ROLE OF THE CASPR ADMINISTRATIVE COORDINATOR

GENERAL DUTIES

• Maintain and improve effective document management and electronic filing systems
• Document executive processes and workflow
• Receive and format information submitted by executive members on policies and guidelines for further approval and discussion at meetings
• Support the executive in fulfilling its governance function and implementing the strategic goals and objective of the organization
• Provides word processing support including typing of correspondence
• Open and direct all emails received by CASPR. Answer routine inquires and replies to e-mail requests
• Develop and ensure orientation process of newly elected board members including development of transition documents and training information

WEBSITE

• Update and maintain the CASPR website
• Assist members with any technical difficulties or questions regarding website access

SUPPORT TO CHAIR

• Support CASPR Chair in the ongoing day to day activities of the CASPR executive
• Assist with the documentation and nomination process of new executive
• Assist with nomination of CASPR award process
• Provide other support as required

SUPPORT TO TREASURER

• Assist the treasurer with preparation for audit
• Track membership lists, send out emails regarding membership renewal, collect all membership renewals, and process receipts
• Send out membership stickers and develop new membership certificates as required
• Provide basic accounting support as required by the treasurer

SUPPORT TO SECRETARY

• Distribute executive agenda and minutes
• Support the secretary in the application process of new members by providing access for to members only section of the website
• Provide general assistance as required

SUPPORT TO COMMUNICATIONS CHAIR

• Assist as needed in the develop and design the quarterly newsletter (Connections)
• Support the Communications Chair with maintenance of CASPR Social Media websites (Facebook, LinkedIn, Flickr, and Twitter) by ensuring there are posts at least once a week (more frequently leading up to and during events)
• Develop press releases as required
• Ensure CASPR is in compliance with relevant legislation (i.e. anti-spam)
• Develop and administer surveys as required
• Take photographs at the conference
• Ensure conference speakers have signed photo release forms and will allow their presentations to be highlighted on social media.
• Develop other communication material as required (i.e. CASPR holiday card)

SUPPORT TO COMMITTEES

• Sponsorship Committee
  • Assist Sponsorship Chair to correspond with the potential sponsors, process follow up documentation
  • Annually develop a list of potential sponsors for outreach/marketing
  • Update the Sponsorship Guide as required
• Membership Committee
  • Send out membership renewal notices
  • Assist Membership Committee to distribute the Benchmark Survey, collate the results, and support the Membership Chair in development of presentation to the membership at the annual conference
  • Bi-annually, develop a list of physician recruiters who are not currently members of CASPR for outreach/marketing
• Education Committee
  • Support the Education Committee in the communication with members and work with presenters to ensure presentations are formatted consistently for CASPR 101, 201 & 301
  • Prepare and send out fellowship certificates and annual membership stickers
  • Support the accreditation process when CASPR Executive ready to move forward

SUPPORT TO CONFERENCE CO-CHAIRS

• Manage online and/or mail-in registration for membership and conference
• Assist the Conference Co-Chairs with any documentation for the conference including: the online brochure, agenda, speaker bios, name badges and distribution of presentations to registered delegates. May include attendance at annual conference and assist with registration ensure timelines are met
• In conjunction with the conference co-chairs, develop and administer the post conference survey
• Provide other support as needed