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Executive Committee Position Descriptions

TASA’s Executive Committee (EC) governs the Association and manages its daily business as outlined in the Constitution and by established policies. A copy of TASA’s Organisational Chart can be viewed here. The next election will be held in the middle of 2020.  The Executive Committee Position Descriptions, for the term November 2018 – November 2020, are available to download in Word (24kb) and Pdf (578kb) and can be viewed by clicking on the heading positions below.

TASA President

Major responsibilities include:

  • Developing the mission of the Association
  • Leading policy development and implementation
  • Representing TASA to external bodies
  • Liaison with the editors of the Journal of Sociology, Health Sociology Review and TASA’s Web Publications
  • Reviewing the Strategic Plan
  • Chairing the Annual General Meeing (AGM) and reporting on matters of relevance to the Association
  • Overseeing the determination of TASA Awards and Prizes
  • Participating in strategic planning for the annual conference
  • Overseeing website governance and implementation, including the development and maintenance of TASAweb

Chairing of TASA meetings:

The President or their nominee is responsible for chairing the following meetings:

  • AGM and any Special General Meetings
  • Executive Committee meetings
  • Grievance committee
  • TASA Awards and Prizes committees
  • Other sub-committees as established by the Executive Committee

Reports and presentations:

  • President’s report to each Executive meeting
  • President’s letter to the Association – published in each edition of Nexus
  • Report for the Annual Report
  • Presenting TASA Awards and Prizes
  • Issuing media statements in the name of the Association
  • Representing the Association in all official functions

Conditions:

  • TASA’s President must be a member of TASA and must attend a majority of Executive Committee meetings each year.

TASA Vice-President

Major responsibilities include:

  • Representing the President when they are unavailable
  • Assisting with policy development and implementation
  • Coordinating the review and implementation of the Strategic Plan
  • Participating in the AGM and any SGMs and reporting on matters of relevance to the position
  • Administering and, where appropriate, participating in the determination of TASA Awards and Prizes
  • Participating in the selection and planning of TASA public events
  • Overseeing the planning of the annual conference, including the selection of the host institution(s)

Reports:

  • Vice-President’s report to each Executive meeting
  • Report for the Annual Report
  • Overseeing Conference Local Organising Committee reports, a per the conference Memorandum of Understanding

Conditions:

  • TASA’s Vice-President must be a member of TASA and must attend a majority of Executive Committee meetings each year.

Secretary

Major responsibilities include:

General administration:

  • Ensure effective operation of TASA office, staff recruitment, and conditions of employment
  • Administer complex general inquiries referred by Executive Officer (EO)
  • Oversee preparation & circulation of agendas for Executive, AGM & Special General Meetings
  • Prepare a Secretary report for each Executive meeting
  • Prepare a Secretary annual report for the inclusion in TASA’s Annual Report for members
  • Supervise preparation, circulation and storage of minutes of all meetings, and, where relevant, other Association reports and publications
  • Prepare documentation for selection and engagement of editorial teams for Journal of SociologyHealth Sociology Review and Nexus
  • Oversee TASA elections
  • Collating conference hosting submissions
  • Ensure that TASA operations are carried out in accordance with its constitution
  • Ensure that TASA meets reporting and all other requirements under incorporation legislation
  • Ensure that TASA complies with other relevant legislative and regulatory requirements
  • Assist in planning, policy development, review and implementation, including drafting of policy documents and Memoranda of Understandings
  • Participate in the administration of TASA Awards and Prizes, ensuring that all terms and conditions are complied with
  • Regularly review TASA Awards and Prizes
  • Review the Secretary’s eManual in the 2nd year of EC term.

Membership matters:

Provide advice to and supervise Executive Officer with regard to:

  • Membership Welcome Letter, and Membership Renewal & Expired notices
  • Processing of memberships and management of the membership database
  • Procedures to encourage membership renewal and the follow-up of non-renewed members
  • Preparation of mailing lists for publishers of Journal of Sociology

Conditions:

  • The TASA Secretary must be a member of TASA and must attend the majority of Executive Committee meetings each year.

Treasurer

Major responsibilities include:

  • Assisting in policy development and implementation, particularly as it relates to financial matters
  • Overseeing disbursement of profits from the TASA annual conference
  • Approve transfer of funds to pay expenses involved in running the Association

General administration:

  • Attending meetings of the Executive Committee, the AGM and any SGMs
  • The Treasurer shares responsibility for the financial standing of the Association with all TASA Executive Members
  • Liaison with EO to facilitate the annual audit of accounts
  • Liaison with the EO on the processing of revenue and expense related items when necessary, ABN invoices, GST matters
  • Oversee the EO processing of Executive Committee and other expenses involved in running the Association
  • Oversee the EO in the financial management of all TASA Awards and Prizes
  • Reviewing the membership fee scale on a regular basis in line with Australian annual CPI rate
  • Ensure that all taxation requirements are met including overseeing the EO in submitting the quarterly BAS statements and annual tax return
  • Oversee the EO in the preparation of the annual financial report for audit and for presentation at the AGM or SGM each year

Reports:

  • The presentation and distribution of the audited annual financial report at the AGM or SGM each year
  • The presentation of a financial statement to each Executive Committee meeting with quarterly payments to be ratified
  • Compiling and submitting an annual report (in cooperation with the TASA Secretary and EO) for the Incorporations Office in the ACT, signed by the TASA Public Officer

Conditions:

  • The TASA Treasurer must be a member of TASA and must attend a majority of Executive Committee meetings each year.

Postgraduate Portfolio Leader

Major responsibilities include:

  • Attending meetings of the Executive Committee
  • Assisting in the development and implementation of policy
  • Liaison with postgraduate members
  • Presenting the views of postgraduate members to the Executive
  • Identifying ways in which the TASA Executive can promote the interests of postgraduate members
  • Participating in the determination of TASA postgraduate conference scholarships
  • Organising the Postgraduate Day at the Annual Conference
  • Assisting in the running of the AGM and any SGMs
  • Participating in the review and implementation of the Strategic Plan
  • Chairing the TASA non-elect Postgraduate Sub-Committee which includes:
    • managing, directing and implementing each new sub-committee Expression of Interest on a two-year rotating basis;
    • monitoring of the annual discretionary expenditure of $5,000 in relation to PG Sub-Committee events;
    • developing opportunities and capabilities of PG sub-committee members involvement in TASA events, processes and policies;
    • administering the governance processes including organizing meetings, developing agendas, minuting etc; and
    • reporting of PG sub-committee activities to the Executive as and when required, including responding to reporting requirements at executive meetings.

Reports:

  • Postgraduate Portfolio Leader’s report for the Annual Report
  • Postgraduate Portfolio Leader’s report to each Executive meeting
  • Postgraduate Portfolio Leader’s page published in each edition of Nexus

Conditions:

  • The postgraduate member must be a member of TASA and must attend a majority of Executive Committee meetings each year. It is NOT necessary for the postgraduate member to be enrolled currently in a postgraduate course.

Portfolio Leaders

Major responsibilities include:

  • Attending meetings of the Executive Committee
  • Assisting in the development and implementation of policy
  • Assisting in the running of the AGM and any SGMs
  • Participating in the review and implementation of the Strategic Plan
  • Taking responsibility for specific tasks as decided through the Executive (see below)
  • Participating in sub-committees
  • Representing office bearers when required
  • Report for Annual report

Specific tasks:

General Executive members take responsibility for a specified portfolio of responsibilities as decided through the Executive Committee. For 2019–2020 these will be:

  • Applied Sociology*
  • Equity & Inclusion **
  • Public Engagement***
  • Thematic Groups****

Conditions:

  • TASA Executive Portfolio Leaders must be members of TASA and must attend a majority of Executive Committee meetings each year.

*Applied Sociology Portfolio Leader

This portfolio represents the interests of applied sociologists on the TASA Executive. In this context, applied sociologists are those who work in government, in NGOs, the private sector and in the community sector. The portfolio aims to strengthen the discipline of Sociology by bringing together the academy and applied sociologists to: expand opportunities for sociological research; promote the application of sociological theories, methods, and research outcomes; and support applied sociology interventions across a range of fields and sectors of public life.

Duties

  • Work collaboratively with TASA members to promote and foster awareness of Sociology as a wide-ranging discipline and its application in different fields and sectors as a growing necessity.
  • Encourage and enable all Sociologists to contribute their knowledge and expertise to inform, educate and support the application of Sociology.
  • Liaise with Public Engagement portfolio leader to promote Sociology.
  • Provide information regarding collaboration, training, and research opportunities, and examples of Applied Sociology.
  • Develop a system that provides reference and consultation for the public in relation to the knowledge and application of Sociology.

Sociology Practice Building

  • Create opportunities for academic and applied sociologists to become peer supporters and supervisors of applied sociologists in training and in practice.
  • Create opportunities for professional development (e.g. research methods, software, models, etc.) for sociologists working outside of academe, including undergraduates, and postgraduates.
  • Source speakers and trainers, organise lectures, presentations and training.
  • Develop and inform the implementation of Applied Sociology training at an academic level.

Research

  • Create opportunities for exchange of information that will lead to further research and the application of Sociology across a range of fields and sectors of public life.
  • Liaise with businesses, practicing applied sociologists and academics to build networks for research, mentoring, and professional development.
  • Consider potential opportunities to link the TASA members’ academic, doctoral, and postgraduate research to applications in the community and business settings.

Networking

  • Build Networks and develop the relationships that will foster collaborations, mentorship and exchange of knowledge between sociologists in the academy, government, private and non-profit sectors as well as with undergraduate students, postgraduate students, and experts in other fields.
  • Facilitate discussion and networking that will promote and lead to collaborative engagements across fields and sectors.
  • Work in conjunction with the Public Engagement Portfolio Leader to develop professional links with other organisations in Australia

Requirements

  • TASA membership.
  • Work applying sociology.
  • Attend meetings of the Executive Committee.
  • Assist in the development and implementation of policy.
  • Participating in the review and implementation of the Strategic Plan.
  • Participating in sub-committees.
  • Representing office bearers when required.

Reports

  1. Applied sociology report for Annual Report
  2. Applied sociology report for each Executive meeting

**Equity & Inclusion

  • Develop strategies for TASA to better include members of underrepresented groups (for example, but not limited to representation by ethnicity, sexuality, gender, ability, age) within the Association, including TASA committees, thematic groups, events and journals.
  • Chair an Equity and Inclusion subcommittee.
  • Oversee the conference scholarship for people with disabilities.
  • Review TASA documents, website and communications for inclusive language.
  • Assist in the development of TASA policies and documentation to promote equity and inclusion.
  • Assist the Public Engagement Portfolio leader with the development of public statements on behalf of the Executive.
  • Lead the response to requests and queries from the membership concerning equity and inclusion.

***Public Engagement Portfolio Leader

  • Develop, implement and oversee TASA marketing and communication plan
  • Develop strategies that support and promote TASA members to engage with the media
  • Promote TASA through high impact public events including during National Social Sciences Week
  • Develop professional links with organisations in Australia
  • Chair Public Statement sub committee
  • Liaise with other portfolio leaders to align TASA media with overall communication plan
  • Liaise with TASA VP and President on selection and promotion of public lectures
  • Assist in the promotion of thematic group events in collaboration with thematic conveners and Thematic Groups Portfolio Leader
  • Oversee TASA’s social media, primarily the @AustSoc Twitter account

****Thematic Groups Portfolio Leader

  • Thematic Group Drop Box folder
    • update drop box files and save as required
  • Thematic Group overview and group pages
    • Review text and images and send required updates to TASA Office
  • TG Convener’s Manual
    • Review and update as needed (with approval, when needed, from the TASA Executive)
    • Ensure latest copy is uploaded to the TASA website (liaise with EO)
  • TG convener gmail
    • Communicate with conveners as required
    • Update and maintain email list
    • Use to promote support schemes and other TG related information
  • TG Convener TASA membership
    • Review the membership status of conveners in the TG convenors spreadsheet & check in with the EO if conveners memberships have been expired for more than 3 weeks (EO should have made contact after the first week of expiry)
  • Executive Meeting Reports
    • First meeting of the year (usually in March)
      • details of previous annual meeting
      • TG funding applications and recommendations
      • TG event update
      • General updates
    • Mid-year meeting (usually in July)
      • budget request for TG events in the coming financial year
      • review of TG numbers (liaise with EO)
      • TG event update
      • General updates
    • Third meeting of the year (usually in September)
      • TG funding applications and recommendations
      • TG event update
      • General updates
    • Fourth meeting of the year (usually in November, immediately prior to the conference)
      • TG event update
      • General updates
  •  Conference
    • Annual TG Convener meeting – advise of their roles, tasks, and support as required. Updates on any matters of direct interest to the TG Conveners and their members. Prior to the conference:
      • Forward a call for agenda items to TASA Office
      • Put agenda together
      • Disseminate agenda via TG gmail
      • Liaise with TASA Office (or the conference organiser/s, whichever is more appropriate) regarding meeting date, time and venue
      • Disseminate previous meeting minutes (get from EO)

Post conference:

  • Follow-up on meeting matters
  • Include important meeting details in March Executive report
  • TG meetings during conference week – ensure all groups meeting have someone to convene them prior to the conference
  • TG Support Scheme
    • Receive submission and acknowledge receipt including information on expected funding outcome date – all cc’d to TASA Office
    • Check with TASA Office (and/or TG dropbox) regarding current budget, what $ have been allocated so far, what $ are set aside for current round.
    • Review submissions and make recommendations in Executive Meeting report. This needs to take into account of the TG Funding Criteria and other matters consider of relevance/ importance to the Executive (for example, funding history, merit of idea, equity, possible outcomes, etc)
    • With funded events – organise one convener/organiser to collate all claims, email created event claim form (get from TASA Office), receive, authorise and forward to TASA Office for payment
    • TG web related text – check/update and forward to TASA
    • Event promotion – Ensure TGs have a media/public dissemination strategy, advise/ support convenors, and, if needed, organise/appoint one convener/organiser to liaise with TASA Office on promotional requirements
    • Event recording – (podcasts, videos, vox pops, audio, image) – forward consent forms to event organisers (if necessary/ not otherwise provided – liaise with EO)
    • Event reporting to Executive – after the event, provide information on the events that have been held, and the expended finances of set budgets
    • Event publication – follow up after event for Nexus reports, and lodge reports with Nexus editors if the TG Convener has not clearly done this
  • Group Formation Requests
    • Ensure any TG formation requests meet the set criteria noted in the TG Conveners manual
    • List in Executive report along with justifications
    • Advise likely outcome date to applicant, and subsequently inform applicant
  • Disbanded groups
    • Liaise with Executive Office to remove TG web page from TASAweb
  • Triennial Reviews (2016, 2019, 2022 etc)
    • Send reminder email in June & again in September to remind TG Convener/s of the need to identify new TG Convener/s
    • In early December, ask conveners, via email, to email TASA with the names of the outgoing and incoming conveners. If an interim convener is stepping up to convener ask them to record, in the email, the date they came on board.
    • Record convener changes in the shared convener spreadsheet (liaise with Executive Officer)
    • Ensure that unavoidable Convener changes (between triennial review times) are recorded/ noted (liaise with Executive Officer)
    • Ensure TASA Executive Officer is aware of, and included in, the above

Ex Officio

The ex officio members of the TASA Executive are the Immediate Past President and one representative of each of the editorial teams for Journal of Sociology, Health Sociology Review and Nexus.

IMMEDIATE PAST PRESIDENT

Major responsibilities include:

  • Attending meetings of the Executive Committee, the AGM and any SGMs
  • Providing advice and support to the incoming President and Executive
  • Ensuring consistency of policies and practices between the outgoing and incoming Executives
  • Assisting in planning, policy development and implementation
  • Participating in reviews of the strategic plan

Conditions:

  • TASA’s Immediate Past President must be a member of TASA and must attend a majority of Executive Committee meetings each year.

EDITORIAL TEAM REPRESENTATIVE

Major responsibilities include:

  • Attending meetings of the Executive Committee, the AGM and any SGMs
  • Assisting in planning functions and the development and implementation of policy
  • Identifying ways in which the Journal of Sociology, Health Sociology Review and Nexus (as appropriate) can contribute to and support TASA activities and initiatives
  • Identifying ways in which the Executive can contribute to and support the Journal of Sociology, Health Sociology Review and Nexus (as appropriate)
  • Advising the Executive of proposed changes to the editorial team, Editorial Advisory Board or International Advisory Board

Reports:

  • Publication report to each Executive meeting
  • Publication report for the Annual Report

Conditions:

  • The Editorial Team Representatives must be members of TASA and must attend a majority of Executive Committee meetings each year. It is strongly recommended that, to ensure continuity, the same person represents each editorial team for a minimum period of 12 months.

Executive Officer

The TASA Executive Officer (EO) is an assistant to the whole of the Executive. The EO reports to the TASA President and whole Executive, and has direct responsibility for carrying out the administrative management, operational, governance, and technical functions of the TASA Office. These responsibilities include office management, frequent communication and interaction with the Executive and general TASA members, administration of policies and procedures, and over-seeing the fulfilment of Constitutional and Incorporation requirements. The position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion, and independence.

Relevant skills include: demonstrated ability to organize, plan and supervise projects; demonstrated interpersonal skills, proven ability to work independently and under pressure; sound working knowledge of WordPress (or similar Content Management System), InDesign, computer word processing and excel databases is essential.

Major responsibilities include:

  • Manage the TASA Office
  • Pending membership applications
  • Produce a weekly members’ newsletter for TASA members
  • Dealing with Member and public inquiries for members’ newsletter ads
  • Organise the timely payment of all accounts and invoices
  • Banking and monitoring of TASA bank accounts – ensuring that there is always enough money in the cheque account to cover payment authorisations requests
  • Working with the Treasurer to manage the day to day financial affairs of the association, and assist the bookkeeper, auditor and Treasurer in producing financial reports
  • Assist the Treasurer in ensuring annual Incorporation requirements are met
  • Preparation of material for BAS and the annual audit of TASA accounts
  • Liaising with the bookkeeper and auditor
  • Dealing with Member and public inquiries regarding TASA
  • Handle routine correspondence, liaising with the Secretary and other Executive members as required
  • Dealing with Media inquiries
  • Promotion of TASA through membership drives
  • Promotion of TASA events via the members’ newsletter, TASAweb and advertising through other association websites, and newsletters
  • Monitoring of TASAweb content and keeping it up-to-date using the CMS
  • Monitoring and updating policy and procedures to ensure they reflect the needs and practices of TASA
  • Assist convenors in the administration of TASA prizes
  • Prepare material from the TASA office for Nexus
  • Compile Nexus in InDesign
  • Liaise with Nexus Editors on final Nexus issue
  • Prepare mailing list for Nexus
  • Arrange for printing and posting of Nexus
  • Assist Secretary with the organisation of TASA elections
  • Handle advertising and mailing list rental applications
  • Provide mailing list to JoS and HSR publishers
  • Prepare monthly back-order JoS and Nexus list

Preparation for TASA meetings:

  • Bookings for meeting venues and teleconferences
  • Booking of accommodation for Executive members travelling to meetings
  • Arrange catering for face-to-face meetings
  • Preparation of agenda and associated meeting documentation
  • Placement of AGM documentation in Nexus and online
  • Minute recording and dissemination to Executive
  • Placement of meeting records online in the Exec-only section

Reports:

  • Assist the President, Vice-President, Secretary, Treasurer, Multi-Media Manager and Thematic Group Convener in preparation of their respective reports
  • Preparation of the demographic summary information from the membership database

Conditions:

  • The EO should be a member of TASA and must attend all Executive Committee meetings, AGM and SGMs, and the annual TASA Conference.
  • The role and duties of the EO may vary at the discretion of the President.

This position description is available in Word (20.1kb) and Pdf (16.9kb).