New Division Officer Structure

Officers of the Division shall be Members in good standing of ADLM and the Division. The Division officer board will consist of a set of Core Leadership Officers and Supporting Officers.

Core leadership officers

Chair – risen to via Chair-Elect, two-year term
Chair-Elect – elected, one-year term
Past-Chair – risen to via Chair, one-year term
Secretary – elected, two-year term
Treasurer – elected, two-year term
Science & Practice Advisor – elected, three-year term

Supporting officers

Education Representative – appointed, two-year term
Member Engagement Coordinator – appointed, two-year term
Advocacy & Outreach Coordinator – appointed, two-year term
Operations & Sponsorship Coordinator – appointed, two-year term
Early Career Representative – appointed, one-year term

TERM LENGTHS & ELECTIONS/APPOINTMENTS

Core officer duties

Chair

Summary: The Chair of a division is a key leadership role responsible for providing strategic guidance, fostering collaboration, ensuring effective governance, and advancing the organization's mission. Their responsibilities include providing strategic leadership, maintaining effective board governance, fostering collaboration and team building, board development and succession planning, external representation, financial oversight, and supervising benchmark activities. The Chair serves a two-year term and plays a crucial role in the division's success.

DETAILED DESCRIPTION: The Chair is a key leadership position within the division, responsible for providing strategic guidance, fostering collaboration, and ensuring effective governance of the division board. The Chair works closely with other board members, ADLM staff, and external stakeholders (such as sponsors) to advance the organization's mission and objectives. Their responsibilities include:

Strategic Leadership: The Chair provides strategic direction and leadership to the board, ensuring alignment with ADLM’s mission and strategic initiatives. They collaborate with board members to develop and implement strategic plans, set goals that align with the Division Benchmark Goals, and monitor progress towards achieving them. The Chair is charged with applying the Diversity, Equity, and Inclusion (DEI) lens in all community engagement and program opportunities.
Division Board Governance: The Chair maintains effective board governance. They ensure compliance with ADLM’s bylaws and policies. The Chair facilitates board meetings, sets the agenda, and promotes active participation and open communication among board members. They also oversee board orientation, training, and benchmark evaluation processes.
Collaboration and Team Building: The Chair fosters a culture of collaboration and teamwork among board members. They promote inclusivity, respect diverse perspectives, and encourage open dialogue.
- The division Chair will meet at least twice a year with the Early Career Representative and provide clear goals and expectations and informal mentoring.
Board Development and Succession Planning: The Chair plays a key role in board development and succession planning. They may help identify and recruit individuals who bring diverse expertise and perspectives to the board. The Chair may collaborate with a nominating or governance committee to identify potential board candidates.
External Representation: The Chair may serve as the primary spokesperson for the division if necessary.
Financial Oversight: The Chair collaborates with the board, treasurer and ADLM staff to ensure the Division’s financial sustainability. They review and approve budgets, financial reports, and fundraising strategies. The Chair may participate in fundraising activities and cultivate sponsor relationships.
Prior board/leadership experience is not mandatory; however, active membership is deemed imperative.
The Chair shall bear the responsibility of assigning tasks and responsibilities to the Chair-Elect and Past-Chair.
The Chair assumes ultimate accountability for supervising all benchmark activities and progress, collaborating with the Secretary to submit the comprehensive annual report.
The Chair will serve a two (2) year term.

Chair-Elect

Summary: The Chair-Elect works closely with the Chair to support strategic guidance, collaboration, and effective governance of the division. They prepare to assume the role of Chair and have responsibilities in strategic leadership, division board governance, collaboration, board development, external representation, and financial oversight. The Chair-Elect serves a one-year term preceding their Chair term.

DETAILED DESCRIPTION: The Chair-Elect is a leadership role within the division that works closely with the Chair to support the strategic guidance, collaboration, and effective governance of the division board. The Chair-Elect is typically in a transitional phase, preparing to assume the role of Chair in the future. Their responsibilities encompass various areas, including strategic leadership, division board governance, collaboration and team building, board development and succession planning, external representation, and financial oversight. Their responsibilities include:

Strategic Leadership: The Chair-Elect provides strategic direction and leadership to the board, ensuring alignment with the organization's mission and strategic initiatives. They work collaboratively with board members to develop and implement strategic plans, set goals, and monitor progress towards achieving them.
Division Board Governance: The Chair-Elect plays a vital role in maintaining effective board governance and participating in key decisions and voting.
Collaboration and Team Building: The Chair-Elect fosters a culture of collaboration and teamwork among board members. They promote inclusivity, respect diverse perspectives, and encourage open dialogue to facilitate effective decision-making and problem-solving within the division.
Board Development and Succession Planning: The Chair-Elect actively contributes to board development and succession planning. They may assist in identifying and recruiting individuals who bring diverse expertise and perspectives to the board. Collaborating with the Core Leadership, the Chair-Elect helps identify potential board candidates to ensure a well-rounded and capable board.
External Representation: In some cases, the Chair-Elect may serve as the primary spokesperson for the division, representing its interests and communicating with external stakeholders as needed. This may involve representing the division at events, conferences, or meetings with sponsors or partners.
Financial Oversight: The Chair-Elect collaborates with the board and relevant organizational staff to ensure the division's financial sustainability. They review and approve budgets, financial reports, and fundraising strategies. Additionally, the Chair-Elect may participate in fundraising activities and cultivate relationships with sponsors or potential donors.
Prior board/leadership experience is not mandatory; however, active membership is deemed imperative.
If the Chair is unable to attend external events, conferences, or meetings, the Chair-elect may serve as the division's representative and may assume the role of Chair in the absence of the incumbent Chair.
The Chair-Elect will serve a one (1) year term the year preceding their Chair term.

Past-Chair

Summary: The Past-Chair, a former Chair of the Division, provides guidance, shares institutional memory, and supports the current Chair. They offer advice based on experience, share historical context, assist in transitions, participate in board development, and may represent the division externally. The Past-Chair serves a one-year term following their Chair term.

DETAILED DESCRIPTION: The Past-Chair plays an important leadership role within the Division and is held by an individual who has completed their term as the Chair. The primary responsibilities of the Past-Chair revolve around providing guidance, leveraging organizational memory, and offering continuous support to the current Chair. This position is crucial in ensuring smooth transitions and maintaining the stability and continuity of the board's leadership. Key responsibilities include:

Guiding the Current Chair: The Past-Chair acts as a trusted advisor to the current chairperson, offering guidance based on their experience and knowledge. They provide insights and perspectives on strategic decisions, governance matters, and complex issues, assisting the current chair in their leadership role.
Sharing Organizational Memory: The Past-Chair possesses valuable institutional knowledge and historical context. They play a pivotal role in preserving and sharing this information with the current Chair and board. This involves recalling past decisions, policies, and initiatives, which helps the division learn from its past experiences and maintain consistency.
Transition Support: During leadership transitions, the Past-Chair acts as a mentor and resource for the incoming chair. They help in understanding the responsibilities, expectations, and challenges associated with the role. By sharing lessons learned and best practices, the Past-Chair contributes to a seamless transition and helps the new Chair succeed.
Board Development: The Past-Chair actively participates in board development initiatives, including training, orientation programs, and workshops. They collaborate with the current Chair to identify areas of improvement, enhance board effectiveness, and ensure a strong governance framework. Drawing from their own experience, the Past-Chair offers valuable insights on board dynamics and leadership development.
Advocacy and Representation: While the Past-Chair no longer holds the active chair position, they may still represent the division at external events, conferences, and meetings and may serve as Chair in the absence of the Chair.
The Past-Chair will serve a one (1) year term immediately following their Chair term.

Secretary

Summary: The Secretary manages administrative tasks, maintains records, takes meeting minutes, and facilitates communication among board members. Responsibilities include organizing meetings, preparing and distributing documents, record-keeping, facilitating communication, supporting governance, overseeing elections, collaborating with staff, and upholding confidentiality. The Secretary serves a two-year term.

DETAILED DESCRIPTION: The Secretary plays a critical role on the leadership board, responsible for managing administrative tasks, maintaining accurate records and taking meeting minutes, and facilitating effective communication among board members. The Secretary's charges include:

Meeting Coordination: The Secretary is central in organizing board meetings. They collaborate with the Chair to set meeting dates, develop agendas, and distribute meeting materials to board members in advance. During meetings, the Secretary records minutes, ensuring accurate documentation of discussions, decisions, and action items. ADLM staff will work closely with the Secretary to support meetings and organize Zoom calls if necessary.
Preparation and Distribution: The Secretary assists in the preparation and timely distribution of various division documents, such as meeting agendas, minutes, and annual reports. They ensure that these documents are accurate, well-formatted, and readily accessible to board members. Collaboration with other board members and staff may be required to compile reports and gather relevant data.
Record Keeping: The Secretary assumes the crucial responsibility of maintaining the official records and organizational documents of the division. This encompasses record-keeping of essential materials, including meeting minutes, bylaws, and policies. Additionally, the Secretary maintains an up-to-date roster of board members, including their contact information and terms of service. Safeguarding the confidentiality of division members' contact information is of paramount importance, and the Secretary is entrusted with ensuring its protection. Under no circumstances shall member data be provided to third parties without explicit permission from the members.
Correspondence and Communication: The Secretary facilitates effective communication among division chair(s), board members, division members, and ADLM staff.
Governance Support: The Secretary supports board governance by assisting with board orientation, onboarding new members, and providing guidance on the organization's bylaws and governance policies.
Board Elections: The Secretary oversees board elections and works closely with ADLM staff to make sure elections take place in a timely manner. They coordinate the nomination and voting procedures and maintain records of election results.
The Secretary will work closely with the Member Engagement Coordinator to help plan and record all Member Engagement activities and will collaborate with the Chair to oversee documentation of all benchmarking goals.
Confidentiality: The Secretary upholds the highest standards of confidentiality in handling sensitive information discussed during board meetings and in maintaining board records, including division member contact information. The Secretary works closely with ADLM staff when conflict-of-interest forms are required by board members.
The Secretary will serve a two (2) year term.

Treasurer

Summary: The Treasurer manages the division's finances, including budgeting, financial planning, and reporting. Responsibilities include overseeing the budget, monitoring expenses, tracking ROI, contributing to fundraising efforts, and serving a two-year term.

DETAILED DESCRIPTION: The Treasurer is responsible for managing the financial affairs of the division and providing financial oversight to the leadership board. Key responsibilities include:

Financial Management: The Treasurer oversees the division’s financial activities, including budgeting, financial planning, and reporting. They work closely with the division board and ADLM staff to develop annual budgets, monitor financial performance, and ensure effective allocation of resources for all division activities, including webinars, accreditation, awards.
Budget Management: The Treasurer is responsible for managing the division budget, ensuring that resources are allocated efficiently and effectively. They monitor expenses, track return on investment (ROI) for marketing activities, and provide regular budget reports to the leadership board.
Fundraising and Revenue Generation: The Treasurer contributes to the organization's fundraising efforts by providing financial insights, assisting in the development of fundraising strategies, and collaborating with the Marketing & Sponsorship Coordinator.
The Treasurer will serve a two (2) year term.

Science & Practice Advisor

Summary: The Science & Practice Advisor provides expert guidance on scientific and lab practice topics, facilitating collaboration, evaluating research, offering strategic input, and representing the division on the SPCC. They ensure the division meets Science & Research Benchmark Goals and serve a three-year term.

DETAILED DESCRIPTION: The Science & Practice Advisor provides expert guidance on scientific and lab practice topics, drawing on their in-depth knowledge and experience in the division’s respective field(s). They help the division board assess science and practice opportunities, challenges, and emerging trends that impact the division’s mission and objectives. They ensure that the division meets the Science & Research Benchmark Goals and communicate their activities to the division Chair. They assist the division in the following areas:

Cross-Disciplinary Collaboration: The Science & Practice Advisor is critical in facilitating collaboration and knowledge exchange among members from different science practice areas. They will help bridge the gaps between these disciplines, encouraging interdisciplinary dialogue among the members.
Research and Evaluation: The Science & Practice Advisor’s expertise will be instrumental in evaluating research proposals, scientific projects, and initiatives undertaken by the division. The Science & Practice Advisor will provide valuable insights to ensure the scientific rigor, methodology, and relevance of the division’s research activities, and contribute to maintaining high standards of scientific excellence. The Science & Practice Advisor may lead a nominating committee for abstract awards, be charged with developing ASM scientific session proposals, webinars, etc.
Strategic Input: The Science & Practice Advisor will actively participate in division leadership discussions and strategic planning sessions, offering scientific perspectives and evidence-based recommendations.
External Representation: As a recognized scientific expert, the Science & Practice Advisor may represent the division at ADLM ASM networking events and other relevant forums.
The Science & Practice Advisor is expected to serve as the Science & Practice Core Committee (SPCC) liaison (exceptions may occur).
The Science & Practice Advisor will be responsible for discussing the Science & Research Benchmark goals with division leadership and helping the division meet their goals and record activity outcomes.
The Science & Practice Advisor will serve a three (3) year term. The Science & Practice Advisor is expected to serve as the Science & Practice Core Committee liaison, with a term length of three (3) years.

Supporting officer roles

Education Representative

Summary: The Education Representative advances educational initiatives and mentoring opportunities within the division, focusing on diversity, equity, and inclusion (DEI). Responsibilities include developing educational programs, facilitating mentoring programs, providing strategic input, collaborating externally, and serving a two-year term.

DETAILED DESCRIPTION: The Education Representative will play an important role within the division, focused on advancing educational initiatives and fostering mentoring opportunities for members. The Education Representative will communicate their activities to the division Chair. Responsibilities include:

Educational Initiatives: The Education Representative plays a crucial role in developing and implementing educational initiatives that employ the DEI lens within the division. They identify opportunities to enhance members' knowledge and skills through webinars, ASM sessions, and other educational programs. The Education Representative collaborates with division leadership to design and deliver educational content that aligns with the division's goals and addresses emerging trends in the field. The Education Representative may also contribute to the creation of educational resources, such as training materials, or propose a taskforce to develop topical guidelines.
Mentoring Programs: Recognizing the importance of mentorship, the Education Representative facilitates mentoring programs within the division. They establish frameworks and guidelines for mentoring relationships, connecting experienced professionals with early-career members or individuals seeking career guidance.
Strategic Input: The Education Representative actively participates in division leadership discussions and strategic planning sessions, providing insights and recommendations on educational and mentoring aspects.
External Collaboration: The Education Representative may collaborate with external organizations, institutions, or industry partners to promote educational partnerships, sponsorships, or collaborative initiatives.
The Education Representative will work closely with the Secretary to help plan and record all Education activities to ensure the division meets their Education Benchmark goals.
The Education Coordinator will serve a two (2) year term.

Member Engagement Coordinator

Summary: The Member Engagement Coordinator enhances member satisfaction and engagement within the division by managing member relations, fostering community, gathering feedback, recognizing member achievements, providing strategic input, and serving a two-year term.

DETAILED DESCRIPTION: The Member Engagement Coordinator plays a vital role within the division, focused on enhancing member satisfaction, fostering a sense of community, and facilitating active engagement among division members. Their responsibilities include:

Member Relations and Communication: The Member Engagement Coordinator serves as a point of contact for division members, cultivating strong relationships and ensuring effective communication channels using the DEI lens. They engage with members through various mediums, such as the Artery, newsletters, emails, social media platforms, and the division's website. The Member Engagement Coordinator disseminates relevant information, updates, and opportunities to keep members informed and engaged.
Community Building: The Member Engagement Coordinator takes initiatives to foster connections among division members. They facilitate networking opportunities, virtual or in-person meetups, and any focus groups that may develop within the division.
Member Feedback and Needs Assessment: The Member Engagement Coordinator seeks feedback from division members to understand their needs, preferences, and challenges. With support from ADLM staff, they conduct surveys to gather valuable insights and identify areas for improvement. The Member Engagement Coordinator advocates for members' interests and communicates their feedback to division leadership, influencing decision-making processes and program development.
Member Recognition and Awards: The Member Engagement Coordinator plays a crucial role in recognizing members' achievements, contributions, and milestones. They may lead a nominating committee for abstract awards, take the lead on proposing ASM session proposals, webinars, etc. to ensure that members' accomplishments are celebrated, fostering a culture of appreciation and motivation.
Strategic Input: The Member Engagement Coordinator actively participates in division leadership discussions and strategic planning sessions, providing insights and recommendations on member engagement strategies.
The Member Engagement Coordinator will work closely with the Secretary to help plan and record all Member Engagement activities to ensure the division meets Member Engagement Benchmark goals.
The Member Engagement Coordinator will serve a two (2) year term.

Advocacy & Outreach Coordinator

Summary: The Advocacy & Outreach Coordinator promotes and advances the interests of division members in professional, policy, and public arenas by analyzing policy, engaging stakeholders, representing the division externally, educating members, providing strategic input, and serving a two-year term.

DETAILED DESCRIPTION: The Advocacy & Outreach Coordinator plays a key role within the division, focused on promoting and advancing the interests, concerns, and goals of the division's members in relevant professional, policy, and public areas. Their responsibilities include:

Policy Analysis, Monitoring, and Outreach: The Advocacy & Outreach Coordinator monitors legislative and policy developments that impact the division's field and assesses their potential implications on division members and their work. They keep division leadership and members informed about relevant policy changes, potential advocacy opportunities, and facilitate outreach efforts to raise awareness among stakeholders.
Stakeholder Engagement and External Representation: The Advocacy & Outreach Coordinator represents the division in relevant advocacy coalitions, task forces, or working groups and liaises with the Policy and External Affairs Core Committee (PEACC) when necessary. The Advocacy Coordinator establishes the division's credibility as an expert resource in the field and advocates for policies that align with the division's mission.
Member Education, Empowerment, and Diversity, Equity, and Inclusion (DEI): The Advocacy & Outreach Coordinator plays a vital role in educating division members about advocacy issues, policies, and their impact. They actively examine these topics through a DEI lens, ensuring that advocacy efforts are inclusive and address diverse perspectives within the division.
Strategic Input: The Advocacy & Outreach Coordinator actively participates in division leadership discussions and strategic planning sessions, providing insights and recommendations on advocacy strategies.
The Advocacy Coordinator will be responsible for planning Advocacy Benchmark goals with division leadership. They will lead efforts to meet division goals and record activity outcomes.
The Advocacy & Outreach Coordinator will serve a two (2) year term.

Operations & Sponsorship Coordinator

Summary: The Operations & Sponsorship Coordinator manages marketing strategy, including sponsorship acquisition and management, resource allocation, budgeting, and project management. They work closely with leadership to align initiatives with division goals, serve a two-year term, and collaborate with ADLM staff on sponsorships and budgets.

DETAILED DESCRIPTION: The Operations & Sponsorship Coordinator plays a crucial role within the division, focused on managing and contributing to the development of the division’s overall marketing strategy. They work closely with the leadership board and other relevant stakeholders to align marketing initiatives with the division’s goals and target audience to support the division's mission and objectives. Their responsibilities include:

Sponsorship Acquisition and Management: The Operations & Sponsorship Coordinator takes the lead in identifying potential sponsors, and coordinating with ADLM staff who have corporate fundraising oversight on developing sponsorship proposals, sponsor outreach, and sponsorship agreements. They coordinate with ADLM staff to cultivate relationships with existing sponsors to ensure their continued support, as well as exploring new sponsorship opportunities to generate revenue for division activities.
Resource Allocation and Budgeting: The Operations & Sponsorship Coordinator plays a key role in resource management, including budgeting, financial planning, and fundraising. They work closely with the Secretary to develop and monitor the division's budget, ensuring effective utilization of resources. The Operations & Sponsorship Coordinator may also assist in identifying potential sponsorship opportunities and partnerships to support the division's activities.
Project Management: The Operations & Sponsorship Coordinator oversees and coordinates various projects and initiatives within the division. They develop project plans, set milestones, allocate resources, and monitor progress to ensure timely completion of deliverables. The Operations & Sponsorship Coordinator facilitates effective communication and collaboration among division members, fostering a culture of accountability and achievement.
The Operations & Sponsorship Coordinator will work closely with division leadership to plan and meet Operations and Sponsorships Benchmark goals with division leadership. They will work closely with the Secretary and Treasurer to meet division operations and financial goals and record activity outcomes, including any division award details.
The Operations & Sponsorship Coordinator will serve a two (2) year term.

Early Career Representative

Summary: The Early Career Representative advocates for early career professionals within the division, ensuring their needs are considered in governance and activities. Responsibilities include community engagement, collaboration with board members, organizing activities, and serving a one-year term with the option to renew.

DETAILED DESCRIPTION: the Early Career Representative serves as a dedicated position within the division governance board to represent the interests and perspectives of early career professionals or members at the beginning stages of their careers. This position ensures that early career individuals' unique needs, challenges, and aspirations are considered in the division’s governance, decision-making processes, and activities. The division Chair will meet at least twice a year with the Early Career Representative and provide clear goals and expectations and informal mentoring. Responsibilities include:

Community Engagement: The Early Career Representative actively engages with the early career community, gather feedback, and advocates for initiatives that promote professional development, mentorship opportunities, and organizational engagement using the DEI lens.
Collaboration: The Early Career Representative collaborates with other division board members and participates in conversations about policies, governance, programs, and resources that support the growth and advancement of early career professionals within the division.
The Early Career Representative will work with other division leaders, particularly the Member Engagement Coordinator, to organize activities facilitating participation and information exchange between members. Activities include but are not limited to: networking mixer or luncheon at the Annual Scientific Meeting (ASM), Artery community interaction, awards and recognition (for travel or poster, etc.), and newsletter.
The Early Career Representative will serve a one (1) year term with the option to renew.

Term lengths & elections/appointments

The Chair elect will be elected every other year. The Chair-elect will rise to the role of Chair after a year. The Chair will serve for two years then rise to the role of Past-Chair. Past-Chair will serve for one year. People serving in the roles of Chair-Elect, Chair, & Past-Chair will serve for a total of four years in the division Core Leadership Officers. The Secretary and Treasurer will be elected in alternating years (odd and even years respectively). The Science & Practice Advisor will be elected every three years. The Education Representative and Advocacy & Outreach Coordinator will be appointed on odd years and serve for two years. The Member Engagement Coordinator and Operations & Sponsorship Coordinator will be elected on even years and serve for two years. The Early Career Representative will be appointed every year and must be in training (residency and/or pre-clinical or research fellowship) OR be within seven (7) years of starting their career/faculty appointment to be nominated for the position.

Members cannot hold the same leadership position for consecutive terms. If leadership positions are unable to be filled, consecutive terms or extensions may be granted on a case-by-case basis by the SPCC.

Elections shall be by ballot. Ballots will be returned by an electronic voting system. The Officers of the division will ensure that all nominees are qualified to run for the open seats. All nominees must have agreed to serve in the role before having their names placed on the ballot. Nominees for open seats will be collected and presented to ADLM staff by the Division Secretary. Votes for write-in candidates will also be recognized. Ballots for Core Leadership roles will be run and counted by ADLM staff. The election will be held via the preferential single transferable vote method. ADLM staff have the discretion to choose the method of voting if deemed necessary by ADLM staff and the SPCC. In the event of a tie, additional votes will be held until a winner is selected. ADLM staff and the SPCC have the discretion to decide an election’s results should there be either the same amount or more seats open than there are candidates running for the position.

General officer timeline (will be updated as needed)

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