BOARD JOB DESCRIPTIONS
BOARD OF DIRECTORS
Professional Development Chair, Exhibitions Chair, Membership Chair, Communications Chair
MEMBERSHIP CHAIR
Job Summary: The Membership Chair is the interface between the NCWCA organization and individual new and renewing chapter members. The position provides strategic input on attracting and retaining members, tracks dates of joining and renewals through the NCWCA and WCA membership systems, welcomes members into the organization and reports on membership statistics at monthly board meetings.
Term: Two years from July 1 to June 30 elected by the Board of Directors and shall not exceed three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the elected Membership Chair, The Board of Directors may appoint an interim Membership Chair until the next regular nomination period and June election.
Reports To: The President and the NCWCA Board of Directors
Works With: Board of Directors, National WCA Administrator, Treasurer, Communications Chair and the NCWCA membership.
Duties:
1. Manages chapter membership database included in WCA MemberClicks.
2. Runs reports from WCA MemberClicks as a chapter administrator.
3. At least monthly, conducts review of member data, identifies those that need special permissions (hardships, students), and works with the Treasurer to review and approve.
4. Sends a timely welcome letter to each new and renewing member.
5. Answers member questions on membership status.
6. Reports on membership activity to the board each month.
7. Seeks opportunities to expand membership by using mail lists compiled through Bay Area Art Stars, Art Market or other public events, reviewing past member lists, and running a MemberClicks report to identify Members-at-Large near NCWCA’s geographic area.
8. MemberClicks procedure manual updated.
9. Interfaces with WCA Administrator if there are questions about a member’s status or paperwork.
10. When deemed necessary, prepares a roster of members with contact information for the Board.
11. Adds new and renewing member email addresses to Virtual Resonse email list.
12. Adds monthly welcome to new and renewing members to the Newsletter.
13. Updates NCWCA website page with list of current members.
14. Welcomes new members when they attend Chapter meetings or events.
Skills and Abilities
● Ability to create, download and/or format excel and csv files
● Basic knowledge of databases (will be trained to use MemberClicks, Memberthingy)
● Excellent written and verbal communication skills
● Ability to write content for e-newsletters (Vertical Response
Term: Two years from July 1 to June 30 elected by the Board of Directors and shall not exceed three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the elected Membership Chair, The Board of Directors may appoint an interim Membership Chair until the next regular nomination period and June election.
Reports To: The President and the NCWCA Board of Directors
Works With: Board of Directors, National WCA Administrator, Treasurer, Communications Chair and the NCWCA membership.
Duties:
1. Manages chapter membership database included in WCA MemberClicks.
2. Runs reports from WCA MemberClicks as a chapter administrator.
3. At least monthly, conducts review of member data, identifies those that need special permissions (hardships, students), and works with the Treasurer to review and approve.
4. Sends a timely welcome letter to each new and renewing member.
5. Answers member questions on membership status.
6. Reports on membership activity to the board each month.
7. Seeks opportunities to expand membership by using mail lists compiled through Bay Area Art Stars, Art Market or other public events, reviewing past member lists, and running a MemberClicks report to identify Members-at-Large near NCWCA’s geographic area.
8. MemberClicks procedure manual updated.
9. Interfaces with WCA Administrator if there are questions about a member’s status or paperwork.
10. When deemed necessary, prepares a roster of members with contact information for the Board.
11. Adds new and renewing member email addresses to Virtual Resonse email list.
12. Adds monthly welcome to new and renewing members to the Newsletter.
13. Updates NCWCA website page with list of current members.
14. Welcomes new members when they attend Chapter meetings or events.
Skills and Abilities
● Ability to create, download and/or format excel and csv files
● Basic knowledge of databases (will be trained to use MemberClicks, Memberthingy)
● Excellent written and verbal communication skills
● Ability to write content for e-newsletters (Vertical Response
PROFESSIONAL DEVELOPMENT CHAIR
Job Summary: The Professional Development Chair facilitates the ongoing professionalism of the NCWCA chapter through educational, leadership and networking activities for NCWCA members. Additionally, the professional development chair is responsible for leading a team to organize annual chapter activities that benefit the NCWCA community and mission.
Term: 2 years from July 1 to June 30 elected by the Board of Directors present at the June meeting and not to exceed three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the elected Professional Development Chair, the Board of Directors may appoint an interim Professional Development Chair to fill the vacancy or divide the responsibilities among the remaining Board of Director members until the next regular nomination period and June election.
Reports to: The President and the NCWCA Board of Directors
Works with: President, Board of Directors, membership at large, and community
Duties:
1. Solicits and assesses membership educational, networking and leadership requests.
2. Implements educational and art activities that are beneficial to the community in the chapter’s geographic area. Work with committees and activity leaders to plan and present an annual slate of events, including but not limited to professional development workshops, the annual holiday party, Art Share, Art Tag, Land Art Day, and Board Retreat Art Activity.
3. Works with committee chairs to plan and design events to enhance the professionalism and professional growth opportunities for NCWCA members, including the mentorship program and Bay Area Art Stars, and Art Crit.
4. Plans and designs activities that support the educational mission of NCWCA, both for members and the community at large.
5. Finds, mentors and oversees volunteers who will take on the necessary duties related to planning, scheduling, conducting and overseeing NCWCA’s programs, workshops and collaborative efforts for artists.
6. Communicates details of PD activities to members in a timely fashion, using standard NCWCA communication vehicles, including email to the membership list, the newsletter, the website, and announcements at general meetings.
6. Makes recommendations to the Board for the Chapter Representative who will attend the annual WCA conference.
7. Schedules and announces chapter meetings and monthly zoom professional development activities.
8. Oversees the annual calendar of events for membership and updates at least monthly.
9. Prepares and distributes a monthly report of work completed and work on-going which is to be distributed to all Board members within ten days of the end of the calendar year quarter.
10. Establishes a monthly schedule of Professional Development activities for each Board/Chapter meeting and provides this information to the membership prior to each meeting. Prepares and distributes a report of work completed each month and reports on activities at each board meeting.
11. Develops budgets for events that have expenses
12. Provides external event provider contracts to President for signature
Skills and abilities:
● Event planning and management experience
● Experience in the professional development environment, including ability to network and identify appropriate opportunities within the community.
● Knowledge of the Bay Area art community
● Excellent verbal and written communication skills.
● Experience leading activities in a group setting.
● Ability to frame and moderate discussions as appropriate.
● Computer abilities, including basic work and excel, but also the ability to adapt to and function in other platforms especially Zoom and others that may arise.
● Knowledge of non profit environment
● Ability to create and manage a budget for activities.
● Teamwork and collaborative communication skills
Term: 2 years from July 1 to June 30 elected by the Board of Directors present at the June meeting and not to exceed three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the elected Professional Development Chair, the Board of Directors may appoint an interim Professional Development Chair to fill the vacancy or divide the responsibilities among the remaining Board of Director members until the next regular nomination period and June election.
Reports to: The President and the NCWCA Board of Directors
Works with: President, Board of Directors, membership at large, and community
Duties:
1. Solicits and assesses membership educational, networking and leadership requests.
2. Implements educational and art activities that are beneficial to the community in the chapter’s geographic area. Work with committees and activity leaders to plan and present an annual slate of events, including but not limited to professional development workshops, the annual holiday party, Art Share, Art Tag, Land Art Day, and Board Retreat Art Activity.
3. Works with committee chairs to plan and design events to enhance the professionalism and professional growth opportunities for NCWCA members, including the mentorship program and Bay Area Art Stars, and Art Crit.
4. Plans and designs activities that support the educational mission of NCWCA, both for members and the community at large.
5. Finds, mentors and oversees volunteers who will take on the necessary duties related to planning, scheduling, conducting and overseeing NCWCA’s programs, workshops and collaborative efforts for artists.
6. Communicates details of PD activities to members in a timely fashion, using standard NCWCA communication vehicles, including email to the membership list, the newsletter, the website, and announcements at general meetings.
6. Makes recommendations to the Board for the Chapter Representative who will attend the annual WCA conference.
7. Schedules and announces chapter meetings and monthly zoom professional development activities.
8. Oversees the annual calendar of events for membership and updates at least monthly.
9. Prepares and distributes a monthly report of work completed and work on-going which is to be distributed to all Board members within ten days of the end of the calendar year quarter.
10. Establishes a monthly schedule of Professional Development activities for each Board/Chapter meeting and provides this information to the membership prior to each meeting. Prepares and distributes a report of work completed each month and reports on activities at each board meeting.
11. Develops budgets for events that have expenses
12. Provides external event provider contracts to President for signature
Skills and abilities:
● Event planning and management experience
● Experience in the professional development environment, including ability to network and identify appropriate opportunities within the community.
● Knowledge of the Bay Area art community
● Excellent verbal and written communication skills.
● Experience leading activities in a group setting.
● Ability to frame and moderate discussions as appropriate.
● Computer abilities, including basic work and excel, but also the ability to adapt to and function in other platforms especially Zoom and others that may arise.
● Knowledge of non profit environment
● Ability to create and manage a budget for activities.
● Teamwork and collaborative communication skills
EXHIBITIONS CHAIR
Job Summary: The Exhibitions Chair showcases the professionalism of the Northern California Women’s Caucus for Art by creating, organizing, and facilitating art exhibitions and related (or accompanying) events yearly.
Term: Two years from July 1 to June 30 elected by the Board of Directors and NCWCA chapter members present at the June Board meeting. The Exhibition Chair shall not serve more than three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the Exhibitions Chair, the Board of Directors may appoint an interim Chair to fill the vacancy until the next regular nomination period and June election.
Reports to: The President and the NCWCA Board
Works with: Board of Directors, the NCWCA membership, and the community.
Duties:
1. Develops exhibition themes in keeping with the NCWCA Chapter mission.
2. Creates exhibitions on a variety of models, including but not limited to: members only; collaborative; invitational; juried; online; and hybrid formats. Any of these exhibition types can be local, regional, national, or international based upon the discretion of the Board and availability of financial and volunteer resources.
3. Locates and contacts venues for exhibits, working with the outreach Chair.
4. Writes detailed prospectus disclosing theme, artist eligibility, exhibit dates, deadlines, shipping and delivery requirements, commissions on sale, whether there will be a catalog, online gallery or online sales, events associated with exhibit, artwork selection, juror(s), curator(s) and other information as needed.
5. Presents exhibition proposal with an itemized budget to the Board of Directors and obtains approval to go forward.
6. Manages exhibition budgets throughout the project, including maintaining accurate records of related income and expenses in cooperation with the NCWCA Treasurer.
7. Develops memorandum of understanding (MOU) for the juror, to be reviewed and approved by the President before issue. The President and juror must agree to terms of the MOU in order to go forward.
8. Obtains or creates a MOU with the venue. The MOU and any gallery fee or deposit must be signed by the President in order to move forward.
9. Manages all administrative procedures relating to exhibition entries, including maintaining accurate records of entries, terms of participation, final selections, and timely communication with all artists who submit work for consideration.
10. In the case of members-only exhibitions or exhibitions with special member application fees, works with Membership Chair to identify non-members and encourage them to join NCWCA or refund their entry fees.
11. Communicates with accepted artists about all deadlines and requirements relating to exhibiting work. Creates intake sheets that serve as exhibition contracts with artists.
12. Leads an Exhibition Committee with volunteers who assist with duties related to creating, planning, and curating juried and non-juried exhibitions, creating catalogs, and exhibition related events such as workshops, artist talks, panels, receptions, intake, installation and deinstallation of artwork.
13. Works with the Communications Chair to publicize exhibition opportunities and to members and the community at large. With the Membership Chair and Outreach Chair expands participation by providing exhibition applicant information to new and potential NCWCA members.
14. Works with the Communication Chair and social media lead and committee members to publicize exhibitions.
15. Oversees the work on the NCWCA online gallery, which is produced and managed by the NCWCA Webmaster.
16. Prepares a monthly report of work completed and ongoing to be distributed to Board members within ten days of the end of the calendar year quarter.
17. Reports on exhibition activity at each board meeting.
Skills and Abilities
● Knowledge of curatorial best practices. Curatorial experience with a variety of exhibition models.
● Familiarity with exhibitions. Helpful to have served on the NCWCA Exhibitions committee and exhibited own work in solo or group shows.
● Experience in developing a theme and selecting artwork to tell the story of the selected theme.
● Experience selecting and working with jurors.
● Experience working with a variety of artists and modalities.
● Proven project management experience and organizational skills, particularly in managing to a deadline.
● Leadership skills, especially experience leading a committee.
● Strong written and verbal communication skills
● Experience creating and managing a budget.
● At minimum, familiarity with graphic design and written copy for professional publication, preferably with hands on experience creating and/or overseeing publicity and catalog materials for public distribution.
● Computer savvy: Database, design programs, general office programs (particularly Word, Excel, Powerpoint, Adobe Acrobat), and selected exhibition entry software.
Term: Two years from July 1 to June 30 elected by the Board of Directors and NCWCA chapter members present at the June Board meeting. The Exhibition Chair shall not serve more than three consecutive terms. In the situation of an unexpected vacancy or otherwise incapacity of the Exhibitions Chair, the Board of Directors may appoint an interim Chair to fill the vacancy until the next regular nomination period and June election.
Reports to: The President and the NCWCA Board
Works with: Board of Directors, the NCWCA membership, and the community.
Duties:
1. Develops exhibition themes in keeping with the NCWCA Chapter mission.
2. Creates exhibitions on a variety of models, including but not limited to: members only; collaborative; invitational; juried; online; and hybrid formats. Any of these exhibition types can be local, regional, national, or international based upon the discretion of the Board and availability of financial and volunteer resources.
3. Locates and contacts venues for exhibits, working with the outreach Chair.
4. Writes detailed prospectus disclosing theme, artist eligibility, exhibit dates, deadlines, shipping and delivery requirements, commissions on sale, whether there will be a catalog, online gallery or online sales, events associated with exhibit, artwork selection, juror(s), curator(s) and other information as needed.
5. Presents exhibition proposal with an itemized budget to the Board of Directors and obtains approval to go forward.
6. Manages exhibition budgets throughout the project, including maintaining accurate records of related income and expenses in cooperation with the NCWCA Treasurer.
7. Develops memorandum of understanding (MOU) for the juror, to be reviewed and approved by the President before issue. The President and juror must agree to terms of the MOU in order to go forward.
8. Obtains or creates a MOU with the venue. The MOU and any gallery fee or deposit must be signed by the President in order to move forward.
9. Manages all administrative procedures relating to exhibition entries, including maintaining accurate records of entries, terms of participation, final selections, and timely communication with all artists who submit work for consideration.
10. In the case of members-only exhibitions or exhibitions with special member application fees, works with Membership Chair to identify non-members and encourage them to join NCWCA or refund their entry fees.
11. Communicates with accepted artists about all deadlines and requirements relating to exhibiting work. Creates intake sheets that serve as exhibition contracts with artists.
12. Leads an Exhibition Committee with volunteers who assist with duties related to creating, planning, and curating juried and non-juried exhibitions, creating catalogs, and exhibition related events such as workshops, artist talks, panels, receptions, intake, installation and deinstallation of artwork.
13. Works with the Communications Chair to publicize exhibition opportunities and to members and the community at large. With the Membership Chair and Outreach Chair expands participation by providing exhibition applicant information to new and potential NCWCA members.
14. Works with the Communication Chair and social media lead and committee members to publicize exhibitions.
15. Oversees the work on the NCWCA online gallery, which is produced and managed by the NCWCA Webmaster.
16. Prepares a monthly report of work completed and ongoing to be distributed to Board members within ten days of the end of the calendar year quarter.
17. Reports on exhibition activity at each board meeting.
Skills and Abilities
● Knowledge of curatorial best practices. Curatorial experience with a variety of exhibition models.
● Familiarity with exhibitions. Helpful to have served on the NCWCA Exhibitions committee and exhibited own work in solo or group shows.
● Experience in developing a theme and selecting artwork to tell the story of the selected theme.
● Experience selecting and working with jurors.
● Experience working with a variety of artists and modalities.
● Proven project management experience and organizational skills, particularly in managing to a deadline.
● Leadership skills, especially experience leading a committee.
● Strong written and verbal communication skills
● Experience creating and managing a budget.
● At minimum, familiarity with graphic design and written copy for professional publication, preferably with hands on experience creating and/or overseeing publicity and catalog materials for public distribution.
● Computer savvy: Database, design programs, general office programs (particularly Word, Excel, Powerpoint, Adobe Acrobat), and selected exhibition entry software.
COMMUNICATIONS CHAIR
Job Summary The Communications Chair is responsible for internal (member) communications and external (the public) communications utilizing all forms of oral, written and electronic communications.
Term
Two years from July 1 to June 30 elected by the Board of Directors and NCWCA chapter members present at the June election meeting, and not to exceed three consecutive terms. In the case of an unexpected vacancy or otherwise incapacity of the elected Communications Chair, The Board of Directors may appoint an interim Communications Chair or divide the responsibilities among the remaining Board of Director members until the next regular nomination period and June election.
Reports To The President and the Board of Directors
Works With The Board of Directors, Communications Committee, the membership at large and the community.
Duties
1. Maintains publication calendar of monthly chapter newsletter.
2. Coordinates with the Communications Committee to write, solicit and edit articles, collect and edit member announcements, and meet publication deadlines.
3. Works with the Board to shape communications that align with the NCWCA mission on social justice issues.
4. Publicizes NCWCA events using social networking sites, newsletter and website.
5. Utilizes a common and agreed upon technology such as Google Drive to coordinate social media marketing.
6. Tracks newsletter and social media metrics, seeks ways to grow followers and likes, and includes metrics in board reports.
7. Regularly updates the NCWCA website, working with the Technology Chair as necessary.
8. Works with external publicists to promote key NCWCA events.
9. Maintains chapter’s identity such as logo, tagline, letterhead and the consistent look and feel of communications material as approved by the Board of Directors.
10. Prepares and distributes a monthly report of work completed and work on-going and summarizes report at monthly board meeting.
11. Maintains the communications manual and makes it available to members upon request.
Skills and Abilities
● Proficiency in developing and utilizing social networking
● Proficiency in e-newsletter and e-mail applications
● Administrative skills in managing publication schedule and tracking and analyzing communication metrics
● Strong verbal communication, writing and editing skills
● Ability to manage a committee to work on projects and meet deadlines
● Basic graphic design skills and Photoshop, InDesign, Canva and/or Illustrator skills
● Word and Excel skills
Term
Two years from July 1 to June 30 elected by the Board of Directors and NCWCA chapter members present at the June election meeting, and not to exceed three consecutive terms. In the case of an unexpected vacancy or otherwise incapacity of the elected Communications Chair, The Board of Directors may appoint an interim Communications Chair or divide the responsibilities among the remaining Board of Director members until the next regular nomination period and June election.
Reports To The President and the Board of Directors
Works With The Board of Directors, Communications Committee, the membership at large and the community.
Duties
1. Maintains publication calendar of monthly chapter newsletter.
2. Coordinates with the Communications Committee to write, solicit and edit articles, collect and edit member announcements, and meet publication deadlines.
3. Works with the Board to shape communications that align with the NCWCA mission on social justice issues.
4. Publicizes NCWCA events using social networking sites, newsletter and website.
5. Utilizes a common and agreed upon technology such as Google Drive to coordinate social media marketing.
6. Tracks newsletter and social media metrics, seeks ways to grow followers and likes, and includes metrics in board reports.
7. Regularly updates the NCWCA website, working with the Technology Chair as necessary.
8. Works with external publicists to promote key NCWCA events.
9. Maintains chapter’s identity such as logo, tagline, letterhead and the consistent look and feel of communications material as approved by the Board of Directors.
10. Prepares and distributes a monthly report of work completed and work on-going and summarizes report at monthly board meeting.
11. Maintains the communications manual and makes it available to members upon request.
Skills and Abilities
● Proficiency in developing and utilizing social networking
● Proficiency in e-newsletter and e-mail applications
● Administrative skills in managing publication schedule and tracking and analyzing communication metrics
● Strong verbal communication, writing and editing skills
● Ability to manage a committee to work on projects and meet deadlines
● Basic graphic design skills and Photoshop, InDesign, Canva and/or Illustrator skills
● Word and Excel skills
