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American Judo and Jujitsu Federation

 

 

 

 

 

 

Operations Committee

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.


 

Operations Committee

 

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.

 

Job Titles

 

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 Committee

Organization Chart

AJJF Operations Committee Organization

Job Descriptions

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:

  1. Minutes of quarterly Operations Committee meetings and Action Items list
  2. AJJF School Handbook
  3. Responsible for project and new program development
  4. Serves on the Okazaki Scholarship Committee

 

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.

  • Travel
  • Room
  • Convention package

 

Phone costs related to performance of the job 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.

 

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

This is an elected, volunteer position for the American Judo and Jujitsu Federation.

 

a. Reports to the Operations 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.

  • Travel
  • Room
  • Convention package

 

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

c. Duties

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.

  • Travel
  • Room
  • Convention package

 

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.

 

Marketing Committee Chair

This is a elected, volunteer position for the American Judo and Jujitsu Federation.

a. Reports to the Manager of Communications

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.

 


 

National Manager of Divisions

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.

  • Travel
  • Room
  • Convention package

 

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

b. Responsibilities

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