2020 Board Member Role Descriptions

By | November 8, 2019

The Northern Virginia Running Club (NOVA) is a non-profit organization with an elected, volunteer board, composed of club members, which manages the club’s finances, operations and activities. Any member of the Northern Virginia Running Club in good standing is eligible to serve on the board according to club by-laws. The members of the board are elected on a yearly basis by all members of the club. Elections are held every December and the new board begins duties in mid-January. All board members are expected to attend the quarterly board meetings (generally the third Tuesday of every quarter) as well as the annual meeting (end-of-year-party) held in January.

The board is composed of members performing the following functions:


President: The President is responsible for leading the organization and operations of regular club activities, including weekly Tuesday track practices and Thursday tempo runs; writing the President’s Message and collecting, consolidating, and verifying all additional input for the weekly newsletter, convening quarterly NOVA Board meetings; managing NOVA End of Year Operations; overseeing and supporting the work of the other board members; and serving as the general spokesperson of the club.

Required Qualifications: Active participation in the club for a minimum of two years.*


Vice President: The Vice President is responsible for assisting with regular club activities, including weekly track practices and tempo runs; writing the newsletter message when the President is away assisting the Special Events Coordinator with special events; leading the organization of Team Races; assisting the Treasurer and Compliance Officer with the completion of tax forms, RRCA membership/insurance, and non-profit status; assisting with social media and communications efforts; and assuming the duties of the President in the event of resignation, absence, or incapacity of the President. The Vice President may also chair special committees as designated by the Board.

Required Qualifications: Active participation in the club for a minimum of two years*.Previous experience serving in a role on the NOVA board for at least one year.


Treasurer: The Treasurer is responsible for preparing the annual NOVA club budget and financial forecasting; managing the bank deposits; club payments and expense management; submitting tax forms to the IRS, working with Gear Coordinator to coordinate payments/reimbursement for gear inventory/orders; working with Resource Coordinator to develop fundraising plans; working with the Special Events Coordinator to submit payment or reimbursement for event-related expenses, and making financial information available to Board members and the public upon request.

Required Qualifications: Active participation in the club for a minimum of one year*.

Key Qualifications: Sound understanding of basic financial management practices; ability to keep track of and manage accurate club financial information in tools such as Excel, attention to detail, promptness and timeliness with paying bills and reimbursements. Must be willing to submit a background check.


Membership Coordinator 1: The Membership Coordinator 1 is responsible for managing the NOVA membership roster and email distribution list; tracking the dates of membership renewals and expiration and informing members of their membership status on a monthly basis; documenting weekly attendance on Tuesdays after practice; collecting membership/ renewal payments at practice; managing updates to emergency contact information for members; responding to email inquiries from interested/ prospective members; and serving as backup to the Newsletter Coordinator in distributing the weekly newsletter as needed.

Required Qualifications: Active participation in the club for a minimum of two years.*Ability to attend >90% of Tuesday Track practices. Familiarity with all current NOVA members by name and face.

Key Qualifications: Ability to manage the membership roster with sensitive membership demographic information in tool such as Excel. Comfort with asking people for money and enforcing membership renewal deadlines. Ability and interest in engaging and interacting with runners of all abilities and experience levels for the purposes of club recruiting and responding to inquiries.


NEW ROLE: Membership Coordinator 2: Assists with all duties as outlined for Membership Coordinator 1. Division of responsibilities and sharing of tasks will be determined by the Membership Coordinator 1.

Required Qualifications: Active participation in the club for a minimum of one year.*Ability to attend >90% of Tuesday Track practices. Familiarity with all current NOVA members by name and face.

Key Qualifications: Ability to manage the membership roster with sensitive membership demographic information in tool such as Excel. Comfort with asking people for money and enforcing membership renewal deadlines. Ability and interest in engaging and interacting with runners of all abilities and experience levels for the purposes of club recruiting and responding to inquiries.


Newsletter Coordinator: The Newsletter Coordinator is responsible for distribution of the weekly newsletter, to include collecting and reviewing/validating all information; coordinating with the Special Events Coordinator on upcoming events; sending out special edition newsletters when needed for special events and last minute changes to track practice; and coordinating with the Membership Coordinator to obtain new membership information for the newsletter.

Required Qualifications: Availability to be at a computer for approximately one hour every Monday afternoon or evening.

Key Qualifications: Attention to detail and ability to synthesize multiple sources of information into cohesive and consistent message. Comfortable using online web newsletter distribution service (i.e. Constant Contact).


Social Media and Communications Coordinator: The Social Media and Communications Coordinator is responsible for leading all social media and communications activities for the club, to include posting to include posting status updates, creating events, and posting photos and videos on Facebook, Twitter, and Instagram; taking photos at NOVA events; coordinating with the Membership Coordinator to contact new members to feature in the Welcome Wagon; coordinating with the Coach and Webmaster on the development and publication of the NOVA Featured Runner, and conducting general club marketing, outreach, and recruitment efforts.

Key Qualifications: Active online presence as discernable through Facebook, Instagram, and other applications. Good writing, photography, and video skills suitable for social media. Frequent attendance at NOVA events (Track practice, tempo, happy hour) is required in order to take photos and videos.


Special Events and Marketing Coordinator: The Special Events and Marketing Coordinator is responsible for managing the coordination and execution of all NOVA special events, assigning and coordinating volunteers and participants for special events; coordinating the annual NOVA 5K, the bi-annual NOVA Trail Cleanup, End of Year Team Party, and other special events; managing Club Marketing and Sponsorship Agreements through coordination with NOVA President and Resource Coordinator; leading club community outreach involvement and volunteer efforts; assisting President and Vice President with logistics of weekly NOVA operations, such as track schedules/ availability at TC Williams and Wakefield High, and track lights at Wakefield during the winter months.

Key Qualifications: Demonstrated ability and experience in planning and managing large projects (similar to the NOVA 5K) from start to finish. Comfortable with directing and assigning duties to others and managing/overseeing tasks to completion. Comfortable enforcing deadlines, decisions, and processes. Ability to communicate and collaborate effectively with both internal and external stakeholders such as Arlington County.     


Webmaster: The Webmaster is responsible for serving as general website administrator of the NOVA website, to include maintaining the security, data protection, appearance, and functionality; coordinating with other board members on website content and accuracy, debugging pages and fixing broken links or images, addressing user complaints, and monitoring and analyzing site performance. The webmaster is also responsible for maintaining the security and responding to and/or delegating inquiries into the NOVA Gmail inbox.

Key Qualifications: Experience in designing, building, and maintaining websites; knowledge of Javascript, XML, html, and other web design scrips; knowledge of web analytics and familiarity with web standards; working knowledge of website management tools; strong troubleshooting and analytical abilities; ability to generate creative ideas; attention to detail and strong organizational skills.


Gear Coordinator: The Gear Coordinator is responsible for working with local vendors to manage the design, selection, order, and distribution of NOVA gear orders for club members. Tasks include conducting research to determine the best quality, lowest cost option for gear (fluctuates depending on availability and pricing by vendors); ordering gear from vendors; working with printer to print NOVA logos on gear; determining the selection, quantities, sizes, and payment of overstock for inventory (working with treasurer on payments/reimbursements and necessary); managing issues and troubleshooting gear orders (supply, quality, fit) directly with NOVA members; and distributing gear to members, including in person and/or mail orders if necessary.

Key Qualifications: Ability to work with multiple gear vendors to produce the best quality and most cost effective options for NOVA gear. Ability to take feedback from members on gear and obtain options that meet our needs. Ability to manage initial outlay of funds to vendors as well as reconcile member payments/ reimbursements for gear.


Resource Coordinator: The Resource Coordinator is responsible for arranging, executing, and coordinating proactive fundraising for the club as well as in-kind contributions, in order to help guarantee resources for the short and long-term actions and solvency of NOVA. The Resource Coordinator establishes new options for funding such as estate planning to establish an ongoing cadre of resources; solicits donations/sponsorship for the NOVA 5K and other events; drafts letters to potential donors of all types; works with NOVA Treasurer and Special Events and Marketing Coordinator to assure plans coordinate with existing and ongoing fundraising.

Key Qualifications: Comfortable with soliciting donations from various vendors via “cold calls.” Persistence and dedication to obtaining donations even if multiple attempts are required. Ability to drive or get transportation to various sites around Alexandria/ Arlington for the purposes of obtaining donations in person.


NEW ROLE: Record Keeper/ Compliance Coordinator: The Record Keeper/ Compliance Coordinator is responsible for developing and maintaining accurate club records and documentation, to include collecting race results into master spreadsheet and coordinating with the webmaster for posting online, working with the coach and NOVA members to collect NOVA all-time club records for the NOVA “Hall of Fame”, and taking minutes at the quarterly NOVA Board meetings and distributing them within one week following meeting. This individual will also be responsible for club compliance requirements, including identifying, managing, and enforcing adherence to RRCA and 501c3 requirements; advising board leadership on needed actions related to the above, developing and maintain the club Incident Response Policy; and completing Incident Reports as necessary.

Key Qualifications: General research skills, ability to analyze legal/ compliance requirements, translate it to the board, and complete required duties for the club, solid organizational, communication, and writing Skills, attention to detail and responsiveness.


Member-at-Large: The Member-at-Large serves as the spokesperson and representative for the general membership of the club. The primary focus of this position is to provide insight on how policies, procedures, or activities of the Board affect general members and to raise concerns if the membership is impacted. This role also may serve as a stepping stone to a future leadership role on the board. This individual may also sit on special committees or own specific tasks as designated by the president, as well as other duties as assigned. The Member-at-Large has a duty to serve on the Board and to support the Board in its decisions. This individual attends quarterly Board meetings and maintains voting powers.

Required Qualifications: Active participation in the club for a minimum of one year.*

**Active participation is defined as at least 50% attendance as measured annually at Tuesday track practices, and attendance at one or more additional NOVA events throughout the year (Tempo, Happy Hour, team party, team race).