FAND Leadership Job Descriptions

Purpose of position

Serve as incoming President and gain experience with the organization’s operating procedures.

Length of service

2-year term (1 year as President-Elect followed by 1 year as President). Term begins June 1.                        

Expected time commitment                                                                                                                                                      

• Sufficient flexibility in work schedule to accommodate short phone calls/texts during office hours, and respond timely to e-mails
• Regular conference calls with the President and FAND operations leadership
• Virtual meetings or conference calls with the Board of Directors (BOD) up to once a month
• Virtual or in person meetings with the Administrative Counsel up to twice a year
• Virtual meetings with the Public Policy Committee up to once a month
• Virtual meetings with the President, Treasurer and FAND accountant up to once a month
• 1 in-person (or virtual) budget meeting per year with the Fiscal Affairs Committee

Position reports to

President                        

Direct Reports

Public Policy Committee 

An ideal President-Elect is
Someone who is/has:

• Experience on the BOD
• Experience in the past 5 years as a FAND Committee Chair or District President
• A desire to make a difference in the organization and the dietetics field
• Able to obtain employer support for involvement and time commitment 

Responsibilities

• Serves as a voting member of the BOD, Administrative Council (AC), and Fiscal Affairs Committee
• Performs the functions of President in the President’s absence or when the President is unable to perform functions as determined by the BOD
• Serves as a key decision and voting member of the BOD
• Serve as a member of the Administrative Council
• Presides over the Public Policy Committee and is available for communication with lobbyists
• Performs other duties as designated by the BOD

Reporting Duties

• Status updates on assignments during regular conference calls with the President and the FAND operations leadership
• Report updates regarding public policy matters to the BOD

Travel Requirements

Refer to Reimbursement Policy for travel reimbursement requests

• Up to 3 in-person BOD meetings per year, typically 1 at each of these times:
  • Kick off meeting, if scheduled live
  • Legislative Day Workshop in Tallahassee
  • During the Florida Food and Nutrition Annual Symposium (FL FANS), if live
• President’s training. Live or virtual as offered by AND
• The Florida Food and Nutrition Annual Symposium (FL FANS), if live
• Potential visits to district meeting

Resources

• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Benefit for volunteering in this position

• Gain valuable experience in a major leadership role
• Increase visibility for the profession, your employer and you
• Networking opportunities that help build lasting relationships
• Can earn continuing education units

Leadership Advancement

• On the path to become President of the Florida Academy of Nutrition and Dietetics
• Opportunities for further involvement in an Academy leadership position

Purpose of position

Serves the Florida Academy’s interests to maintain and build upon its financial strength. Serves to assure responsible stewardship of all the Florida Academy’s financial activities.

Length of service

3-year term. Term begins June 1. This position includes a Treasurer-elect year that starts in year 1 where they will be under the training and supervision of the Treasurer. The Treasurer will be in their second year of the Treasurer position. 

Expected time commitment.                                                                                                                                                     

• About 6-12 hours per month
• Sufficient flexibility in work schedule to accommodate short phone calls/texts during office hours and respond timely to e-mails. Needs to be available to review financial information monthly.
• Must be able to meet deadlines for budget approval at the beginning of the fiscal year.
• Must be able to prepare financial status reports as scheduled in the Timetable section of this document.
• Participate in virtual or conference call meetings with the BOD up to once a month.
• Participate in any in-person BOD meetings per year (1-2) and AC meetings scheduled live.
• Attend the Florida Food and Nutrition Symposium (FL FANS).
• Lead budget meeting with the Fiscal Affairs Committee.
• Works with vendors and accountant to collect sponsorship monies for all scheduled events.

Position reports to

President

Reports to the Treasurer in year one as Treasurer-elect

Direct Reports

• Fiscal Affairs Committee members
• Scholarship and Awards Chair
• Fundraising Chair

An ideal Treasurer is:

• Experienced in financial management.
• Demonstrates ability to interpret and articulate financial statements, budgets, fund accounting, and investments
• Effective short- and long-term financial planning and management skills
• Detail-oriented
• Proficient in Microsoft Excel
• Someone who has served as district president or district treasurer.

Responsibilities:

• Serves as a voting member of the Board of Directors and Administrative Council 
• Serve as Chair of the Fiscal Affairs Committee/ participates in meetings in training year as Treasurer-elect
• Work closely with President, President-elect, executive officer and accounting services regarding any issues which affects the finances of FAND
• Work with the Fiscal Affairs Committee to develop yearly budgets prior to the fiscal year and submit to the BOD for approval.  Yearly budgets should be prepared for:
  • Including a detailed Volunteer Travel Reimbursement
  • Annual Meeting income and expenses
  • Including scholarships and stipends
  • Operating Account
  • Foundation Account
  • Savings Account
  • Political Committee Account
• Communicate with the Florida Academy’s Board of Directors (BOD), Administrative Council (AC) members, executive officer and accounting services regarding the Florida Academy’s financial activities. Responsible for oversight of income and expenditures, investment strategies, approval of reimbursement requests, preparation of financial reports for BOD and AC meetings, and to assist in making financial decisions when needed.
• Update the reimbursement request form. Review and approve requests from all BOD, AC or others budgeted for travel expenses. Submit to accounting services for payment. Approved documents are submitted electronically to accounting services in a timely fashion so processing starts promptly. HQ has a filing policy for all reimbursement requests.
• Review monthly financial reconciliations submitted by Florida Academy’s accounting services per financial policies and procedures. Report monthly actual vs. budgeted income and expenses to the BOD.
• Submit quarterly reports of financial status to the BOD. Submit annual report of financial status to general membership.
• Ensure full and accurate financial records are kept.
• Work with accounting services to assure that all tax forms are duly filed and all taxes owed are paid by the Florida Academy in a timely fashion.
• Oversee operations of the Scholarship Committee. Work with the Scholarship Chairperson to implement budgeted scholarships and stipends as approved by the BOD.
• Review annually all financial policies and procedures and update as necessary.
• May serve as a member of the Fiscal Affairs Committee (FAC) for the year immediately following his/her term as Treasurer as desired.

Reporting Duties

• Financial status reports to BOD, AC, and general membership, as scheduled in the Timetable sections of this document.
• Assist with organizing financial documents for submission of the annual Academy Affiliate Report due August 31.

Travel Requirements

Refer to Reimbursement Policy for travel reimbursement requests

• About 3 in-person, or virtual as indicated, BOD meetings per year, typically 1 at each of these times:
  • Annual BOD kick off meeting
  • Legislative Day Workshop
  • Florida Food and Nutrition Annual Symposium

Resources

• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Benefit for volunteering in this position

• Gain leadership experience in building and managing a substantial budget
• Increase visibility for the profession, your employer and you
• Networking opportunities that help build lasting relationships
• Can earn continuing education units

Leadership Advancement

• Treasurer is prepared to assume higher level elected positions at affiliate and national levels.
• Treasurer-elect is prepared to assume the Treasurer position at the end of year 2 of the incumbent Treasurer

Purpose of position

The Secretary is an elected official and a member of the Board of Directors.  This elected officer is responsible for coordinating the agenda to Board Meetings, other identified meetings, and for the writing and distribution of board meeting minutes, meeting notes, posting meeting minutes, tracking member attendance at meetings, sending out event reminders, collecting event feedback, organizing registrant information for all events, and assisting fellow board members in various duties.

Length of service
Two years, elected by the membership, can be re-elected. Term begins June 1 of even numbered years.

Expected time commitment                                                                                                                                                      

• About 6-12 hours per month to attend BOD/AC meeting and prepare minutes to send to FAND leadership for feedback, review and approval.
• Sufficient flexibility in work schedule to accommodate short phone calls/texts during office hours and respond timely to e-mails
• Time available for the Association work, including travel and willingness on the part of employer to permit time for performance of duties.
• This office requires attendance at BOD/AC meetings and the FL FANS annual symposium.
• This position requires leadership and support for Media Spokespeople and the Strategic Communications Chairperson.
• The position requires working closely with other BOD and AC members, and FAND leadership team.
• This position requires great attention to detail and accuracy in recording and transposing minutes.

Position reports to

President

 Direct Reports

• Media Spokespeople
• Strategic Communications Chairperson

An ideal Secretary is

• Active or retired membership in Academy of Nutrition and Dietetics
• Experience at the District level as a member of the Board of Directors (BOD) or equivalent experience such as a member of the Dietetics/Nutrition Practice Council.

Responsibilities

• Serves as a voting member of the Board of Directors and Administrative Council.
• Responsible for the minutes of meetings of the Board of Directors, the Administrative Council, conference calls, and of the Association membership meetings(s) and for seeing that they are recorded, distributed and filed.
  • Responsible for the sign-in sheet with the position of attendees for in-person meetings. Motions should be noted in bold and narratives are in bullet points.  Note start time and conclusion and break.  Maintain a file of all handouts from each meeting.
• Offer leadership and support to the Strategic Communications Chairperson for activities such as FANS, FNCE, webinars, and other activities. Reports Strategic Communication’s activities to the Board.
• Present minutes of previous meetings at the respective meetings.
  • Electronic copies of minutes made available prior to meetings will be used to call for approval of minutes; however, the secretary will also make available limited number hard copies of the minutes for in-person meetings.

• Submit recorded minutes to BOD for review within two weeks after each meeting. 
• Prior to the first BOD/AC meeting contact FAND media representatives to review goals and objectives of the Strategic Plan that may relate to their position. 
• Prior to the first BOD/AC meeting contact the Strategic Communications Chairperson to review goals and objectives of the Strategic Plan that may relate to their position.
• Offer guidance and support as needed for promotions and activities.
• Present Media and Strategic Communication’s activities that show progress toward meeting objectives of FAND’s Strategic Plan.

• Maintenance and accuracy of recorded minutes and motions.
  • Minutes must be accurate and contain information that might be needed for future policies and procedures but be as brief and concise as possible. Minutes will contain all motions, second motions, and vote of members.
• Maintain communication with FAND Media Representatives.

• Communicate and offer guidance and support as needed to the Strategic Communications Chairperson.

 Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Purpose of position

Serve as a FAND member advocate, representing member options and views to Board of Directors and Administrative Council

Length of service

2-year term, elected in opposing year the Chair of District Presidents is elected. Term begins June 1.

Expected time commitment:                                                                                                                                                     

• About 4-8 hours per month
• Virtual meetings or conference calls with the BOD up to once a month 
• Attend all BOD meetings (monthly, virtual) and in-person BOD meetings as scheduled (1-2)
• FAND Annual Symposium

Position reports to

President

Direct Reports

Membership Chair

Student Issues Chair

Together in Practice Committee Chair

An ideal Member-at-Large is
Someone who is/has:

• Good communication skills
• Creative with communication tools to reach members.
• The ability to coordinate efforts with direct reports (listed above) and develop communication plans.

Responsibilities

• Create communication and networking plan to connect FAND members.
• Serves as Annual Meeting Chair and organize planning for the Florida Food and Nutrition Symposiums (FL FANS)
• Submit blogs or member updates to share in newsletter or social media, as appropriate.
• Works with the assigned committee chairs to ensure their annual strategy and plan is executed.
• Provides updates to BOD on FANS and committees.

 Joint Responsibilities with the Membership Committee:

• Administer FAND Member survey and update annually, as required.
• Track and report membership growth and retention rates and other relevant membership data. (See Resources)
• Assure district presidents have access to best available resources for member recruitment and retention.
• Promote and communicate membership successes for all districts.
• Assist the BOD in the dissemination of information, providing timely and accurate responses to proposals, surveys and questionnaires.
• Collect successful membership recruitment and retention initiatives to share with the BOD.

Reporting Duties

• Updates the BOD as needed during the scheduled BOD calls/meetings.
• Membership report to the BOD and Administrative Council (AC), which tracks growth and relevant membership data.
• Report results to the BOD on the Member and Non-member survey.

Travel Requirements

Refer to Reimbursement Policy for travel reimbursement requests.

• Travel to any live BOD meetings or other events as scheduled. Most are virtual.
  • Legislative Day Workshop in Tallahassee
  • Florida Food and Nutrition Annual Symposium (FL FANS) 

Resources

• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy Membership Database – password is updated annually and obtained from the President or Executive Officer
• Academy resource: http://governancemanagement.webauthor.com
• Use AND log-in

Benefit for volunteering in this position

• Have a voice for members and make a difference in our organization.

• Networking opportunities that help build lasting relationships.
• Can earn continuing education units.

 Leadership Advancement

• Opportunities for further involvement in a FAND or Academy leadership position

Purpose of position:  Serves as a resource to the presidents of each district association, represents the districts on the FAND Board of Directors (BOD).

Length of service: Two (2) years, elected by membership, in alternate year from Member-at-Large. Term begins June 1.                          

Expected time commitment:                                                                                                                                                     

• Time available for the Association work, including travel and willingness on the part of the employer to permit time for performance of duties.
• This office requires attendance at BOD meetings, Administrative Council (AC) meetings twice a year and the FAND Annual symposium (FL FANS).
• It requires working closely with the BOD and AC members and FAND Leadership Team.
• It requires correspondence, as needed, with the district association presidents to provide information from the BOD as well as answer any questions/concerns from the district. 

Position reports to: President.  President and President-elect to provide guidance, assistance, and insight.

An ideal Chair of District Presidents is: An active member of the Academy of Nutrition and Dietetics (AND).  Someone who is able to facilitate effective communication between the districts and the BOD and FAND Headquarters.

Responsibilities:

• Serves as a voting member of the FAND BOD and AC.
• Attend BOD and AC meetings.
• Attend general membership meeting at FL FANS
• Serve as liaison for all District Presidents to the FAND BOD.
  • Optional: DP conference calls every 2-3 months
  • Chair of DPs to set date/time of call and sent information to DPs
• Keep the Board of Directors informed as to the activities, concerns and issues of the District Presidents (DPs).
• Coordinate and disseminate information from Academy of Dietetics and Nutrition and FAND among the districts.
• Solicit input as to which districts want to schedule a FAND leadership visit for district general membership meetings and encourage direct contact with invitations be made to a Florida Delegate.
• Keep all District Presidents informed of matters concerning their districts.
• Communicate requirements of District Agreement for all current or newly formed Districts
• District Agreements due by August 1^st to be posted in FAND google drive – submitted electronically (see document on this)
• Represent the District Presidents on the BOD by voting the majority wishes as expressed in all communications and meetings of the Division of District Presidents.
• Secure from each District an updated listing of programs, workshops, seminars and related meetings and make these available to all other Districts.
• Have each District maintain an updated membership list.
• Be the liaison for new Districts to be formed and bring these Districts up-to-date.
• Help with transition of Districts, such as merging of District or District resolution.
• Encourage each District to contribute district information in selected issues of the FAND Newsletter or other communications.
• Maintain and update the District Presidents’ Manual
• DP Manual to be updated yearly with new President’s Message at minimum
• Review and give feedback on District Quarterly reports.
• Send reminders regarding important deadlines – incorporation and taxes
• Prepare meeting summaries from Board meetings for dissemination to districts
• Solicit feedback regarding functioning of districts
• Conduct District meeting at Florida FANS
• Training Meeting for new DPs (example PowerPoint from previous Chair of DP)
• Maintain district tracking spread sheet with officers, contact info, feedback on important topics, etc.
• Help develop FAND resources:  volunteer, leader and financial

Reporting Duties: Prepares and submits a mid-year and end-of-year report  to the President prior to BOD, AC, and general membership meetings.  Reports become part of the minutes.

 Travel Requirements: This office requires attendance at FAND BOD meetings and AC meetings twice a year. Reimbursed by FAND in accordance with Reimbursement Policy and Budget.

Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• District President’s Manual
• District Tracking Spreadsheet with District Contacts
• AND Contact – Affiliate Relations:

• Amy Biedenharn:ABiedenharn@eatright.org (Sr. Manager)
• Diane Juskelis: DJuskelis@eatright.org (Director)

Benefits for volunteering in this position:

• Gain valuable leadership and administrative experience.
• Provide input, and influence priorities and direction of the association.
• Increase visibility for the profession, your employer, and you.

What Chair of District Presidents place in their resumes:

Participation in leadership of your professional organization.

Effective communication skills and knowledge of organization requirements for incorporation. 

Leadership Advancement: As a member of the BOD, you will have knowledge of other Board positions and may consider nominations for another position on the Board or with a FAND committee.  Experience on the BOD is a highly desired quality for a President-elect and Delegate candidates.

Purpose of position

The Chair is the liaison between the AND House of Delegates and the State Affiliate, FAND.

The Chair represents the Delegates on the FAND Board of Directors

The Chair coordinates the activities of other Florida Delegates.

The Chair will work with the other Delegate to:

• make decisions regarding district visits that may be conducted for the purpose of reporting on the activities of AND House of Delegates and for soliciting member feedback on issues
• inform members about HOD issues and other important information (e.g., call for nominations, volunteer opportunities, election results, position papers available for review, etc) and solicit member feedback through the FAND listserv and/or other modes of communication (e.g., Social Networking sites, Webinars, podcasts, online survey, etc)
• respond to member questions and inquiries related to the HOD, AND and FAND
• read and respond to all Community of Interest postings, surveys, and inquiries
• vote on HOD mega issues and other issues presented to the HOD using both in person and electronic voting

Help develop FAND resources:  volunteer, leader and financial.

Length of service

1-2 years depending upon election cycle.  The Chair is usually the most senior delegate.  A junior delegate may be appointed by the president upon agreement of the delegates and the president.

Expected time of commitment

• Time available for the Association work, including travel and willingness on the part of the employer to permit time for performance of duties. Normally requires an average of 1-2 hours per week.
• This office requires attendance at 2 AND HOD meetings.
  • Fall meeting is held immediately prior to FNCE.
  • The spring meeting is usually held in Chicago or may be virtual.
  • HOD meeting are usually 2-3 days
• Attends about 3 BOD meetings per year The position requires working closely with other BOD and AC members, and FAND leadership team.
• It also may require travel to districts to give delegate reports and working closely with the FAND BOD/AC members and FAND leadership.

Position reports to

President

Direct Reports

• Any additional delegates
  • Number of delegates is determined by AND; is based on FAND total membership

An Ideal Chair of Delegates is

• Active or retired membership in Academy of Nutrition and Dietetics
• Experience at the District level as a member of the Board of Directors (BOD) or equivalent experience such as a member of the Dietetics/Nutrition Practice Council.
• Active or retired member of AND and FAND for at least three (3) consecutive years immediately preceding the term as Delegate. 

 Responsibilities

• Serves as a voting member of the Board of Directors and Administrative Council.
• Serves as a voting member of the AND House of Delegates (HOD)
• Work with the Delegate(s) to arrange visits (when appropriate and within budgetary constraints) and to develop and plan communication strategies designed to inform members and solicit their input on AND/FAND issues throughout the year.
• Participate in scheduled AND/HOD webinars and online training sessions.
• Read and respond, as appropriate, to Community of interest postings. Community of Interest should be checked at least weekly.
• Assume responsibility for recording/reporting members’ opinions/ideas on HOD agenda items and other HOD issues that are forwarded to members of the HOD.
• Submit articles to Newsletter and/or use other communication strategies to report outcomes of the HOD meetings and how Delegates represented members.
• Help develop FAND resources: volunteer, leader and financial.

Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Purpose of position: Serve as the voice of the FAND membership in the House of Delegates of the Academy of Nutrition and Dietetics.

Length of service: Three (3) years, beginning on June 1 of year elected, and ending May 31 of third year of term.                         

Expected time commitment:

• 1-5 hours per week to monitor HOD communications.
• 5-7 hours per week in preparation for HOD meetings in Fall and Spring.
• Travel to FNCE host city for Fall HOD meeting, Friday and Saturday.
• Online, virtual Spring HOD meeting, 4 hours Saturday and 4 hours Sunday.
• Attend FAND BOD meetings and others as directed, in-person or online.

Position reports to: Chair of Delegates                                    

An ideal Delegate is someone who has completed a term of office on FAND BOD.

Responsibilities:

• Disseminates updates on Academy initiatives to Florida Affiliate members.
• Utilizes technology and other communication strategies to obtain member input to Mega issues or other HOD agenda items.
• Work with Chair of Delegate(s) to arrange district visits as needed.
• Read and respond to HOD portal postings and legislative Action Alerts.
• Participate in Academy/HOD webinars, surveys and online trainings.
• Participate in Fall/Spring HOD meetings.
• Vote on HOD motions.
• Prepare and present Delegates’ report to BOD/AC.
• Member of Personnel and Public Policy Committees.
• Other goals from Strategic Plan as directed.

Reporting Duties:   Assists in preparation of Delegates’ report to BOD/AC and acts as proxy for Chair of Delegates as needed. 

Travel Requirements: Annually to site of Fall FNCE and FL FANS. In-person district visits as requested.  Reimbursed by FAND in accordance with Reimbursement Policy and Budget. 

Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Benefit for volunteering in this position:

• National networking opportunities
• Leadership CE for CDR portfolio
• Leadership advancement by committee appointments
• Mentoring opportunities
• Advance to Chair of Delegates

What delegate placed in their resumes:

• Chair of Florida Academy of Nutrition and Dietetics delegates.
• Trained and served as Academy of Nutrition and Dietetics meeting table facilitator.
• Participated in national mentor/mentee program.

Leadership Advancement:  With extensive knowledge of issues and procedures for both the state and national organizations, may consider FAND Chair of Delegates or nominations for other leadership positions. 

Purpose of position

Work with the Nominating Committee to designate annually, or as otherwise specified, the following candidates for office: 

• President-elect
• Secretary (alternate year with Treasurer)
• Treasurer (alternate year with Secretary)
• Treasurer elect start in year 2 of the current treasurer.
• Chair of District Presidents (alternate year with Member-at-Large)
• Member-at-Large (alternate year with Member-at-Large)
• Delegate(s) – Should NOT be included on the ballot every 3rd year, unless a 3rd Delegate is approved
• Nominating Committee – 3 members elected in odd years; 2 members elected in even years

Length of service

2-year term, elected by the membership. Term runs June 1 – May 30.                        

Expected time commitment                                                                                                                                                      

• 1-3 hours per week (June-September) contacting nominees and October- December coordinating with candidates.
• 2-5 hours per week December and January preparing the ballot

Position reports to

Chair of Nominating Committee reports to the President

Nominating Committee members report to the Chair of the nominating Committee

An ideal Nominating Committee Chair is

• Someone who has a large network of FAND members
• Someone who easily identifies effective leaders

Team Responsibilities

• The 5-person committee is to function according to the official Bylaws
• Solicit nominations for all open positions
• Meet with the committee to decide potential candidates for the ballot
• Contact potential candidates for office
• Collect ballot information from willing candidates.
• Notify nominees as to whether they were chosen for the ballot
• Update challenge questions
• Encourage membership to vote via available methods of communication – for both FAND and The Academy ballot
• Notify candidates and President of election results
• Update the FAND Leadership Database and Mentor List
• Submit articles for Newsletter and/or messages for social media as scheduled

Reporting Duties

• Communications to/from the BOD will go through the Chair of the Nominating Committee
  • Send revised challenge questions to the BOD for review as a courtesy and request feedback
  • Present slate of candidates to the BOD prior to release of the ballot
  • Notify the BOD of results after the election

Travel Requirements

• Florida Food and Nutrition Symposium (FL FANS)

 Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan

Benefit for volunteering in this position

• Networking opportunities that help build lasting relationships

Leadership Advancement

• Opportunities for further involvement in a FAND or Academy leadership position