Explanation of Officer Roles and Responsibilities

The positions listed below are taken from a larger document which you may download and view: “Roles and Responsibilities”. This document provides further explanation of all of the Executive Board roles for NCCDA. It requires Adobe Acrobat to view.

President-Elect and Conference Chair

Primary Duties:

  • Plan, coordinate, organize, promote, and conduct NCCDA Fall Conference
  • Plan, coordinate, organize, promote, and conduct NCCDA Spring Conference (which is coordinated in conjunction with NCCA’s annual conference each year).
  • Responsible for conducting the NCCDA business meetings, the NCCDA Board meetings and any other business matters in the absence of the NCCDA President.  The President-Elect will also be responsible for representing the NCCDA at the NC Counseling Association Executive Board meetings in the absence of the NCCDA President
  • Provide information for NCCDA newsletter, including promotion of Fall and Spring Conferences
  • Participate in NCCDA Business and Board Meetings, providing updates on conferences and conference planning and input into Board decisions
  • Moves into role of President next year

Expanded Duties:

  • Stay informed about state legislative issues affecting counselors and encourage members’ participation in the legislative process.

Timeline:

  • Transitional Board Meeting — May/June
  • Fall Conference, Fall Business and Board Meeting
    — June-October (including planning)
  • Spring Conference (in conjunction with NCCA Conference), Fall Business and Board Meeting
    — February;
  • promotions in October/November (for career program proposals) and in January/February for conference
  • Newsletter — April, August, December

Treasurer

Primary Duties:

  • Maintain Fiscal management and monitoring of NCCDA account with NCCA
  • Serve on conference planning committee and coordinate conference registrations
  • Work with NCCDA President and Board to conduct NCCDA financial transactions
  • Serve on NCCDA board, present treasury reports at Board and Business meetings and provide input into Board decisions
  • Develop proposed budget to be presented to the Board at the Board transition meeting each year.
  • Provide information for NCCDA newsletter as needed, such as updated budget information

Expanded Duties:

  • Stay informed about state legislative issues affecting counselors and encourage members’ participation in the legislative process.

Timeline:

  • Transitional Board Meeting — May/June
    (Proposed budget; Treasurer Report for meeting)
  • Fall Conference, Fall Business and Board Meeting
    — September/October
  • Spring Conference (in conjunction with NCCA Conference), Fall Business and Board Meeting — February
  • Newsletter — April, August, December

Secretary

Primary Duties:

  • Take minutes at all NCCDA meetings, including Transition and other Board meetings and Business Meetings
  • Provide minutes of all meetings to board for review and correction; provide final version to all board members in a timely manner
  • Maintain both electronic and hard copies of all meeting minutes and periodically provide copies to Archives from storage
  • Serve on NCCDA board, present minutes for approval at Board and Business meetings and provide input into Board decisions

Expanded Duties:

  • Stay informed about state legislative issues affecting counselors and encourage members’ participation in the legislative process.

Timeline:

  • Transitional Board Meeting — May/June
  • Fall Conference, Fall Business and Board Meeting
    — October
  • Spring Conference (in conjunction with NCCA Conference), Fall Business and Board Meeting — February
  • Newsletter — April, August, December

Member-at-Large/Archives

Primary Duties:

  • Collect paper documents throughout the year to be added to the archives.
    Typically, the items for the archives fall into the following categories:
    • Conference brochures
    • Minutes from board meetings, committee reports
    • Newsletters
    • Award Recipient Information
    • Other — Including Membership Lists,
    NCCDA Board list, Bylaws, minutes of Board
    and Business Meetings
  • Take paper materials to the archives at UNC Charlotte to put into NCCDA’s archive files (at least once/year)

Expanded Duties:

  • Stay informed about state legislative issues affecting counselors and encourage members’ participation in the legislative process.

Timeline:

  • Transitional Board Meeting — May/June
  • Fall Conference, Fall Business and Board Meeting
    — October
  • Spring Conference (in conjunction with NCCA Conference), Fall Business and Board Meeting — February
  • Newsletter — April, August, December
  • Archive Trip — At least once per year

Member-at-Large/Membership

Primary Duties:

  • Develop and implement membership recruitment and retention programs (in conjunction with President and Board)
  • Work with NCCA management firm to obtain periodic membership lists for review and tracking purposes
  • Provide President and Board with periodic membership updates
  • Work with NCCA management firm to ensure new members are added to NCCDA listserve, which is managed by NCCA and their webmaster

Expanded Duties:

  • Stay informed about state legislative issues affecting counselors and encourage members’ participation in the legislative process.

Timeline:

  • Transitional Board Meeting — May/June
  • Fall Conference, Fall Business and Board Meeting
    — October
  • Spring Conference (in conjunction with NCCA Conference), Fall Business and Board Meeting — February
  • Newsletter — April, August, December

Member-at-Large/Government & Public Relations

Primary Duties:

  • Develop relationships with Government Relations representatives for various organizations including NCCA, NCDA, and ACA to stay informed on legislative issues pertinent to counselors
  • Develop and maintain website information (in conjunction with Communications/Website Chair) informing members of important legislative issues and providing information on the legislative process and its impact on the profession and on clients
  • Encourage members to become politically aware and active through workshops (including the Fall Conference), articles in newsletters, and listserve notices
  • Encourage members to respond to legislative alerts sent by various organizations such as NCCA, NCDA, and ACA that relate to the counseling arena
  • Develop and implement a Public Relations program promoting knowledge of and understanding of NCCDA, its activities, goals and mission (in conjunction with President and Board)
  • Provide information on legislative issues and suggest ways for NCCDA to support important legislative activities related to the counseling arena to the President and Board; assist in the development of association’s governmental relations policies