The Carlisle Group has been retained to search for an Executive Director. Our client organization was formed in 1997. It is a professional trade organization which provides leadership, resources, support, and technical assistance. It is a unified voice serving to advocate and strengthen the role of public transportation in improving the quality of life for all Pennsylvania citizens. Their mission is to be the foremost advocate for public transportation and mobility management in the Commonwealth of Pennsylvania, and to be of support to all association members in achieving their defined missions.

Executive Director

The Executive Director works for the Association Board of Directors and reports to the Chairman of the Association to establish and implement the strategic direction and goals of the association while managing the day-to-day operations of the organization, including oversight and management of the meetings and training program. The Executive Director will be responsible for the ongoing implementation and administration of the Association’s mission and Board directives through the following objectives:

• To develop communication and strategies with Federal, State and Local governments in order to foster and promote an awareness and support of public transportation and the mobility of citizens throughout the Commonwealth;
• To build public understanding and support for public transportation by promoting the value of public transportation and mobility services;
• To provide a forum for members and other key stakeholders to interact, exchange information and ideas, and to continuously improve mobility services; and
• To promote equitable and fair representation of all members and to provide responsive member services.

Functions & Responsibilities – defined by internal and external roles and estimated percentage of time required by the Executive Director.

It is understood that the Executive Director will maintain a positive work balance in completion of the functions and responsibilities to account for immediate issues that may require full attention and/or current priorities from the Board of Directors.

Internal Association Roles (75%)

• Board Governance: Works with Board in order to fulfill the organization mission.
• Responsible for leading the association in a manner that supports and guides the organization’s mission as defined by the Board of Directors.
• Responsible for communicating effectively with the Board and providing, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions.
• Monitor compliance with by-laws and make recommendations for revisions as necessary.
• Facilitate and manage all association elections, including Board elections.
• Finance: Manages finances and financial processes of the association.
• Responsible for the fiscal integrity of the association, to include submission to the Board of a proposed annual budget and monthly financial statements, which accurately reflect the financial condition of the organization.
• Provides sound fiscal management operating within the approved budget, and ensures maximum resource utilization, and maintenance of the organization in a positive financial position.
• In conjunction with the Board Treasurer, develops an annual budget for the Board’s consideration and approval.
• Oversees and directs accountant for processing of invoices, payments, revenue as well as financial statements and reports ensuring proper bookkeeping techniques.
• Submits reports and invoices as required by funding sources, including but not limited to grants.
• Makes recommendations to the Board of Directors on revenue generation levels, including membership dues, conference and training fees, grant funding.
• Arranges for and assists in annual financial audit and annual Form 990 of the association’s financial records.
• Maintains and facilitates communication with contracted accounting firm for financial processing activities and audit preparation.
• Administration: Oversees and implements appropriate resources to ensure effective operations of the organization.
• Maintain the association’s office with regular operating hours. Be available to membership and other parties and respond accurately and timely to requests for information and assistance.
• Develops and implements, in cooperation with the Board of Directors, an annual work plan, as well as, association policies and procedures.
• Record and publish minutes of Board and committee meetings and prepare meeting agenda and financial statements for regular Board meetings.
• Marketing/Communications: Ensure effective communication with current and potential membership, the Board of Directors, state agencies, and related associations regarding the activities of the association.
• Develop and maintain effective and mutually satisfying relationships with other professional organizations and state agencies, including PennDOT, DHS, FTA, APTA, and CTAA, by staying abreast of common goals and issues and keeping association membership aware of opportunities for training, networking and collaboration.
• Prepare and distribute a monthly communication to members and interested parties, detailing the association's activities, events, trainings, and other informational and education materials.
• Update and maintain the association’s website, ensuring all content is accurate and posted in a timely fashion.
• Update and maintain a membership directory and database ensuring information is current and accurate.
• Conduct outreach to members in all regions of the Commonwealth to familiarize self with successes and challenges of transit systems and to encourage participation in the association’s activities.
• Events/Training: Under direction of the Board of Directors, manage and develop conferences and expos, education and training programs, membership and committee meetings and retreats.
• Manage and direct the training Program Coordinator (employee or contractor), develop an annual budget in cooperation with PennDOT, negotiate service contracts, arrange facilities and amenities, confirm speakers and presenters, recruit vendor exhibitions and participation, develop agendas and relevant attendee materials, and successfully market the events for high levels of participation.
• Attend at least one annual national APTA or CTAA conference, as approved by the Board Chairman, as an official representative of association to gather ideas and topics, as well as identify emerging trends and needs in public transportation for the association’s conferences and training.
• Provide support for routine activities of the Board of Directors and association membership. This includes: arranging meeting sites, assisting various committees with planning meeting sessions, managing awards and recognition activities, and providing staffing where necessary.

External Association Roles (25%)

• Advocacy Support: Assist in the development of legislative agendas for the organization and provide strategy in support of the agenda on both the state and federal levels.
• Monitor the activities of other associations on the legislative front, keeping the membership and the Board of Directors aware of important items that may affect the association.
• Take advantage of educational opportunities by working with local, community, and civic/business organizations in support of their transit-related agendas. Establish and/or work with coalitions with like organizations to support legislative efforts that affect association members.
• Provide the government affairs committee the resources necessary to work with legislators and their aides; while respecting the limited role the association may play in any lobbying efforts.

Non-Essential Duties

• Perform all other non-essential duties assigned by the Board that may arise from time to time that support the work of the association’s Board of Directors.

Work Operations

• Executive Director shall provide a general schedule of hours of work to the Board Chairman to establish routine the association’s office hours. The primary headquartered office location is in Harrisburg, PA. Some travel, including overnights, predominately throughout Pennsylvania and some out-of-state travel is necessary.

Qualifications

• Bachelor’s degree
• Minimum of five years of experience in a nonprofit leadership capacity. Knowledge of public transportation preferred, but not required.
• 5+ years of experience in a member-driven professional, trade, civic, or industry-related association or organization.
• Minimum 5 years of supervisory experience.
• Demonstrated written and oral communication skills with ability to provide details. Effective and strong public speaking skills required.
• Strong organizational skills with ability to plan, delegate, and facilitate tasks.
• Must be transparent and conduct oneself, as well as, manage the association with the utmost integrity.
• Knowledge in general of State and Federal legislative issues. Have the ability to properly provide data and resources to the Board of Directors on various legislative priorities and/or meetings.
• Facilitation and coordination abilities to ensure member involvement and participation, as well as cooperative relationships with relevant constituencies.
• Outgoing personality and effective interpersonal skills, demonstrating a positive attitude, with experience in public relations.
• Proficient with Microsoft Office. Experience with QuickBooks is preferred.