Duties
The Executive Director's primary duty is to lead the Society, under the guidance of the Executive Committee, positive impact on the mission and objectives of the Botanical Soceity of America.
August
Prepare for and attend the Annual Meeting Update membership renewal forms for Fall Mailing - arrange printing Set deadline for Fall Mailing.
September
Prepare mail and web renewal forms for the October 1 new financial year.
Receive materials for fall mailing, send to printers for Mid-October mailing. The mailing typically includes:
» A letter from the President
» Minutes of the Business Meeting
» Call for Nominations of Officers and Corresponding Members
» Bylaws ballot changes (if necessary)
» Call for Abstracts and Upcoming Conference Information
» Call for Nominations for BSA Awards:
» BSA GSRA/Karling Awards
» Young Botanists of the Year Award
» Conant Award
» Cheadle Award
» Webster Award
Post all above items on the BSA website.
October
October 15th - Proved PSB with, Call for Nominations: BSA President Elect, Treasurer or Secretary and every three years, Program Director, BSA Corresponding Members, BSA Merit Award, C. E. Bessey Teaching Award, Grady L. Webster Award. Award notifications: Structural Botany Publication Award, Young Botanist of the Year Awards, Conant "Botanical Images" STA, Vernon I. Cheadle STA, Developmental & Structural Section STA, Ecological Section STA, Mycological Section STA, Phycological Section STA, Phytochemical Section STA, Pteridological Section STA. Call for Abstracts: Upcomming BSA Conference
Majority of processing - members, agencies and institutional subscribers
100-200 members per week
Faxon & Ebsco orders, 3rd week
Quarterly taxes - Fed, State (OH, NY), City
PSB Fall Mailing
BSA Fall Mailing
November Continue processing members and institutional subscribers. Very heavy activity
November
December
Renewals and order processing
Update programs, prepare for next year and the next volume of AJB
January
January 15th - Proved PSB with Call for Symposia for BSA Conference 1.5 years in advance.
Activate: COMMITTEE ON COMMITTEES, ELECTION COMMITTEE, CORRESPONDING MEMBERS COMMITTEE, MERIT AWARDS COMMITTEE, BSA GRADUATE STUDENT RESEARCH AWARD COMMITTEE, CHEADLE AWARD COMMITTEE, DARBAKER PRIZE COMMITTEE, ESAU AWARD COMMITTEE, PELTON AWARD COMMITTEE
Open Call for Nominations: BSA President Elect, Treasurer or Secretary and every three years, Program Director.
BSA Merit Award, C. E. Bessey Teaching Award, Grady L. Webster, Structural Botany Publication Award, Young Botanist of the Year Awards, Conant "Botanical Images" STA, Vernon I. Cheadle STA, Developmental & Structural Section STA, Ecological Section STA, Mycological Section STA, Phycological Section STA, Phytochemical Section STA, Pteridological Section STA
Annual taxes, Fed, State (OH, NY), City
Change programs for new year on computer
Prepare for Spring Exec Comm. meetings
Gather ballot information
Prepare W2 forms for all employees
Send Young Botanist Award announcements
Start sending current year back issues
February
Close Call for Nominations: BSA President Elect, Treasurer or Secretary and every three years, Program Director.
Generate directory - even numbered years
Create and arrange printing and mailing of ballots
Generate 2nd dues notice reminder
Spring Exec. Comm. meetings - arrangements
Process memberships and institutional subscribers
Bulk of the backissues sent
Print mailing list for AIBS
March
Quarterly office expenses - OSU budget account
Spring Executive Committee meetings - arrangements
Set print order, ordering information and price for Abstracts
Process memberships and institutional subscriptions
Spring PSB mailing to emeritus and members not receiving AJB
Assess and possibly send out third dues notice
Attend Executive Committee meeting. Report on activities.
April
January 15th - Proved PSB with xxxxxx for xxxx.
Close Call for Nominations: BSA Merit Award, C. E. Bessey Teaching Award, Grady L. Webster, Structural Botany Publication Award, Young Botanist of the Year Awards, Conant "Botanical Images" STA, Vernon I. Cheadle STA, Developmental & Structural Section STA, Ecological Section STA, Mycological Section STA, Phycological Section STA, Phytochemical Section STA, Pteridological Section STA
Quarterly taxes - Fed, State (OH, NY), City
Spring Executive Meeting
Set deadline for Spring Mailing.
Print Young Botanist Award letters and certificates. Forward award list to PSB editor
May
Collect, print and mail Spring Mailing. Include ballot, bylaw ballot, letter from President, Call
for Symposia Titles. Smaller mailing, can be folded and mailed in business envelope.
Mail hard copy of the E-directory to members not receiving the AJB
Send Young Botanist Awards, letters
Request membership contribution from Treasurer
Create a new and updated webpage for all BSA Committees. This will include and new assignements provided from the Committee on Committees. Ensure all current and new committee members are invited to the appropriate meetings at the upcoming conference.
June
Tally memberships
Prepare and send price sheets to subscription agents
Prepare for invoicing "direct" subscribers
Review and update agents file
Start preparing budget for next fiscal year
Order President, Merit Awards and other misc. plaques
July Invoice "direct" institutional subscribers
PSB summer mailing
End of fiscal year
Set up budget for next year
Prepare for Annual Meeting
Ongoing Institutional Subscribers
Invoice agents and/or subscribers
Process renewals
Send back issues: Current year/previous year(s)
Return receipts (required by most foreign agencies) and delivery notes
Process claims for non-receipt
Process and refund cancellations
Make address changes
Send price sheet requests by subscribers and agents
BSA Members
Process renewals
Member correspondence:
Write to members with defunct checks or credit cards
Send thank you receipts for contributions, i.e., BSA Endow
Notify students over maximum eligibility
Process claims
Enter and transmit credit card transactions and summarize
Editorial charges, mandatory, voluntary (send thank you)
Process editorial sheets and invoice
Send editorial office membership log (15th of each month)
Process new members letters
Summarize member receipts and send check to Treasurer
Generate lists and labels for Section mailings
Send back issues
Send AJB covers out
Misc. duties:
Send books, press releases, etc. to the PSB editor
Miscellaneous botanical inquiries
Careers in Botany requests
Guide to Graduate Study requests
Process BSA logo item requests (T-shirts, pins)
Botany for the Next Millennium requests, invoice and mail
Send Membership applications forms (individual requests)
Approve ads for upcoming issues
Process monthly ad receipts
Process Copyright permission requests
Set print order(s) for next issue
Pay printing bill
Payroll - business office and editorial office taxes - Ohio, Columbus, New York, Federal
Balance books
Generate and mail monthly financial reports to the Executive Committee and the Editor
Make deposits for both members and institutions
Summarize members, send check to Treasurer
Keep office supplies on hand (back issues)
Process mailing list rental requests-some programming
Generate monthly mailing list send via e-mail
Order back issues from Allen Press
July
January 15th - Proved PSB with xxxxxx for xxxx.
