Last in the Series: The Interim AE Job Description : Off Stage

Sep. 23, 2011 - Last in the Series: The Interim AE Job Description

 

I recently attended a meeting of several association execs and MLS CEOs where we spent a couple of days brainstorming and fantasizing about our jobs, our roles in organized real estate, and the state of the industry in general. At the end of the session, we asked each other the question “What will you take back with you to the Real World? How has this two day discussion influenced you professionally?”

I had to think about that for quite a while. What I know about my position as a retired AE/current consultant is that I don’t have the power to make the Big Changes in the real estate industry. I am never going to make the Forbes list, or even the Inman list.  What I can share is some practical knowledge and a perspective that comes from the outside looking in on the association’s daily management activities. What I can do is drop a few breadcrumbs here and there and hope that they will be helpful to you on your path to your goals.

During these most recent think tank meetings, one of the participants turned to me and asked, “So Judith, what’s behind these last couple of blogs you’ve written? Why are you thinking about interim association managers?” 

Good question. In part, it’s because I was recently asked if I would consider being an interim AE for three months and I had to answer the question, “If I were to do this, how would I go about it?” The other part is that my church just engaged an interim minister, and I began to understand the value of a well-defined breathing space for an organization which is undergoing some significant transitions.

What this latter process also taught me is that ‘interim’ doesn’t mean ‘placeholder’. It suggests using the transition period to regroup, get healthy, heal wounds, find direction, and move forward. An interim minister in our church setting is a specialist at being ‘interim’. He or she is not expected to fill the permanent position—the interim is a trained  expert in the techniques of transition and the job description is clear.

With that in mind, I wrote a hypothetical job description for a transitional AE. The following is just meant to be a template—feel free to use it and/or modify it to suit your needs.

INTERIM ASSOCIATION EXECUTIVE

SAMPLE POSITION DESCRIPTION

Sample Job Description

I. POSITION

Interim Association Executive (GM)/Chief Executive Officer)

II. JOB SUMMARY

Serves as interim general manager/chief operating officer of the association on a temporary basis. The interim AE is responsible for all aspects of the association including its activities and the relationships between the organization and its members, employees, community, government and other tiers of the Realtor organization. Sustains and administers the association’s policies as defined by its bylaws, policies and direction of the board of directors. Directs the work of all department managers; monitors the budget; oversees the quality of the association’s products and services and ensures maximum member satisfaction unless otherwise directed by the board of directors. Secures and protects the organization’s assets, including facilities and equipment.

III. JOB DUTIES AND RESPONSIBILITIES

Implements general policies established by the organizations Board of Directors, and directs the implementation and execution of those policies. Plans, develops and approves specific operational policies, programs, procedures and methods in concert with the general policies of the NAR and/or the association’s local board of directors. Coordinates the development of the association’s operational plan, and prepares a 90-day transitional action plan in concert with the board of directors prior to the hiring of a permanent AE. Develops and administers a sound organizational plan and initiates operational improvements and structures a plan for their implementation. Monitors policies relating to personnel actions and training and professional development programs. Conducts a human resources audit.  Ensures that the association’s current policy handbook covers all necessary topics such as sexual harassment, conflict of interest, and whistleblower policies. Maintains an active and informed relationship with the State and National Realtor organization, and oversees the implementation of appropriate mandated policies and activities. Attends conferences and professional education sessions as approved by the Board of Directors of the Association.

Coordinates development of operating and capital budgets according to the organizations calendar, and monitors monthly and other appropriate financial statements.   Takes corrective action as required. Upon arrival, the interim AE evaluates all budgets to ensure that they are supported by appropriate details, and conducts an audit of existing organizational resources such as buildings, equipment, and financial reserves.

Coordinates and serves as ex-officio member of the board of directors and of association committees.

IV. SAMPLE JOB DESCRIPTION

·         Provides advice and recommendations to the president and appropriate committees about materials, supplies, equipment and services not provided in approved plans and/or budgets

·         Ensures that the organization is operated in accordance with applicable local, state, and federal laws

·         Oversees care and maintenance of all the organizations physical assets and facilities

·         Coordinates marketing and membership relations programs to promote the associations services and programs to present and potential members

·         Develops a membership marketing program for members and affiliates

·         Ensures the highest standards are met in enforcing professionalism within the organization

·         Monitors compliance with state and national Realtor organization policies

·         Analyzes financial statements, manages cash flow and establishes controls to safeguard funds, if needed.

·         Reviews income and costs relative to goals and takes corrective action as necessary.

·         Attends meetings of the organization’s Board of Directors and Executive Committee

·         Participates in other activities judged appropriate and approved by the board of directors to enhance the prestige of the organization

·         Broadens the scope of the association by fulfilling its public obligations

·         Serves as liaison between the staff and the board, as appropriate

·         Implements policies concerning employee-employer relations

·         Develops and maintains a basic management philosophy to guide association personnel toward optimal operating results, employee morale, and member satisfaction.

·         Prepares reports and other supporting material for committee and board use.

·         Negotiates and recommends Board approval for contracts

·         Establishes and approves workloads, work methods, and performance standards

·         Gives direction to and works closely with vendors, outside contractors, firms and individuals providing service to the association.

·         Directs the association’s communications programs

·         Performs other duties as directed by the president and the board.

·         Assists in the search for a permanent AE

V. REPORTS TO President and Board of Directors

VI. SUPERVISES All Staff

via realtown.com

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