MPI NENY Chapter Administrator Request For Proposal

MPI NENY is currently seeking proposals for an open Chapter Administrator position. This position is a part time position with an anticipation of 40 hours per month. We are seeking proposals from independent consultants, contractors, and association management companies.

Please review the scope of services below and if interested, submit a proposal by Wednesday, February 28, 2018 to MPI NENY President, Steven Preston - steven.preston@conferencedirect.com.

__________________________________________________

Scope of Services

Board of Directors & General
  • Maintain correspondence address
  • Maintain dedicated email
  • Maintain inventory of MPI NENY letterhead, envelopes, invoices, brochures, and materials
  • Archive historical and business files
  • Manage google drive
  • Manage and maintain 18-month calendar. Update with any new events, board meetings, etc to be sure all dates/times/locations are accurate
  • Coordinate and facilitate member and Committee communications including, but not limited to, mailings, fax, Cvent and email broadcasts
  • Handle general administrative correspondence as directed by the Board of Directors
  • Maintain a working Policies & Procedures manual for the chapter, making updates as needed
  • Respond to all inquiries within 24 hours, or immediately refer inquiry to the appropriate Board or Committee member
  • Share “Best Practices” from other chapter involvement and other experiences that will help advance MPI NENY chapter procedures
  • Collect monthly TSRs and other Board reports from Directors and VPs and distribute Board Reports and Agenda at least 5 days prior to Board meetings
  • Participate in monthly Board of Directors meetings (via conference call) and take minutes
  • Attend Education, Membership and Special Events to oversee Registration and collection of registration monies - 6 to 8 per year
  • Attend Board retreats twice annually at the expense of the chapter
  • Maintain Volunteer Database and report to MPI Global on a monthly basis

Finances / Operating Expenses
  • Assist with distribution of balance sheets and income statements along with other Board Reports
  • Assist VP of Finance with Cvent Registration information to ensure
  • Reconciliation of numbers between Cvent and QuickBooks
  • Communications/Marketing
  • Fulfillment of Communications / Marketing Calendar so information is distributed on a timely basis; includes design, layout and distribution of e-blasts and quarterly newsletters
  • Update Website as needed as directed by the VP and / or Director of Communications

Membership
  • Coordinate all membership inquiries with the VP of Membership
  • Maintain the membership database in Cvent with monthly updating of new members, cancellations, transfers, various membership types (student, faculty, affiliate) and new prospects
  • Set up Chapter events in Cvent, in cooperation with the VP of Membership, to manage registrations, invitations, evaluations, etc.
  • Prepare name badge file and oversee Registration for Membership event.
  • Update Cvent with final attendance, payments, etc. and work with VP Finance on sending invoices for balances due.
  • Run monthly chapter reports from MPI International to share with the membership committee
  • Execute a quarterly audit comparing the chapter database with that of MPI International and forward any discrepancies to the membership committee for follow up.
  • Notify MPI headquarters of address or member changes as applicable.
  • Maintain current fax and email lists
  • Maintain inventory of membership applications and packages
  • Update Report of Non-member attendance at events and distribute to Membership committee designee.

Education
  • Setup Chapter events in Cvent, in cooperation with the VP of Education, to manage registrations, invitations, evaluations, etc.
  • Assist with app set up for Fall Focus & other events
  • Monitor Cvent registrations for all events based on a timeline determined by the VPs of Education, Membership, or Special Events
  • Prepare name badge file and oversee Registration for Education events.
  • Update Cvent with final attendance, payments, etc. and work with VP Finance on sending invoices for balances due.
  • Prepare final report summary of each event showing pre-registration, On-site Registration, payments collected through Cvent and Balance due.
  • Send evaluations to all attendees at the conclusion of the event in conjunction with VP Education, VP Membership and VP Special Events.
  • Send attendee evaluation compiled results to VP Education.
  • Work with Education VP and Director regarding post event evaluation completions, EIC credit uploads, and emailing out CE certificates.

Special Events
  • Set up Chapter special events in Cvent, in cooperation with the Director Special Events/ VP Special Events to manage registrations, invitations, evaluations, etc.
  • Forward communications / questions from members / potential event attendees to Director of Special Events / VP of Special Events within 24 hours of receipt
  • Assist with app set up for Gala and other Special Events
  • Produce reports for attendance and other data as requested for mailings, surveys and general information
  • Prepare name badge file and oversee Registration for Special Events.
  • Update Cvent with final attendance, payments, etc. and work with VP Finance on sending invoices for balances due.

Sponsorships
  • Produce reports of suppliers and planners for Sponsorship solicitations
  • Produce final event attendee lists as fulfillment of agreed upon partnerships
  • Set up Chapter Sponsorship events in Cvent, in cooperation with the Director of Sponsorships to manage participation
  • Work with Director of Sponsorships on fulfillment opportunities
  • Share other chapter ideas with Director of Sponsorship to assist in producing new opportunities for partnerships
  • Monitor sponsorship Cvent page and inform Director of Sponsorship if payments are made

Leadership Development

  • Assist in producing reports from Cvent and other sources to foster the development work done by Director and committee
  • Nominations
  • Work with Immediate Past President on creation of Nominations file for nominations process
  • Prepare report of nominees and other tasks as assigned by IPP
  • Awards
  • In coordination with the Awards Chair, distribute award nominations via email, fax, or Cvent
  • Maintain supply of sponsorship certificates and plaques from MPI headquarters

Training & Development
  • MPI NENY may determine the Chapter Administrator should attend a management-training course at MPI headquarters, or in conjunction with an MPI conference.
  • Pre-approved expenses including, but not limited to, air and hotel would be provided by MPI NENY.
    ________________________________________________

MPI NENY may request an expansion upon these responsibilities and duties should the need arise. Should the Chapter Administrator agree, he or she will be compensated on an hourly basis to be agreed upon by the Board of Directors of MPI NENY and Chapter Administrator.