NIAAA DSA’s NIAAA State Award of Merit, Frank Kovaleski Award and National Scholar applicants)
a. Gather nominations at fall conference
b. Request Board vote at November meeting
c. Correspond with recipients in December
d. Set January deadline for all recipients
e. Forward final applications in January

2. Send out MIAAA award nominations forms in January
a. Gather and collate materials
b. Request resumes’ from AD of the Year nominees
c. Compile information and report to Board at 2nd March meeting
d. Order, prepare and distribute all certificates after President signature

3. Prepare inscription and order all awards for spring conference awards program

C. CHAIR MEMBERSHIP NATIONAL CERTIFICATION PROGRAM

1. Maintain data base of all LTC courses taken by membership to coordinate member certification with NIAAA
2. Maintain data base of all certified members of the MIAAA


Position: WEB MASTER

A. ADMINISTRATION AND DEVELOPMENT OF MIAAA WEBSITE

1. Maintain control as the sole provider actually placing information on the site
2. All data is secured with approval of the Executive Director
3. Will recommend additional links, data and potential funding sources
4. Will attend one Board of Directors meeting to enhance communication

B. SPRING CONFERENCE

1. Provide technical assistance with electronic equipment during the annual Spring conference (LCD, Lap Top etc.)