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POSITION DESCRIPTIONS
President
The President shall act as the executive officer and chairperson of the
Chapter and shall be responsible for the Chapter affairs. The President shall
preside at all meetings and shall perform the following activities:
- Coordinate with ISSA Headquarters on administrative or other initiatives
- Support coordination of Board Meetings for Chapter Board Members
- Coordinate with Secretary to schedule board meetings prior to each
chapter meeting and/or when necessary
- Coordinate with Secretary on agenda items for board meetings
- Participate in and chair board meetings
- Coordinate Chapter Meetings for Phoenix ISSA Members
- Attend and Chair Chapter meetings
- Prepare for and provide overview of business items
- Open meeting and introduce speakers
- Initiate member introductions prior to break
- Introduce each guest and encourage welcome by members
- Present certificates of appreciation or plaques to speakers and meeting
hosts
- Coordinate general chapter activities
- Distribute letters of appreciation to speakers and sponsors
- Distribute any necessary or beneficial general membership messages
- Respond to ISSA Headquarters and any other correspondence
- Maintain chapter files
- Recruit respective members, and assist members regarding Chapter
activities and business
- Respond to new interested parties with ISSA information and forward
contact information to Secretary
- Coordinate with other professional associations, such as ISACA, HTCIA,
ASIS, ASIA
- Contact Presidents regarding potential speakers and meetings
- Contact Presidents regarding annual joint meeting (where applicable)
- Survey members regarding Chapter plans for coming year
- Develop and distribute survey form
- Tabulate results for next board meeting
- Integrate survey results into planning activities
- Coordinate with Membership Director
- Forward new membership applications to Membership Director
- Forward lapsed or delinquent membership information to Membership
Director
- Notify Membership Director of membership inquiries
- Support Newsletter initiatives
- Develop newsletter input/materials
- Send materials to Newsletter Director four weeks prior to expected
release date
- Support Officer Election process
- Coordinate with Immediate Past President as necessary
- Notify ISSA Headquarters of changes in board members
- Complete change of authorized signature account at bank as required
- Participate in the ISSA Chapter Presidents Meetings (teleconferences and
annual in-person meeting)
- Attend Annual ISSA Meeting
- Encourage member participation in local and international committees
- Appoint up to six industry representatives to the Board of Directors from
the general membership as necessary
- Call special meetings if deemed necessary for the benefit of the Chapter
- Institute annual review of the Chapter Bylaws by the Chapter Board of
Directors
Vice President
Vice President shall attend to the duties of the President in his/her absence
or in case the President's office may become vacant for any cause whatever, and
shall attend to any other duties as the President may require. Specific
activities shall include:
- Review all membership applications for eligibility
- Participate in board meeting and in the absence of the President, chair
board meeting
- Solicit Chapter members for member sharing materials for chapter meeting
(three weeks prior to chapter meeting)
- Audit and approve the Treasurer’s records and validate the tax
information report annually and prior to submission to ISSA Headquarters in
March
- Assist the duties of the President
- Coordinate with Membership Director and contact former members whose
membership has lapsed or expired to recruit them to rejoin
- Recruit prospective members, and assist members regarding Chapter
activities and business
- Purchase and bring to the meeting certificates of appreciation, plaques,
or other gifts for the speakers and meeting hosts
Secretary
The Secretary shall record and keep minutes of all meetings and are notified
of meetings, and are in receipt of all other correspondence necessary to the
conduct of the Chapter. At the direction of the President, the Secretary shall
transmit and respond to correspondence of the Chapter. Additionally, the
Secretary will be responsible for the publication of the Chapter newsletter,
either directly or by supervising an appointed editor or Newsletter Director.
- Coordinate Board Meetings for Chapter Board Members
- Schedule board meetings (at the end of each previous board meeting if
possible) and arrange board meeting date, time, and location or
teleconference dial in number
- Coordinate with President for agenda items and distribute informational
notice/reminder with list of agenda items to Board Members two weeks prior
to board meeting
- Participate in board meetings
- Prepare draft minutes of board meeting and distribute to all Board
members for review
- Incorporate comments and finalize board meeting minutes- send to all
members
- Coordinate Chapter Meetings for Phoenix ISSA Members
- Obtain current member information, including e-mail list and contact
list, from the Membership Director.
- Obtain speaker information from Education and Seminars Director,
location/sponsor information from Vendor Relations Director, and
distribute chapter meeting notices at least three weeks prior to meeting
event (attach agenda – from Education and Seminars Director)
- Send reminder one week prior
- Attend chapter meeting
- Obtain completed sign-in sheet from Membership Director after meeting
- Prepare draft minutes of chapter meeting and distribute to all attendees
for review
- Incorporate comments and finalize chapter meeting minutes- send to all
members
- Maintain the official records of the Chapter
- Maintain copy of the current bylaws, which will be available for the
inspection by the members at all reasonable times
- Maintain an inventory record of all chapter-owned equipment
- Maintain a Chapter calendar.
- Prepare and mail election documents during election years from Board
members at large to ISSA Headquarters.
Treasurer
The Treasurer shall be the guardian of the Chapter funds and shall maintain
an itemized account of all receipts and expenditures. At no time shall Chapter
funds be merged with personal funds. The Treasurer or a representative shall
have a financial report available at all meetings. The records of the Treasurer
shall be available for inspection by the members at all reasonable times, and
shall be audited at least once a year. Expenditures shall only be made pursuant
to resolutions of the Board Members and shall be supported by invoices,
vouchers, and/or receipts along with an original check request form. The
Treasurer, or in the absence of the Treasurer, the President, must sign all
checks. The Treasurer, with the concurrence of another elected officer, may
authorize and pay miscellaneous expenditures up to twenty dollars per week when
the consultation of the Board is not practical. Copies of all checks shall be
made and kept with the supporting documents before a check is mailed to the
payee. The Treasurer shall supervise the collection of funds by any committee to
ensure that sound accounting practices are followed. The Treasurer is
responsible for balancing the monthly bank statement and providing copies of the
cleared checks on that statement and supporting documents for those checks to
the Board.
- Attend Board meeting
- Present financial status report at Board meeting
- Pay deposit for meeting room (if required)
- Settle payment for meeting room following Chapter meeting (if required)
- Coordinate annual financial activities
- Prepare Tax information report for ISSA Headquarters (March)
- Provide records and tax information report to Vice President for review
(March)
- Submit tax information report to ISSA Headquarters (March)
- Notify the Board of all checks returned for non-sufficient funds and any
fees associated with their collection
- Prepare an annual pro-forma income statement with support from the
members of the Board
- Prepare a final Profit & Loss statement, and balance sheet upon the
completion of the current fiscal year.
- Collect all membership dues and other monies or articles of value
belonging to the Chapter
- Maintain an accurate account of all treasury receipts, expenditures, and
deposits
- Lead efforts to develop the Chapter spending plan.
- Invoice vendors for advertisements and sponsorship fees
- Process ISSA Headquarters financial correspondence, deposit dues and
checks.
- Process and balance bank statements
Communications Director
The Communications Director shall manage the communications activities of the
Chapter related to web/internet and committees. Specific activities include:
- Participate in board meeting
- Attend chapter meeting
- Establish committees
- Coordinate with Webmaster to establish and maintain Phoenix ISSA website
Membership Director
The membership Director is responsible to maintain and retain current
members, assist potential new members, shall coordinate with the President to
maintain sufficient membership address lists as to ensure that all members are
in good standing and promote the Chapter through advertisements.
- Participate in board meeting
- Provide membership brochures at the chapter meeting
- Bring current contact list to chapter meeting to obtain new member
information or changes to current information
- Provide sign-in sheet, register meeting attendees, and provide completed
sign-in sheet to Secretary
- Obtain RSVP information and notify sponsor of expected number of
attendees and names
- Ensure badges for individuals are available at meeting
- Send recruitment letter and application to inquiring individuals
- Contact letter recipients to follow up on membership interest
- Send welcoming letter to new members with copy of latest newsletter
- Send letters of appreciation to existing members who renew their
memberships
- Notify newsletter of members who do not have electronic mail
- Review membership listing from ISSA Headquarters, call new members with
welcome, and forward new member contact information to Secretary
Newsletter Director
The Newsletter Director is responsible for the quarterly publication of the
Chapter newsletter. The Director will establish and solicit members for a
newsletter staff if necessary, and the Director will coordinate the job
functions of the newsletter staff.
- Participate in board meeting
- Collect and compile articles, information, classified advertisements and
other newsletter copy and edit as necessary
- Prepare final copy - including design of mastheads, headlines, cartoons,
etc, and submit for photocopying. Copy must be in good taste and sensitive
to the differences in culture’s including race, color, sex, religion,
age, national origin, veteran status, sexual orientation or handicap.
Material must not violate existing copyrights
- Ensure hardcopy newsletters are sent or faxed to Chapter members that do
not have electronic mail
- Establish and communicate to the Board and Chapter members a schedule
for article submission, article topics and newsletter publication
- Suggest ideas for articles to the Board members and membership at large,
but is not necessarily responsible for writing all copy
Vendor Relations Director
The Vendor Relations Director shall be the focal point between the Chapter
and the various security vendors in the Phoenix area. The Director will maintain
a balance in the marketing messages being delivered to the Chapter during the
Vendor Presentation. A vendor presentation should be in the following format:
1/3 What the problem is, 1/3 What the solution is, and 1/3 Why the vendor is the
best in providing the solution. This will insure that the Chapter is learning
valuable lessons for at least 2/3 of the presentation.
- Participate in board meeting
- Arrange Chapter Meeting locations and sponsors and forward information
to Secretary:
- Date, Time, Location, Directions, Parking, Lunch or Refreshments, RSVP
due date
- Coordinate all advertising in accordance with current advertising
policies
- Coordinate Chapter Sponsors’ benefits
- Solicit and coordinate vendor speakers and displays
- Solicit vendors for door prizes at Chapter Meetings
- Coordinate and publicize Chapter membership benefits
- Recruit prospective members, and assist members regarding Chapter
activities and business
Webmaster
The Webmaster is responsible for the ongoing design, support and maintenance
of the Chapter’s website; including gathering and publishing up-to-date facts,
schedules, and announcements of all Chapter activities. This requires frequent
coordination with the Newsletter Director and other Board members
- Coordinate with Communications Director and President to establish and
maintain Phoenix ISSA website
- Proactively ensure website is working properly and available
- Participate in board meeting
- Update website with Chapter meeting agendas, etc.
- Renew any contract agreements with webserver hosting company
- Determine new ways to use the Internet for communication among Board
members and ISSA members
- Determine new ways to derive financial benefits from Chapter web site
- Ensure the web site is listed in all major search engines and has links
to and from other relevant associations and organizations
- Troubleshoot any accessibility issues with web site
- Establish link to ISSA Headquarters webpage
- Coordinate with President to send pertinent information to ISSA
Headquarters webmaster
Certification Director
The Certification chairperson shall assist Chapter members in the area of
professional certification. The main emphasis will be placed on the CISSP
(Certified Information System Security Professional) certification. It is the
duty of this Director to bring together the necessary information on the
certification processes into one common place. The Director will provide that
information to the Chapter membership in a timely fashion. If a member has a
question about any aspect of certification, this Director is the Chapter focal
point.
- Participate in board meeting
- Coordinate with ISSA Headquarters and ISC2 on local sponsorship of CBK
review and CISSP certification.
- Collect information on all certified individuals attending each meeting
and submit their CPE’s for accreditation to the appropriate authority
- Ensure materials on certification program are available at the Chapter
meetings
- Ensure certification training and testing schedules are published in
newsletter
- Prepare a summary report of certified members in terms of what
certifications and number of members certified
- Make available certification training and testing information
- Coordinate discount contracts
- Recruit prospective members, and assist members regarding Chapter
activities and business
Education and Seminars Director
The Education and Seminars Director shall coordinate activities pertaining to
the Chapter meetings and any extended security seminars being hosted by the
Chapter. The Director should be familiar with the results of the membership
survey and attempt to obtain speakers that fulfill the needs of the Chapter
members. The Director will establish and solicit members for an extended seminar
committee if necessary, and the Director will chair this committee. The Director
also has the responsibility to insure that the Chapter meetings run smoothly
from a logistics view point.
- Participate in board meeting
- Arrange speakers for Chapter Meetings (8 weeks before Chapter Meeting)
- Title, Topic, Bio, A/V needed? Handouts?
- Develop agenda and send along with speaker information to Secretary
- Coordinate Door Prizes
- Ensure Webmaster has updated web site with meeting agenda, directions,
etc
- Send meeting information to ISSA International for insertion into
Password and www.issa.org
- Ensure newsletter has meeting information
- Recruit prospective members, and assist members regarding Chapter
activities and business
Advisor to the Board
Advisors are to be at the disposal of the Chapter President and should expect
to perform miscellaneous tasks, covering duties that are not otherwise assigned
and assisting as needed.
- Participate in board meeting
- Assist with Door Prize raffle at Chapter meetings
- Responsible for hospitality at the general meetings such as, greetings
at the door, registering meeting attendees, handing out name tags and door
prize tickets
- Recruit prospective members, and assist members regarding Chapter
activities and business
- Assist the Chapter President with his or her assigned duties and
responsibilities
Immediate Past President
The role of the Immediate Past President is that of an advisor to the Board.
If the Immediate Past President is unable to serve, the previous Immediate Past
President will be asked to assume the position. All other Past Presidents are
invited to serve as Board advisors as well.
- Participate in board meeting
- Perform duties as the moderator for Board meetings
- Organize and Chair Chapter Election Committees
- Announce nominees at Chapter Meeting
- Send election ballots to all Chapter Members
- Tabulate and announce election results at Chapter meeting
- Serve as a "reference source" for past decisions of the Board
- In the absence or disability of the Vice President, perform all the duties
of the Vice President
Past Presidents
Past Presidents may be requested by the Chapter President to perform
miscellaneous tasks, covering duties that are not otherwise assigned and
assisting as needed. Past Presidents serve in a strictly voluntary capacity to
advise and assist the Chapter.
- Participate in board meeting, if desired
- Recruit prospective members, and assist members regarding Chapter
activities and business
- Assist the Chapter President with his or her assigned duties and
responsibilities, as requested
- Be appointed to the role of and perform all duties of the Immediate Past
President (in the absence or disability of the Immediate Past President),
and when so acting, shall have the powers
Note: Portions of this material is copyrighted by the New England Chapter of
the Information Systems Security Association, Inc. It is used with their
permission."
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