Committee Chair Job Description PDF Download
Committee Chair Job Description
(updated February 2016, June 2018)
Term: Two years with one possible renewal of two years
Election: By Committee members
Responsibilities:
As part of the Membership of Science Atlantic:
● Support the mission of Science Atlantic and adhere to the organization’s policies and
Code of Conduct.
● Participate in discussion and activities that support the mission of Science Atlantic.
● Represent the Committee to the Board, Institutional Representatives and other
Committee Chairs, including when presenting special project proposals.
● Prepare a report of the Committee’s activities for annual general meeting (November).
● Participate in periodic virtual Committee Chair meetings as business related to
committees arises (2-4 per year).
● Participate in the annual meeting of the Committee Chairs (November).
For the Committee:
● Convene a meeting at least once, preferably twice, a year (by the end of December and
the end of June). This may be by teleconference or virtual meeting.
● Prepare and distribute the agenda in a reasonable time prior to the meetings and ensure
that the minutes of the previous meeting are made available to Committee members in
advance.
● Lead participation in the Committee’s Virtual Commons group (reminding people to post
documents to the Committee’s archive, encouraging discussions by group email, etc.).
● Work with the office staff to maintain the Committee’s membership and website.
● Ensure other positions on the Committee are filled and that the Science Atlantic office is
informed of changes. These positions may include Vice-Chair, Secretary, Treasurer,
Conference Organizer, Speaker Tour Coordinator, Programming Competition
Coordinator, etc.
● Ensure that the Committee adheres to the policies of Science Atlantic.
● Share information from the organization with Committee members.
● Interact with other Committee Chairs to share best practices and ideas.
Duties related to Conferences and Conference Organizers:
● Be familiar with and share Science Atlantic policies as they relate to conference delivery.
● Be familiar with and share the Conference-in-a-Box planning guide (CIAB).
● Oversee the choice of venues for future conferences.
● Ensure there is a Conference Chair from the faculty and/or a faculty advisor for the
student organizing committee as soon as the following year’s location is confirmed.
● Ensure that a primary contact (usually the Conference Chair or faculty advisor) is
appointed from the organizing team for interacting with your Committee, the Science
Atlantic office, and student groups. The Conference Chair/faculty advisor should be the
Science Atlantic Committee Representative from the host institution.
● Check in periodically with the organizers to see if they have any questions or needs.
● Six months before the conference, remind organizers to submit a progress report and
draft budget (templates in CIAB) to you and the Science Atlantic office, and address any
concerns.
● Ensure that award winner information is provided to the Science Atlantic office
immediately after the conference so that announcements can be made and awards can
be sent quickly.
● Ensure that the conference organizers follow up with a final report and financial
statement one to three months after the conference (templates in CIAB).