The Executive Director of the York County Medical Society (YCMS) works in cooperation with the YCMS Board of Directors to advance the mission of the YCMS and ins responsible for day-to-day operations of the YCMS. The specific duties of the Executive Director are listed below:
General Duties:
- Arrange and participate in monthly YCMS board meeting including sending dial in information, preparing and sending a “board meeting packet” (which includes a meeting agenda, action agenda minutes from last meeting, monthly income and expense report, breakdown of monthly income and expense report, breakdown of total members report, five-year comparison report; and any other supporting documentation deemed pertinent to the meeting).
- Act as the YCMS liaison to PAMED for membership related activities, including participation in periodic PAMED county medical society executive meetings/teleconferences and keeping YCMS updated on PAMED activities
- Forward member maintenance requests to the PAMED Knowledge Center
- Assist YCMS board with annual nominations and election of officers prior to the Installation Reception (held in May)
- Assist board with transition of new leadership following yearly installation
- Prepare data for annual federal tax return to be filed online
- Answer YCMS cell phone/e-mail/mail and facilitate responses to inquiries
- Pick up mail from P.O. Box at least once a week
- Facilitate periodic mass e-mail communications to YCMS members and as directed to non-members
- Scrub PAMED member and non-member reports for missing information prior to mailings on a quarterly basis
- Solicit and collect articles for quarterly newsletter
- Facilitate timely updating of YCMS website and prepare invitations and other notices as needed to be e-mailed to membership and, if applicable non-members
- Pay invoices/bills for monthly expenses and schedule appointment with Treasurer for signing
- Complete bank deposits as needed
- Reconcile bank statements on a monthly basis
- Prepare annual budget and review with YCMS board for approval
- Review & renew annual YCMS insurance policies (Directors & Officers, Workers Compensation, General Liability)
- Complete and submit annual Non-profit Corporation Statement to PA Corporation Bureau
- Any other duties as assigned by the YCMS board of directors
- Review By-Laws on an annual basis utilizing the PAMED model; update the YCMS Mission Statement as directed by the board of directors and prepare a YCMS Strategic Plan as directed by the board
- Prepare notice of availability of student loans to medical students; send application to student, collect CV and application and forward to YCMS Treasurer for review; coordinate distribution of checks and loan docs with Counsel Trust, Trust Administator (currently Dave Dolan); send notice annually to current students receiving loans to apply for additional monies if needed.
Special Event Duties:
Installation Reception (held in May) – Work with YCMS board on selection of event date (chosen by Incoming President) and venue reservation, identify and contact possible sponsors, coordinate menu and staffing for reception, promote reception (via e-mail invitation to members and social media), invite Pa. legislators to reception, verify and notify 50-year award recipients, arrange for Outgoing Presidents plaque, prepare reception agenda, register guests upon arrival to event.
PAMED House of Delegates (held in October) – Coordinate annual attendance of the York County delegation to the PAMED House of Delegates, submit delegate names to PAMED House of Delegates coordinator (currently Allison Meckley), submit district alternate seating for approval to PAMED, make hotel reservations for YCMS delegates, attend House of Delegates meeting.
Legislative Forum – (held annually) Work with YCMS board to set a date and reserve venue; schedule legislators to serve on panel and distribute confirmation letters to legislators which include a list of legislative topics pertinent to YCMS members; arrange for buffet breakfast, promote event to membership, arrange for necessary audiovisual equipment; prepare thank you letters for President’s signature and mail out to legislators. (Note: this event is usually held in the Lecture Hall of the York Hospital’s Education Pavilion and the breakfast buffet is usually catered by the York Hospital Food Service Department).
CME Program (typically once a year) – Work with YCMS board on selection of an appropriate topic and program date; obtain topic approval from Director of CME at York Hospital (currently Christi Colon) or PAMED (currently Leslie Howell); schedule guest speaker, venue, refreshments, and any necessary equipment, promote event including distribution of invitations and announcements via e-mail; register attendees upon arrival to event.
New Resident Event – (annual event in June; typically at ballpark stadium) Work with board of directors to reserve a date, time and venue for the new resident event; prepare a flyer and submit to York Hospitals New Resident Coordinator (currently Julie Unger) for mailing or e-mailing to new residents; accept an invitation for YCMS to address the new residents (date and time provided by Julie Unger); appear at orientation with board member at assigned time and day; get new resident sign ups for event; greet guests at event and provide tickets (if needed).