MNHIMA Executive Director Search

Request for Proposal for an Executive Director for the Minnesota Health Information Management Association (MNHIMA)

I. Introduction

MNHIMA is seeking an Executive Director, subject to the supervision of the MNHIMA President and MNHIMA Board of Directors

II. Scope of Services - Role

A. Board Partnership and Board Meetings
B. Leadership/ Management of MNHIMA Programs and Operations
C. Fiscal Responsibilities
D. Professional/Community Relations

III. Services to be Provided by the Executive Director

Contract duration: Services shall begin immediately and shall be subject to annual renewal effective July 1 of each year.

A. Board Partnership and Board Meetings
 

1. Responsible for communicating effectively with the Board of Directors (“Board”) and providing, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions, including identifying key issues for Board consideration and deliberation at each Board meeting.
2. Responsible for remaining informed as to current events, issues, regulations, laws, and any other factors that may impact the organization or its members, and for ensuring the Board is apprised of such issues.
3. Develop an annual calendar, which will include all notable events and critical issues, and present the annual calendar to the Board for review and approval.
4. Develop Board meeting agendas and materials, which will be reviewed with the Board President prior to distributing the materials to all other Board members.
5. Ensure Board meeting materials are provided to Board members at least five business days prior to Board meetings.
6. Attend and oversee all Board meetings, including maintaining meeting attendance, minutes, tracking decisions, tracking all action items, and maintaining an action item reporting process for the Board.
7. Responsible for developing, maintaining, and updating New Board Member Orientation and providing New Board Member Orientation to new Board members.
8. Provide assistance with elections for Board and/or Regions.
9. Attend all leadership, committee, and any other meetings as required by the position or requested by the Board.
10. Coordinate with the Board President to ensure effective and efficient Board Committee and project team structures.
11. Other duties as assigned by the Board of Directors.

B. Leadership/ Management of MNHIMA Programs and Operations
 

1. Responsible for strategic planning to ensure that MNHIMA can continue to successfully fulfill its mission and vision.
2. Participate in development of organizational goals and objectives consistent with the mission and vision of MNHIMA, to include setting priorities for programs, services, and activities to ensure program goals and objectives are met within required timelines.
3. Responsible for implementation of all programs as necessary to fulfill the organization’s mission and vision.
4. Maintains proficiency in technology that supports MNHIMA and the Regions.
5. Coordinate meetings and provide support for Key Focus Areas, standing and ad hoc committees.
6. Coordinate educational meetings and support for Regions.
7. Responsible for operational policies and procedures, including revisions, updates, and submission to the Board for approval as required.
8. Participate in planning processes and responsible for guiding volunteer leaders.

C. Fiscal Responsibilities
 

1. Responsible for the fiscal integrity of MNHIMA and the Regions, to include development of a proposed annual budget which accurately reflects the current and anticipated financial condition of the organization, and submission of the proposed annual budget to the Board for review and approval.
2. Responsible for fiscal management that generally anticipates operating within the approved budget, ensures maximum resource utilization, and maintains MNHIMA and the Regions in a positive financial position.
3. Responsible for monitoring the fiscal position of MNHIMA and the Regions, to include providing a budget overview and update to the Board at each Board meeting and monthly meetings with the Executive Committee to review the budget and monthly financial statements.
4. Responsible for maintaining proper financial record keeping and reporting in accordance with Generally Accepted Accounting Principles (GAAP), including ensuring effective audit trails.
5. Deposit and record all payments received on behalf of MNHIMA and the Regions in accordance with Generally Accepted Accounting Principles (GAAP) and applicable finance policies and procedures.
6. Submit organizational and Board Member expenditures to the Board President or other appropriate individual for approval in a timely manner and in accordance with applicable finance policies and procedures.
7. Process reimbursements and payment of all expenditures in a timely manner in accordance with applicable finance policies and procedures.
8. Coordinate meetings for the development of the annual budgets for standing committees and Key Focus Areas, participate in the budget process for such committees, and maintain and track the budgets for such committees.

D. Professional/Community Relations

1. Serve as MNHIMA’s primary contact person and spokesperson for its members, in accordance with the authority and guidance provided by the Board.
2. Establish and maintain relationships with various organizations and utilize those relationships to strategically enhance MNHIMA’s mission and values.
3. Responsible for fundraising and developing other revenues to support MNHIMA’s mission.
4. Oversee marketing and other communication efforts.
5. Coordinate with the Board to establish and maintain positive corporate and vendor partner relationships in the community.
6. Responsible for the enhancement of MNHIMA’s image by being active and visible in the community and by working closely with other professional, civic, and private organizations.

All of the foregoing duties, and any other duties that may be assigned, shall be performed to the satisfaction of the MNHIMA President, and the MNHIMA Board of Directors, and in conformity with all laws, rules, and regulations applicable to MNHIMA.

IV. Proposal Requirements

A. Scope of Service

The respondent for Executive Director shall provide a clear, concise response to the scope of service requirements set forth above.

B. Disclosure

The respondent for Executive Director will disclose any professional or financial interest in representing MNHIMA.

C. Proposal Submission

Copies of the completed proposal must be submitted immediately. Proposals will be accepted until the position is filled.

V. Selection Process

A. Proposals will be evaluated based upon, but not limited to, related experience of the respondent, professional qualifications, and knowledge of MNHIMA.

B. Proposals will be reviewed by the MNHIMA Executive Director Search Committee.

C. Interviews will be scheduled shortly after the individuals/organizations selected for interviews are notified.

D. MNHIMA reserves the right to reject any proposal which does not conform to the instructions herewith. Additionally, MNHIMA reserves the right to negotiate all final terms and conditions of any agreement entered into.

E. Nothing in the Request for Proposal shall be deemed to commit MNHIMA to engage in the hiring of the Executive Director.