Job Descriptions
June 4, 2003
Prepared by: Nancy Bigham, Yodan
AJJF Board of Managers
Restructuring
The AJJF Board of Managers
(BOM) has been reorganized to form the Operations Committee. The Operations
Committee has the following structure:
The
Operations Committee is made up of one Operations Chair, four National
Managers, and Committee Chairs. National Managers have voting rights, the
Operations Chair has tie breaking voting rights only. Committee Chairs report
to the National Managers and do not vote.
Members of the Operations
Committee are expected to conduct business so as to uphold the ethical and
legal guidelines as outlined in the Bylaws of the AJJF.
This section is divided into
the job titles and job descriptions for the Operations Committee. Under each
National Manager description are the job descriptions for the Committee Chairs
that make up the National Manager’s group.
The job titles for the
Operations Committee and their respective groups are:
Operations Committee Chair
Operations Committee Secretary
Program Development Committee Chair
National Manager of Finance
Accounting Committee Chair
Travel Committee Chair
Insurance/Sanctions Committee Chair
Database Committee Chair
Central Office contractor
Budget
Coordinator
National Manager of Communication
Kiai Echo Committee Chair
Web Master
Marketing Committee Chair
AJJF
Store
National Manager of Divisions
Division 1 Manager, Eastern U.S.
Division 2 Manager, Central U.S.
Division 3 Manager, Western U.S.
Division
4 Manager, International
New
Schools Sub-Committee
National Manager of Events
Clinics/Contests Committee Chair
Contest
Rules and Judging Sub-Committee
Exams Committee Chair
Convention Committee Chair
Sub-Committees
First
Aid
Athletic
Taping
Awards
Operations
Chair
This is an appointed,
volunteer position for the American Judo and Jujitsu Federation.
Accountability
Guides the National Managers
to establish plans and objectives based on input from the AJJF Board of
Directors. May delegate work to the National Managers or Committee Chairs. The
Operations chair is a non-voting member of the Operations Committee and the
liaison to the Board of Directors. The Operations Chair can vote to break a
tie.
The Operations Chair is
accountable for all duties and responsibilities of the National Managers.
Therefore, if a National Manager position is vacant, the Operations Chair is
expected to fulfill those duties until the position is filled.
Scope of Responsibility
Responsible for scheduling,
preparing agendas, and chairing the meetings of the Operations Committee. Responsible
for scheduling, preparing agendas, and chairing the annual School Heads
meeting. Responsible for administering annual elections of Group Committee
Chairs.
Is directly responsible for
the Program Development Committee Chair and the Operations Committee Secretary
Responsible for scheduling a
minimum of two meetings of the Operations Committee per year and directing the
Operations Committee Secretary in maintaining and updating all records
pertinent to business, including, but not limited to:
Communication
Communicates AJJF business
strategy from the Board of Directors to the National Managers and to other
positions reporting directly to the Operations Chair. Communicates plans,
deliverables, and strategy from the National Managers to the AJJF Board of
Directors.
Communicates AJJF business
plans and strategy to the school heads, and from school heads to the BOD.
Responsible for making sure
that the School Handbook is updated when changes are made in areas of
responsibility covered by the Operations Chair.
Writes articles for the Kiai
Echo as requested.
Knowledge
Knowledgeable in the areas
of business procedures, managing managers, and opening and maintaining lines of
communication.
Leadership
Fully competent in
organizing, managing and leading teams and individuals.
Influence
Influences strategy for the
Operations Committee. Interacts with National Managers, Group Committee Chairs,
BOP, BOD, and school heads. Expected to influence other National Managers or
BOD in difficult situations.
Customer Focus
Customers: Board of
Directors, National Managers.
Business Knowledge
With regards to operational
issues, understands the relevant business issues and the AJJF’s operating
procedures.
Reimbursable Job Related
Expenses
Compensated for AJJF Annual
Convention expenses.
Phone costs related to
performance of the job are reimbursed as per AJJF policy.
Computer hardware, computer
lines, and software are to be supplied by the position appointee. These are NOT
supplied by the AJJF.
Direct Reports
National
Manager of Communications
National
Manager of Finance
National
Manager of Divisions
National
Manager of Events
Operations
Committee Secretary
Program
Development Committee Chair
It
is intended that the Operations Committee Chair budget for the Secretary and
Chair of Program Development to attend all necessary meetings.
Operations Committee
Secretary
This is an appointed,
volunteer position for the American Judo and Jujitsu Federation.
a. Reports to the Operations
Chair
b. Responsibilities
Assist the Operations Committee Chair as needed.
Attend Operations Committee meetings.
Record minutes of Operations Committee meetings and
maintain records.
Administer or direct updates, duplication and
disbursement of the AJJF School Handbook as directed.
c. Duties
Transmit minutes of Operations Committee meetings to
BOP, Operations Committee, Kiai Echo.
Receive quarterly and annual reports from National
Managers, duplicate and distribute to other National Managers as needed.
Provide Committee financial report at end of year
stating money spent and how used.
Prepare a yearly Committee budget.
d. Reimbursable Job Related Expenses: Travel, Room, and Convention package as budgeted by the Operations Committee Chair. Phone costs related to performance of the job are reimbursed as per AJJF policy.
Program Development
Committee Chair
b. Responsibilities for AJJF members
i. Develop and maintain procedures by
which AJJF members can submit new programs for consideration by the AJJF.
ii. Develop and coordinate specific programs as
directed by the Operations Chair and/or the BOD.
c. Duties
Write
articles for the Kiai Echo as requested.
Provide Committee financial report at end of year
stating money spent and how used.
Prepare a yearly Committee budget.
Prepare an annual written report for the Operations
Chair to present at the annual School Heads' Meeting.
d. Reimbursable Job Related Expenses: Travel, Room, and Convention package as budgeted by the Operations Committee Chair. Phone costs related to performance of the job are reimbursed as per AJJF policy.
National
Manager of Finance
This is an appointed,
volunteer position for the American Judo and Jujitsu Federation.
Accountability
Works with other National
Managers to establish plans and objectives based on input from the Board of
Directors. May delegate work to the Finance Group Committee Chairs.
The National Manager is
accountable for all duties and responsibilities of Committee Chairs under
his/her jurisdiction. Therefore, if a Committee Chair position is vacant, the
National Manager is expected to fulfill those duties until the Committee Chair
is filled.
Scope of Responsibility
Responsible for the team of
Committee Chairs in the Finance Group. These are the Committee Chairs
responsible for running the Accounting, Budget, Insurance/Sanctions, and Travel
functions in the AJJF.
Records and maintains AJJF
financial records under the direction of the AJJF Treasurer (CFO). With the
Treasurer, is responsible for the preparation of all state and federal taxes.
Responsible for producing
and distributing quarterly reports for the Operations Committee and BOD on
financial activities in the AJJF. Provides a financial report at end of year
stating money spent and how used by the Finance Group. This budget is a
roll-up budget of the committees in the Finance Group. Responsible, with
the Budget Coordinator, for producing and tracking the AJJF budget.
Responsible for a yearly
financial report for the AJJF. Presents an annual financial written report at
the annual School Heads' Meeting.
Responsible for insuring
that the Central Office contractor meets contract requirements and
expectations. When necessary, solicits, screens, and presents Central
Office Contractor candidates to the BOD.
Holds meetings as needed
with the Finance Group Committee Chairs.
Communication
Communicates AJJF business
strategy to the Committee Chairs in the Finance Group.
Communicates plans,
deliverables, and strategy from the Finance Group Committee Chairs to other
National Managers and to the Operations Chair.
Responsible for making sure
that the School Handbook is updated when changes are made in the Finance
Group’s areas of responsibility.
Writes articles for the Kiai
Echo as requested.
Knowledge
Knowledgeable in contracts
management, tax preparation, and general financial accounting.
Leadership
Fully competent in
organizing, managing and leading teams and individuals.
Influence
Influences strategy for the
Finance Group. Interacts with National Managers, Group Committee Chairs, BOP,
BOD, and School Heads. Expected to influence other National Managers or BOD in
difficult situations.
Customer Focus
Customers:
School
heads
Individuals
Board
of Directors
Internal
Revenue Service and the California State Franchise Tax Board (Taxes)
The National Manager
coordinates the delivery of customer service (internal or external customers)
to maintain customer satisfaction, identify performance gaps, and plan for
emerging needs.
Business Knowledge
With regards to financial
issues, understands the relevant business issues and the AJJF’s operating
procedures.
Reimbursable Job Related
Expenses:
Compensated for AJJF Annual
Convention expenses.
Phone costs related to
execution of the position are reimbursed as per AJJF policy.
Non-reimbursable Job
Related Expenses:
Computer hardware, computer
lines, and software are to be supplied by the position appointee. These are NOT
supplied by the AJJF.
The Finance Group
consists of:
Accounting
Committee Chair
Insurance/Sanctions
Committee Chair
Travel
Committee Chair
Central
Office contractor
Budget Coordinator
It is intended the National
Manager of Finance budget for the Budget Coordinator and the Accounting,
Insurance/Sanctions, and Travel Committee Chairs to attend all necessary
meetings. As a paid contractor, the Central Office Contractor is not
further compensated.
Accounting Committee
Chair
This is
an appointed, volunteer position for the American Judo and Jujitsu Federation.
a. Reports to the National
Manager of Finance
b. Responsibilities
Work with Treasurer (CFO) to insure accuracy in
recording income and expenses.
Monitor performance of the four Groups’ budgets to
actual expenses
Works with Division Committee Chairs and Region
Managers are necessary to insure tracking and accuracy of Division and Region
finances
c. Duties
Prepares quarterly and yearly financial reports for
the AJJF.
d. Reimbursable Job Related Expenses: Travel, Room,
and Convention package as budgeted by the National Finance Chair. Phone costs
related to performance of the job are reimbursed as per AJJF policy.
Insurance/Sanctions
Committee Chair
This
is an elected, volunteer position for the American Judo and Jujitsu Federation.
a. Reports to the National
Manager of Finance
b. Responsibilities
Liaison for the AJJF with the insurance carrier.
Negotiate the rate each year with the insurance
company.
Answer questions from AJJF membership about the
insurance program.
Facilitate compliance with the program by Schools,
events and individuals.
c. Duties
Write articles for the Kiai Echo as requested.
Provide financial report at end of fiscal year
stating Committee money spent and how used.
Prepare a yearly Committee budget.
Present quarterly and annual written reports.
Prepare an annual written report for the National
Manager to present at the annual School Heads' Meeting.
d. Reimbursable Job Related Expenses: Travel, Room,
and Convention package as budgeted by the National Finance Chair. Phone costs
related to performance of the job are reimbursed as per AJJF policy.
Travel Committee Chair
This is
an elected, volunteer position for the American Judo and Jujitsu Federation.
The candidate for this
position should be a travel agent or can be in close contact with a travel
agent, have good communications skills, a high speed internet connection or DSL line, accounting and spreadsheet literacy, and familiarity with
on-line payment systems (e.g. PayPal)
a. Reports to the National Manager of
Finance
b. Responsibilities:
Coordinate travel plans for Professors and
Instructors in the AJJF.
Book travel arrangements to the AJJF regions for
clinics, exams, and conventions.
c. Duties:
Book travel on airlines and make hotel reservations.
Arrange for rental cars as needed.
Coordinate travel plans for multiple instructors
attending the same events.
Arrange travel plans for instructors attending
different events.
Prepare reports of travel expenses in the AJJF for
the National Manager of Finance.
Prepare an annual travel budget.
Track expenses against and manage the travel budget.
e. Reimbursable Job Related
Expenses: Travel, Room, and Convention package as budgeted by the
National Finance Chair. Phone costs related to performance of the job are
reimbursed as per AJJF policy.
Budget Coordinator
This is
an appointed, volunteer position for the American Judo and Jujitsu Federation.
a. Reports to the National
Manager of Finance
b. Responsibilities
i. Provide a reasonable basis for budget decisions
including:
a. Expenditure Priority Proposals
b. Past History
c. Detailed proposals
for meeting Priority Proposals
Use actual expense data from the Finance Manager and obtain input from the BOD, Operations Chair, National Managers, Group Committee Chairs, and School Heads to prepare summarized and detailed budget proposals.
Prepares proposals and provides specific data and presentations as requested by the BOD, Operations Chair, and National Managers.
Not responsible for setting budgets, only for proposals and tracking of expenditures. The BOD must approve final Budget.
d. Reimbursable Job Related Expenses: Travel,
Room, and Convention package as budgeted by the National Finance Chair. Phone
costs related to performance of the job are reimbursed as per AJJF policy.
National
Manager of Communications
This is an appointed,
volunteer position for the American Judo and Jujitsu Federation.
Accountability
Works with other National
Managers to establish plans and objectives based on input from the Board of
Directors. May delegate work to the Communications Group Committee Chairs.
The National Manager is
accountable for all duties and responsibilities of Committee Chairs under
his/her jurisdiction. Therefore, if a Committee Chair position is vacant, the
National Manager is expected to fulfill those duties until the Committee Chair
is filled.
Scope of Responsibility
Responsible for the team of
committee chairs running the Kiai Echo, the AJJF Web site, and AJJF Marketing
(Communications Group). Leads team with meetings as needed to review
deliverables and budgets.
Responsible for providing a
yearly financial report at the end of the fiscal year stating what money was
spent and how used by the Communications Group. This budget is a roll-up budget
of the committees in the Communications Group.
Present an annual written
report for the Communications Group at the annual School Heads' Meeting.
Communication
Communicates AJJF business
strategy to the Committee Chairs of the Kiai Echo and Marketing and to the Web
Master. Communicates plans, deliverables, and strategy from the Communications
Group Committee Chairs to other National Managers and the Operations Chair.
Responsible for making sure
that the School Handbook is updated when changes are made in the Communications
Group’s areas of responsibility.
Writes articles for the Kiai
Echo as requested.
Knowledge
Sufficient knowledge or
familiarity with the duties of newsletter publication, web site management and
marketing to be able to lead a team in those areas.
Leadership
Fully competent in
organizing, managing and leading teams and individuals.
Influence
Influences strategy for the
Communications Group.
Interacts with National
Managers, Group Committee Chairs, BOP, BOD, and School Heads. Expected to
influence other National Managers or BOD in difficult situations.
Customer Focus
The customers for this group
are the school heads, individual members, and the BOD of the AJJF. With this in
mind, the National Manager coordinates the delivery of customer service
(internal or external customers) to maintain customer satisfaction, identify
performance gaps, and plan for emerging needs.
Business Knowledge
In the area of
communications, understands the relevant business issues and the AJJF’s
operating procedures.
Reimbursable Job Related
Expenses:
Compensated for AJJF Annual
Convention expenses.
Phone costs related to
execution of the position are reimbursed as per AJJF policy.
Non-reimbursable Job
Related Expenses:
Computer hardware, computer
lines, and software are to be supplied by the position appointee. These are NOT
supplied by the AJJF.
Communications Group
Committee Chairs:
Kiai
Echo Committee Chair
Web
Master
Marketing
Committee Chair
It is intended the National
Manager of Communication budget for the Kiai Echo, Web Master, and Marketing
Committee Chairs to cover phone expenses and for attendance at all necessary
meetings.
Kiai Echo Committee Chair
This is a
elected, volunteer position for the American Judo and Jujitsu Federation.
a. Reports to the National
Manager of Communications
b. Responsibilities
Be responsible for the quarterly publication of the
Kiai Echo including design, layout, proofreading, editing, printing, and
mailing.
Establish advertising rates.
(Advertising costs may be waived upon the Kiai Echo Committee Chair’s
discretion or at the direction of the Operations Committee. Any waivers should
be reported in the quarterly and annual report.)
c. Duties
Appropriately account for all expenses related to the
production of the Kiai Echo.
Prepare a yearly budget for Kiai Echo.
Prepare an annual written report for the National
Manager to present at the annual School Heads' Meeting.
d. Reimbursable Job Related Expenses: Travel,
Room, and Convention package as budgeted by the National Communications Chair.
Web Master
This is a elected, volunteer
position for the American Judo and Jujitsu Federation.
Computer with web access
Experience in Marketing, Promotion, Public Relations,
Advertisement Composition or similar profession. Ability to deal in an
informed manner with professional sales people.
Ability to deal with Corporate Budgeting and
reporting desirable.
a. Reports to the Manager of
Communications
b. Responsibilities
Develop and maintain the AJJF Web site.
Maintain AJJF e-mail lists.
c. Duties
Maintain current information on the AJJF Web site.
Develop new pages for the AJJF Web site as deemed
necessary by the Operations Committee or Board of Directors.
Provide a financial report at the end of the fiscal
year stating what money was spent and how it was used.
Prepare an annual written report for the National
Manager to present at the annual School Heads' Meeting.
d. Reimbursable Job Related Expenses: Travel, Room,
and Convention package as budgeted by the National Communications Chair. Phone
costs related to execution of the position are reimbursed as per AJJF policy.
b. Duties
Find and develop acceptable marketing, public
relations, advertising and merchandising practices that will reflect a high
quality image of the AJJF.
1. General handouts/pamphlets for AJJF schools.
2. Advertising for national clinics, contests, and
programs.
3.
Other general promotional materials and guidance for AJJF schools.
Write articles for the Kiai Echo as requested.
Provide financial report at end of year stating money
spent and how used.
Prepare a yearly Committee budget.
Prepare an annual written report for the National
Manager to present at the annual School Heads' Meeting.
c. Reporting
The AJJF Store reports to the Marketing Committee Chair.
d. Reimbursable Job Related
Expenses: Travel, Room, and Convention package as budgeted by the National Communications Chair.
Phone costs related to execution of the position are reimbursed as per AJJF
policy.
This is an appointed,
volunteer position for the American Judo and Jujitsu Federation.
Accountability
Works with other National
Managers to establish plans and objectives based on input from the Board of
Directors. May delegate work to the Divisions Group Committee Chairs.
The National Manager is
accountable for all duties and responsibilities of Division Managers under
his/her jurisdiction. Therefore, if a Division Manger position is vacant, the
National Manager is expected to fulfill those duties until the Division Manager
position is filled.
Scope of Responsibility
Responsible for the team of
Division Managers. Leads team with meetings as needed to review deliverables
and budgets.
Develop programs and
activities designed specifically for school heads, for example, an Annual
School Heads’ seminar.
Responsible for providing a
yearly financial report at the end of the fiscal year stating what money was
spent and how it was used by the Divisions Group. This budget is a roll-up
budget of the Managers in the Divisions Group.
Communication
Communicates AJJF business
strategy to the Division Managers. Communicates plans, deliverables, and
strategy from the Division Managers to the other National Managers and the
Operations Chair.
Be the spokesperson to the
Operations Committee for the School Heads.
Responsible for
communicating Regional and Division events to the Web Master for publication on
the web.
Responsible for making sure
that the School Handbook is updated when changes are made in the Divisions
Group areas of responsibility.
Write articles for the Kiai
Echo to communicate policy, events, and other information relevant to the
Divisions Group’s activities.
Knowledge
Knowledgeable about the
needs and concerns of school heads and in addressing and resolving related
issues in a positive manner.
Leadership
Fully competent in
organizing, managing and leading teams and individuals.
Influence
Influences strategy for the
Divisions Group. Interacts with National Managers, Group Committee Chairs, BOP,
BOD, and School Heads. Expected to influence other National Managers or BOD in
difficult situations.
Customer Focus
Customers: School heads,
individuals
Responsible for the delivery
of clinics and contests, exams and other regional events and the management of
customer satisfaction with the events. Identifies performance issues, resolves
them and plans for emerging needs.
Business Knowledge
Understands the relevant
business issues and the AJJF’s operating procedures in regards to management of
AJJF policies.
Reimbursable Job Related
Expenses:
Compensated for AJJF Annual
Convention expenses.
Phone costs related to
execution of the position are reimbursed as per AJJF policy.
Non-reimbursable Job
Related Expenses:
Computer hardware, computer
lines, and software are to be supplied by the position appointee. These are NOT
supplied by the AJJF.
Divisions Group Committee
Chairs
Division
1 Manager
Division
2 Manager
Division
3 Manager
Division Manager (3
divisions)
These are elected, volunteer
positions for the American Judo and Jujitsu Federation.
a. Report to the National
Manager of Divisions
Oversee the activities of the Regions in the
Division.
Insure that each active Region has one regional
meeting and one school heads' meeting annually.
Communicate with the National Manager of Divisions on
a regular basis.
Coordinate Division activities with Region Managers.
Coordinate activities between Divisions and with the
National Manager of Events.
Be the spokesperson to the National Manager of
Divisions for the school heads in the division under their responsibility.
c. Duties
Work with the Region Managers in the division to
develop programs and activities.
Responsible for communicating Regional and Division
events to the Web Master for publication on the web.
Provide financial report at end of year stating money
spent and how used.
Prepare a yearly budget.
Obtain a quarterly report from each region in the
Division, containing the following information:
Copies of bank statements for regional funds.
Statement of expenses and income.
Report of all activities in the regions of the
division - Clinics, Contests, Seminars, Exams, meetings.
d. Reporting Structure