WDA Seeks New Executive Manager

The WDA is seeking a part time (50-75%) executive manager to assist elected officers, Council, editors, and committees of WDA in the management of all Association business in a timely manner, including meeting coordination, financial management, journal publication and fund raising.  The incumbent will become familiar with the past business activities of the Association and will provide continuity to the transient memberships of Council and committees.  The incumbent will act as a liaison between the WDA and those the Association retains on contract. Among others, these include Allen Press, HighWire Press, conference facilities, and insurance companies. Most activities will be done in conjunction with, and assisting other volunteer WDA Committee members [e.g. membership, fund raising, planning conferences, organizing Council meetings, and assisting with development of budgets].  Applicants must either be a current or past member of WDA, must be willing and able to travel to annual WDA meetings and possibly elsewhere, and must have good communication skills (oral and written).  An annual salary, not to exceed $36,000, will be offered, and funds for office equipment/supplies and travel will be provided.  To apply, please submit a letter of intent, which includes your experiences that qualify you for this position, and a detailed curriculum vitae by March 1, 2010 to Carol Meteyer at the email listed below. 

For additional questions, contact Carol Meteyer (cmeteyer@usgs.gov) 608-270-2462).

Executive Manager Wildlife Disease Association - Detailed Duties

Priorities may shift from year to year, and it is understood that the Executive Manager does not have unlimited time or resources.  He or she will therefore have the flexibility to address these shifting priorities as they arise and is encouraged to consult Council officers on these issues when priorities are in conflict.

The Executive Manager agrees to provide a range of services including, but not limited to those listed below:

Provides continuity of operations of the WDA, including long term perspective and knowledge of issues that span several years.

Oversees the business operations of the WDA, ensuring that operations are running smoothly, services are delivered as and when specified, and problems are detected early and reported to the WDA President for action.  At present some business operations are supplied through outsourced contracts and partnerships.  These are subject to change as management systems evolve.  Specific responsibilities and current outsourced providers include: 

• Membership and subscription management (Allen Marketing and Management)
• Financial transactions and accounting (Jacobson and Schmitt Advisors)
• Accounting, audit and tax preparation (Treasurer with Allen Marketing and Management and MizeHouser Accountants)
• Audit (either sub-contracted through Mize Houser Accountants or done by WDA committee)
• Annual meeting organization assistance as requested
• Office, secretarial, and specified communication services (X-man’s Business)
• Sales, publication and marketing agreements (e.g., Allen Press/Allen Marketing and Management)
• WDA web page and newsletter (Bridget Schuler and Jenny Powers)
• Electronic publishing (Stanford University Libraries- Highwire Press)
• Cornerhost website hosting

Arranges and oversees cooperative agreements with other organizations, which include:

• WDA Sections
• AAWV (Under discussion)

 
Provides leadership in alerting WDA Council and President of alternative business services or agreements that could better serve the interests of WDA

• Maintains basic knowledge of alternative models for outsourcing or otherwise managing WDA business operations
• Proactively briefs President, Officers and Council on issues arising within the management of the business functions of the WDA

Ensures legal and registration requirements are met:

• Financial audit/tax return (tax returns are prepared by Mize Houser with input from Allen Marketing and Management and Treasurer)
• Annual incorporation registration (Treasurer, Executive Manager work with Val Beasley)
• Directors’ and Officers’ and Event Liability insurances ( if appropriate and in coordination with the local meeting host); current liability insurance covers officers)
• Annual renewals of WDA memberships/representatoin in other organizations (Eg. The Wildlife Society)
• Copyright permissions (EO/Editor decision, or Copyright Clearance Center)
• Coordinates with legal counsel as needed (through Mize Houser if a financial matter)

                Executes contracts and commitments authorized by Council, as needed. Contracts to be signed by Treasurer, or the WDA President with the exception of the Executive Manager Contract which requires co-signatures

Coordinates membership communications

• Maintains an official WDA telephone numbers
• Directs inquiries (email, telephone, etc.) to the appropriate person or committee for response if and when considered appropriate but retains a reasonable degree of delegation in this regard
• Arranges for email or other special communications through Allen Press to members (‘Blast Emails’) as directed by the WDA Council with reasonable degree of delegation and flexibility to inform the membership as necessary .

Assists the JWD Editor

• Works with the JWD Editor by supporting the business side of the Journal
• Assists with agreement and management side of JWD Scientific Supplements

Assists the WDA Treasurer:

• Assists treasurer in fulfilment of duties including preparation of  draft annual budget .
• Domain name registration (Cornerhost website renewal if Treasurer needs assistance)
• Maintains up-to-date knowledge of financial accounts, bill payments and cash flow and tracking of income and expenditures (including investments gains/losses and interest) to Cause Specific Funds.
• Alerts Treasurer of emerging problems in adherence to budget

Assists the WDA Secretary:

• Assists secretary in fulfilment of duties
• Ensures archival maintenance of corporate memory of the WDA (roster of Officer, Councillors and committee members; meeting minutes; records of Council resolutions; committee reports; all contracts and MOU’s between WDA and other parties; schedule of annual deadlines for all administrative functions and committee reports; Standard Operating Procedures; By-laws; list of award winners; etc.
• Establishes and then Maintains and updates a WDA Operations Handbook and the calendar of recurring deadlines for Officers, Council and Committees
• Assists officers, Council and various committees in preparation of stationery, plaques and certificates as necessary
• Assists vice-president and secretary in collection and collation of annual committee reports as necessary  and otherwise assists in preparation of materials for Council meetings
• Reviews meeting notes and minutes, and assists Secretary in their distribution
• Conducts correspondence as necessary and when instructed (welcome letters to new members; thank you letters to members who contribute to special funds in the WDA)

Provides support services for the WDA Officers, Council and Committees   

• Arranges conference calls and face-to-face meetings of Council, Executive Committee, and other committees as requested
• Provides assistance as requested with preparation of meeting agendas
• Provides/writes briefing documents on issues for Council to consider
• Attends meetings of Council and Executive Committee meetings (including conference calls)
• Reports on important activities to WDA Officers and Council during scheduled teleconferences and meetings
• Sits on selected committees ex officio to monitor and facilitate communications including amalgamation of comments by members or preparation of preliminary drafts on specific issues to be addressed by committees.; assists and/or facilitates Officers and committees to ensure that deadlines are met.
• Assists WDA Officers and Committees with additional tasks from time to time, on a mutually-agreed basis
• Works with Section leaders to foster amicable and functional relationships and interactions with other Sections and with the North American membership.