The Association for Counselor Education and Supervision (ACES) seeks a part-time Executive Director. This position involves assisting with the administration of a several-thousand person professional association, including fiscal management, membership support, and administrative support. The position is designed ideally for a candidate working from a home office and requires travel to executive board meetings. A master’s degree is required and a doctorate in counselor education or nonprofit management highly preferred. Understanding of the counselor education field is required, and experience in association management as an Executive Director or in related areas is preferred. Technology skills (especially database management programs), social media, and website management highly preferred. The position is halftime and benefits are not provided. ACES is an EEO/AA employer and invites members of under-represented groups for this position including persons of nondominant ethnic/racial, gender, social class, sexual orientation/gender identities, and/or cultural identity to apply.

Start Date: July 1, 2011. Application review will begin March 1st, and the position will remain open until filled. E-mail letter of application, resume/CV, and names and contact information of 3 references to Gerard Lawson, Search Committee Chair at glawson@vt.edu.

The details below capture the broad range of duties that the Executive Director may be called on to perform. We recognize that this list is far too long for a part-time director. Accordingly, the actual job responsibilities will be negotiated from among this list, based on association priorities.

The ACES Executive Director is responsible for overseeing the daily operations of the Association, for providing continuity in leadership of the association, and for creating innovative goals and strategies consistent with the mission of the association.  The executive director is an ex officio non‑voting member of the Executive Council and of all ACES committees and task forces.

Fiscal

• Provides consultation to the Treasurer, President and Executive Council members as requested.
• Understand appropriate income from royalties, and appropriate cost-sharing of national conference revenue.
• Assists the President to negotiate and complete hotel contracts, credit applications, and letters of agreement with ACA. Tracks letters of agreement and contracts, to ensure appropriate and timely signatures, and receipt of final signed copies. Oversees and assures follow-through on contracts and letters of agreement.
• Reviews ACA’s performance on the Management Services Agreement and other agreements with ACA

Administrative Support

• Attends all ACES business meetings and at the discretion of ACES President, attends COPARC meetings with the President.
• Orients new ACES officers and Executive Council members to the policies and procedures of the association governance.
• Assists regions in preparing incorporation papers, filing tax IDs, arranging for and conducting annual audits, and obtaining liability insurance.
• Provides non-technical oversight and management of ACES website to ensure the material is up to date and timely.
• Investigates use of website for producing revenue, such as by providing CEUs, selling advertisements, selling promotion items, etc.
• Cultivates and supports the development and implementation of a marketing and public relations campaign.
• Supports the newsletter editor in obtaining submissions for Spectrum.Writes business-related news articles and announcements for Counseling Today and Spectrum when requested by the president.
• Consults with ACES officers, Executive Council members, committee chairs, and regional officers to provide support and information when needed.
• Collects and files archival material (e.g., official minutes, contracts, copies of products) with ACA.
• Maintains and updates the regional Financial/Legal/Tax Handbook of guidelines as needed.  Assures that copies are provided to regional presidents.
• Maintains and updates the regional Handbook of Legal, Financial, and Tax Forms as needed.  Assures that copies are provided to regional presidents.
• Assists the President in preparing support/informational documents necessary for conducting Association business.

Membership Services

• Develop an innovative and creative membership plan and present to Executive Council annually for approval. Implement and evaluate membership plan and present results to ACES Executive Council. Annually review membership plan and revise as needed.
• Assist membership chair with monitoring recruitment and renewal of memberships by helping to develop letters of invitation to potential members and reminders to lapsed members, and by purchasing appropriate mailing lists of potential members. Assist in keeping the membership brochure up to date.

Business Administration

• Monitors product development process regarding submission of manuscripts, meeting deadlines, manuscript reviews, presentation to Executive Council for approval, and notification to author(s) of decision.  Delivers final approved products to publishers.
• Develops and arranges for advertising of ACES products in consultation with treasurer .
• Monitors scheduling of regional Fall conferences to ensure adherence to planned sequence of dates. Insures that ACES is appropriately represented at regional conferences, including ACES products and initiatives.
• Follows through on requests for product reprints and authors’ copies.
• Ensures there is an ACES exhibit booth at ACA conferences. Assists in planning the activities for ACES exhibit booth.
• Manages the process of responding to ACA requests for updated information on dues, journal subscription rates, and publication catalog insertions.

National Conference

• Serves as the repository of historical planning information and know-how for the chairpersons of ACES national conferences.
• Investigates and assumes administrative responsibilities from ACA when cost effective, especially the Extended (Administrative) MSA and the Conference Services Agreement.
• Consults with conference coordinator and ACES Executive Council representative to develop a conference budget that is submitted to ACES Executive Council for approval at least a year in advance.
• Consults with the on-site planning committee to reserve facilities for the designated dates of the national conference.
• Collaborates with the conference coordinator and President-elect on conference format and activities.
• Consults with the Treasurer to maintain statistical records of conference attendance, hotel utilization, exhibit hall sales, and actual expense and income.
• Manages awarding of CEUs and keeps records of CEUs.

• Provides oversight and assistance with all aspects of ACES national conference management (site development, programming, notices and announcements, etc.).

Accountability

• Prepares a time and task report for the Executive Council annually and forwards it to the Council for its meeting during the Spring ACA conference.
• Documents claims for expenditures for office equipment, supplies, and travel.