ICHP 2017 Annual Meeting logo

Job Descriptions


President
President-Elect
Immediate Past President
Secretary
Treasurer
Chairman of the House of Delegates
Technician Representative
Director, Division of Marketing Affairs
Director, of the Division of Educational Affairs
Director, of Legal and Governmental Affairs
Director, of the Division of Professional Affairs
Director, of the Division of Organizational Affairs
Regional Director Responsibilities
Chair, New Practitioners Network

President

Description

  1. Oversees operations of ICHP, assigning responsibilities and coordinating activities with assistance of the Executive Vice President. The President will conduct weekly calls with the Executive Vice President to accomplish this function.
  2. Establishes objectives for the year based on the strategic plan: discusses with officers.
  3. Promotes, influences and fosters the growth of the profession statewide and nationwide.
  4. Serves as the major contact person for ICHP with responsibility for the majority of the formal communications between ICHP and other organizations; communicates with Board members and officers of other organizations to advise and establish dialogue.
  5. Serves as a secondary link between ASHP and chapter members; communicates with ASHP staff members to provide and obtain information and assistance.
  6. Communicates with Council members and other Health-System pharmacists to seek grass-roots input and ideas; encourages participation of chapter members.
  7. Works with the Executive Vice President in setting agenda before Board meetings.
  8. Presides at all Council meetings.
  9. Works closely with the Director of Marketing Affairs to recruit new members and retain current members.
  10. Engages in written and verbal communication on behalf of the Council as needed.
  11. With the approval of the Board of Directors, calls meetings of the House of Delegates at any time upon written request from the majority of the members of the House.
  12. Serves as a member and Chairman of the Board.
  13. Serves as a member of the Committee on Finance and Chair of the Executive Committee.
  14. Serves as a member of the House of Delegates.
  15. Assists Board members in defining responsibilities and timetables for projects.
  16. Assists Committee Chairmen in establishing guidelines and projects and in reviewing results.
  17. Appoints members to vacant positions except as otherwise provided in the Bylaws.
  18. Appoints the Chairman and members of the ICHP’s Committees with Board approval annually.
  19. Appoints members to the Divisions of Service with the approval of the Director of the Division of Service and the Board of Directors annually.
  20. Appoints ad-hoc committees and chairmen thereof as deemed necessary to carry out the responsibilities and programs of the Council.
  21. Writes a President's Column in each KeePosted.
  22. Provides a report to the House of Delegates at the Annual Meeting.
  23. Gives welcoming remarks at ICHP sponsored seminars.
  24. Authorizes the Divisions of Service to represent themselves as acting on behalf of the Council when contacting other organizations.
  25. Works closely with the Executive Vice President on behalf of the Council as needed.

Term of Office

  • One year (this position ascends from the Office of President-elect and ascends to the Office of Immediate Past President).

President-Elect

Description

  1. Develops knowledge and understanding of the duties and responsibilities of the President, Board of Directors, and key staff.
  2. Develops a strong working knowledge of the organization and its current activities.
  3. Identify a leadership theme for term as President.
  4. Serves as a member of the Committee on Finance and Executive Committee.
  5. Serves as a member and Vice Chairman of the Board.
  6. Serves as a member of the House of Delegates.
  7. Performs the duties of the President when the President is unable to do so.
  8. Assumes other responsibilities as directed by the President.
  9. Plans ICHP Board of Directors leadership retreat with the ICHP staff for Presidential Year.
  10. Serves as Chair of the Strategic Planning Committee.

Term of Office

  • One year (elected from membership; ascends to the Office of President after one year).

Immediate Past President

Description

  1. Serves as a member of the Committee on Finance and Executive Committee.
  2. Serves as a voting member and Vice Chairman of the House of Delegates.
  3. Serves as a member of the Board of Directors; in the absence of the President and the President-elect, serves as the Chairman of the Board.
  4. Serves as Chair of the Committee on Nominations.
  5. Conducts the annual review of the Executive Vice President contract at the end of calendar year immediately following completion of Presidential term of office.
  6. Create and maintain good relationships with officers and members of the local affiliate chapters. Maintains communication with other organizations with which he has worked during his presidential year to maintain Council contact and to introduce the new Council President.
  7. Performs special assignments or projects as requested by the President.

Term of Office

  • One Year (this position ascends from the Office of President).

Secretary

Description

  1. Serves as a member and Secretary of the Board of Directors and records the minutes of each meeting of the Board of Directors.
  2. Presents an annual report at the House of Delegates describing Secretary's activities over the last year.
  3. Maintains a current listing of the officers of the Council and of its affiliated chapters.
  4. Prepares for each Annual Meeting and House of Delegates meeting by directing ICHP office staff in:
           
    a.    Preparing and distributing delegate kits.
    b.    Inviting new officers to the House of Delegates.
    c.    Calls for reports of Board of Directors at least six (6) weeks before the Annual Meeting.
    d.    Distributes minutes of the House of Delegates to each delegate within 30 days of the last session of the House.

  5. Works with the Executive Vice President to prepare and distribute minutes of all Board of Directors meetings to all members of the Board of Directors and to the ASHP Member and Affiliate Relations Associate assigned to ICHP prior to the next scheduled Board of Directors meeting. 
  6. Understands chapter policies and procedures; serves as Council Parliamentarian upon request.
  7. Trains the Secretary-elect.
  8. Oversees the distribution of all board of director and house of delegate meeting notices.
  9. Uses the Official ASHP Chapter Officer's Manual as a reference for job duties.
  10. Serves as a member of the Committee on Finance and Executive Committee which meets monthly via conference call.
  11. Assures that the ICHP office receives nominations from the affiliate Nominating Committees for the House of Delegates not less than sixty (60) days before the Annual Meeting.
  12. Certifies the results of the election of delegates and alternates to the House of Delegates.
  13. Oversees the distribution of an electronic ballot to each appropriate member of the Council containing the names of the candidates for office together with a brief review of their professional backgrounds.  This ballot is to be sent within thirty days after the Annual Meeting.
  14. Conducts the Council's correspondence as directed by the President.

Term of Office

  • Two years (elected by membership).

Treasurer

Description

  1. Serves as the volunteer auditor of the Council's funds overseeing their receipt, disbursement and investment by the ICHP office staff on behalf of and at the direction of the Board of Directors.
  2. Serves as a member of the Board of Directors.
  3. Serves as a member of the Executive Committee.
  4. Serves as a member and Chair of the Finance Committee.

Oversight responsibilities include, but not limited to:

  • Reviews at least monthly a copy of all financial transactions of the organization (income, expenses, transfers, etc.)
  • Reviews at least monthly a copy of all reconciliation reports including any data or reports used to complete the reconciliation process
  • Monitors on a monthly basis income and expenses compared to budget
  • Review of any changes related to financial processes or reports
  • Review any documents related to IRS reporting requirements
  • Review any reports related to the annual financial audit
  • NOTE – to complete oversight responsibilities the treasure shall, as deemed necessary, seek additional information to discern appropriateness of any disbursements or other use of ICHP funds

Reporting responsibilities include, but not limited to:

  • Provide overview of financial status at each Committee on Finance meeting
  • Provide overview of financial status at each board of directors meeting, including
    • Assessment of current financial stability
    • Areas of concern
  • Provide report on annual financial audit (if internal audit performed)
  • Providing a written treasurer’s report, on behalf of the Committee on Finance, to the House of Delegates at least annually
  • Completes and/or  presents special reports as directed by the board of directors

Budgeting responsibilities include, but not limited to:

  • Assist staff in preparing annual operating budget
  • Assist staff in preparing annual capital budget
  • Serves as member of the House of Delegates.
  • Presents a report and financial statement at a session of the House of Delegates.

Term of Office

  • Two years (elected by membership).

Chairman of the House of Delegates

Description

  1. Presides at all sessions of the House of Delegates.
  2. Serves as a member of the Board of Directors; representing the House of Delegates.
  3. Calls special sessions of the House of Delegates upon written request from a majority of members of the House.
  4. Communicates with the Committee on Nominations.
  5. Conducts an open hearing for ICHP members prior to the House of Delegates meeting.
  6. Communicates with members of the House of Delegates.
  7. Communicates with affiliate chapter Presidents prior to the appointment of the Committee on Nominations for their input and recommendations for their chapter member on the Committee on Nominations.
  8. Assures that the Committee on Nominations has a slate of candidates to present to the House.
  9. Works with the ICHP Office to assure that reports, agenda, delegate kit, etc., are sent to Delegates on a timely basis (30 days prior to the meeting).
  10. Prepares an interim report to be distributed a minimum of two months prior to the Annual Meeting.
  11. Coordinates dates and locations for regional delegate conferences.

Technician Representative

Description

  1. Shall attend meetings of the Council's Board of Directors as defined in the Organization’s Bylaws.
  2. Serves as a voting member of the Council’s Board of Directors and acts as a liaison between the Board and the Technician membership.
  3. Coordinates all programs for the Technician membership of the Council.
  4. The Technician Representative serves as a voting member of the House of Delegates.
  5. The Technician Representative provides a written annual report of technician activities within ICHP to the House of Delegates.
  6. Provides regular contributions related to technician issues to KeepPosted (each issue).
  7. Provides input into all technician related educational programming offered by the Council.
  8. Regularly review the ICHP web site and recommendations additions and revisions of Technician-related materials.
  9. Recruits new members to the Council.

Term of Office

  • Two years (elected by the Technician Members).

Director, Division of Marketing Affairs

Description

  1. Serves as a member of the Board of Directors.
  2. Directs the Executive Vice President or office staff to communicates with ASHP Director of Chapter Services to obtain ASHP membership list.
  3. Maintains contact with Membership Chairman of local affiliates.
  4. Organizes membership drives in conjunction with ASHP membership drive.
  5. Coordinates activities of the division and its subcommittees.
  6. Reports activities and recommendations to the Board.
  7. Prepares the annual report of the division activities and presents at the House of Delegates Annual Meeting.
  8. Gives concurrence of presidential appointments of the members to the Division of Service.
  9. Fills vacancies on the division of Service with the approval of the Board.
  10. Brings to the attention of the Board all "votes to recommend" from each Division of Service meeting with explanation of the sentiment at the meeting and conveys back to the Division of Service the results and action of the Board.
  11. Serves as a member of the House of Delegates.
  12. Accepts assignments from the Board on a specific matter for its consideration.
  13. Obtains approval from the Board of Directors prior to representing themselves as acting on behalf of the Council when contacting other organizations.
  14. Obtains approval from the Board of Directors to secure funds from sources outside the Council.
  15. Provides guidance to local affiliate officers in methods of successfully chairing an organization.
  16. Updates application form for membership.
  17. Coordinates membership recruitment and renewal program.
  18. Monitors activity and brings recommended changes to the Board for approval.
  19. Prepares annual budget for the Division of Service and submits it to the Finance Committee for approval in October of each year.

Term of Office

  • Two years (elected by membership).

Director, of the Division of Educational Affairs

Description

  1. Coordinates the activities of the Division and its subcommittees. Reports activities and recommendations to the Board.
  2. Prepares an annual report of Division activities and presents it to the House of Delegates at the Annual Meeting.
  3. Serves as a member of the Board of Directors and the House of Delegates.
  4. Accepts assignments from the Board on specific matters for its consideration.
  5. Chairs the Educational Meeting Subcommittee to plan the ICHP Annual and Spring Meetings and other statewide educational activities as they are offered.
  6. Develops ICHP Position Statements related to pharmacy education and training as determined by the Division, the Board of Directors or the House of Delegates.
  7. Monitors ICHP's ACPE provider status and recommends changes to related policies and procedures as identified by the Division of Educational Affairs.
  8. Obtains approval from the Board of Directors prior to presenting themselves as acting on behalf of the Council when contacting other organizations.
  9. Complies with Chapter 11.0 of this manual "Performance Requirements for Board Members, Officers and other ICHP Representatives".
  10. Provides immediate assignments and mentors for new division members.
  11. Conducts an annual roster review of the division and provides names of members to add or delete from the division roster for the coming year.

Term of Office

  • Two years (elected by membership).

Director, of Legal and Governmental Affairs

Director, of the Division of Professional Affairs

Description

  1. Coordinates the activities of the Division and its subcommittees. Reports activities and recommendations to the Board.
  2. Prepares an annual report of Division activities and presents it to the House of Delegates at the Annual Meeting.
  3. Serves as a member of the Board of Directors and the House of Delegates.
  4. Accepts assignments from the Board on specific matters for its consideration.
  5. Develops or may be directed to develop position statements relative to professional practice reflecting the viewpoint of the membership. Every position statement must be presented to the Board for approval. Once approved, the statements are presented at the next House of Delegates meeting for final approval. Once approved, the statements are incorporated into the policy and procedure manual.
  6. Review all present position statements every two years by reaffirmation and updating. All revisions shall be confirmed by the Board and approved by the House of Delegates.
  7. Upon request, the Division may develop professional standards relative to Health-System pharmacy practice. All standards must be confirmed by the Board, approved by the House of Delegates and reviewed every two years by the Division.
  8. Obtains approval from the Board of Directors prior to presenting themselves as acting on behalf of the Council when contacting other organizations.

Term of Office

  • Two years (elected by membership).

Director, of the Division of Organizational Affairs

Description

  1. Coordinates the activities of the Division and its subcommittees. Reports activities and recommendations to the Board.
  2. Prepares an annual report of Division activities and presents it to the House of Delegates at the Annual Meeting.
  3. Serves as a member of the Board of Directors and the House of Delegates.
  4. Accepts assignments from the Board on specific matters for its consideration.
  5. Develops or may be directed to develop position statements relative to organizational issues reflecting the viewpoint of the membership. Every position statement must be presented to the Board for approval. Once approved, the statements are presented at the next House of Delegates meeting for final approval. Once approved, the statements are incorporated into the policy and procedure manual.
  6. Presents recommended changes to the Council's organizational structure or operations that will enhance and improve the effectiveness of the Council to the Board of Directors on behalf of the Division. These recommendations are based on deliberations by the Division with input from the general membership of ICHP.
  7. Presents changes to the ICHP Constitution and Bylaws recommended by the Division to the Board of Directors that are necessary to accomplish the organizations mission and goals more effectively.
  8. Obtains approval from the Board of Directors prior to presenting themselves as acting on behalf of the Council when contacting other organizations.
  9. Complies with Chapter 11.0 of this manual "Performance Requirements for Board Members, Officers and other ICHP Representatives".
  10. Provides immediate assignments and mentors for new division members.
  11. Conducts an annual roster review of the division and provides names of members to add or delete from the division roster for the coming year.

Term of Office

  • Two years (elected by membership).

Regional Director Responsibilities

Description

  1. Serve as a voting member of the Board of Directors.
  2. Maintain communication with the local affiliate president about activities within the region.
  3. Facilitate communication with membership through attendance at local affiliate meetings within the region and through other communications.
  4. Assist in planning and coordination of local affiliate activities as requested.
  5. Serve as a voting member of the House of Delegates and bring forth regional concerns for consideration.
  6. Assist in membership recruitment and retention through personal communication with members within the region.
  7. Collaborate with local champions – act as a local champion in areas where others have not been recruited.
  8. Facilitate ICHP Network meetings within the region.
  9. Volunteer as a member of at least one Council Division, Committee, or Network.
  10. Facilitate communication with Schools of Pharmacy located within the region.

Chair, New Practitioners Network

Description

  1. Serves as a voting member of the ICHP Board of Directors.
  2. Serves as a voting member of the ICHP House of Delegates.
  3. Coordinates activities of the New Practitioners Network and its subcommittees.
  4. Reports activities of the New Practitioner Network to the Board of Directors.
  5. Prepares an annual report of the activities of the New Practitioner Network for the House of Delegates.
  6. Brings to the attention of the Board “Votes to recommend” from the New Practitioner Network executive board.
  7. Accepts assignments from the Board of Directors and House of Delegates on a specific matter of consideration.
  8. Obtains approval of the Board of Directors prior to representing themselves as acting on behalf of the Council or securing funds from sources outside the Council.
  9. Obtains approval of the Board of Directors prior to spending funds of the Council on New Practitioners Network activities.
  10. Prepares an annual budget for the New Practitioners Network and submits it to the Treasurer and Executive Vice President.
  11. Complies with Chapter 11.0 of the ICHP Policy and Procedure Manual “Performance Requirements for Board Members, Officers, and other ICHP Representatives”.
  12. Provide immediate assignments and mentors for new network volunteers.
  13. Conducts an annual roster review of the network and provides names of members to add or delete from the roster for the coming year.
  14. Fills vacancies on the network executive board as needed.